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When you’re building your fleet management toolkit your first job will be finding the best fleet card provider for your business. This is because fleet cards:
“Beyond fuel” advantages include:
Before introducing your new fuel card to your drivers, you should develop and share a strong fueling policy. In this article, we’ll talk through how to do that. We’ll also explain the “beyond fuel” perks listed above.
Learn how to manage fuel price fluctuations and develop a top notch fueling strategy for your business.
Whether you oversee a few commercial vehicles or manage a larger fleet, maintaining efficient fuel spend is an important part of your job. Launching a fueling policy will help you keep on top of spend. Your policy should clearly define the proper use of fleet cards, specify authorized purchases, emphasize driver safety rules and regulations, and detail how to optimize the benefits of your fuel card program. Your policy will deliver:
One immediate benefits of a strong fleet fueling policy is the potential for cost savings. Fuel is one of the largest variable expenses in fleet operations. Global events have a tremendous effect on fuel availability, and on fuel costs. Fleet managers must adapt their fuel budgets to react to changing global circumstances on a dime. When you set clear guidelines on fuel purchases such as designated fueling stations, preferred fuel types, and fuel card usage you’ll benefit. Benefits include the possibility of obtaining more favorable rates from suppliers, discounts you get automatically when you use a fuel card, and gain best-in-class fraud protection.
When you introduce a new fueling policy you gain an opportunity to get in front of your drivers and re-educate them on fueling best practices. Drivers may not realize how their decision-making impacts your business, and fueling policies clearly describe what they need to do to ensure efficient fuel usage. Putting fueling policies in place also simplifies budgeting and forecasting. Fuel consumption can be more accurately predicted and monitored when your team is using fuel cards while out on the road.
A strong fueling policy can increase efficiencies across your fleet. By analyzing fuel consumption patterns, you’ll identify inefficiencies in both routes and vehicle usage. This is especially true when paired with a strong telematics program. A data-driven approach to fleet management enables route optimization. Route optimization leads to a reduction in both mileage and fuel consumption.
Additionally, by standardizing refueling procedures, businesses can minimize vehicle downtime. Pair that with the WEX Connect app, and your drivers will find the closest fueling stations on their route, and easily select the station offering the best price per gallon.
Enforcing a fleet fueling policy can also lend itself to a company’s environmental stewardship. By encouraging eco-friendly driving habits, reducing idling time, and the use of cleaner fuels, businesses can reduce their carbon footprint. This not only benefits the environment but also enhances your company’s reputation as a socially responsible business.
A comprehensive fueling policy ensures compliance with federal and state regulations. You’ll be on top of fuel handling and storage, emissions requirements, and transportation safety. By adhering to fleet regulations, you’ll avoid potential fines and legal issues while also ensuring driver safety. With a well-designed fueling policy you might gain some insurance benefits too. Companies taking proactive steps to mitigate risk often qualify for lower premiums.
Once you have a fueling policy in place, take advantage of the detailed data you get from your fuel card. Gain insights into fuel usage and use that data to inform your operations. With advanced analytics, businesses can track and analyze trends, forecast future needs, and make informed decisions. These decisions will involve fleet management, vehicle maintenance, and even future vehicle purchases.
Fuel fraud is a significant issue for today’s commercial vehicle fleets. A strict fueling policy coupled with fuel card programs incorporating two-factor authentication help mitigate fraud. Setting transaction limits, requiring driver identification, and monitoring for unusual activity are all part of the plan. Protect against losses due to fraud and deter theft and misuse of resources by setting clear, well-communicated policies for your drivers.
A clear fueling policy sets expectations for drivers and holds them accountable for their fuel usage. This accountability can be reinforced through training programs that educate drivers on fuel-efficient driving techniques and proper fueling procedures. Driver training not only promotes compliance but also fosters a professional and responsible driver culture.
A fleet fueling policy is not just a set of rules; it’s a strategic tool with substantial benefits. It helps businesses:
For businesses optimizing their fleet operations, investing in a robust fueling policy is a smart first step.
The period of year-end reporting can be a busy time for small businesses. It involves wrapping up the year’s financial activities and preparing reports for tax and business analytics purposes. Here’s a to-do list for your business:
Requirements can vary based on the country, state, and local jurisdictions, as well as the type of business entity (LLC, corporation, partnership, sole proprietorship, etc.). A professional accountant or financial advisor can help to ensure all legal and financial obligations are met.
For a business that operates a commercial fleet of vehicles, there are several specific year-end considerations to keep in mind. One helpful tool for generating all the data you need for these year-end tasks is a transaction detail file which you can get from your fleet card provider. The exact requirements for this paperwork can vary depending on your jurisdiction, but here are some reports and tasks that commonly need to be completed:
When overseeing commercial fleets, compliance with local, state, and federal regulations is important. This can include adhering to transportation laws, environmental standards, and tax regulations specific to the operation of commercial vehicles. To avoid a serious headache at the end of the year, use fleet management software to track these elements throughout the year. This will simplify your year-end reporting.
The data you pull from your fleet card account will make adherence to your fueling policy easier to justify and maintain. The numbers will reflect how policy adherence impacts your business, giving you fodder for compliance.
Because of this, the true potential of your fuel card program lies in its ability to provide detailed transaction data. With a comprehensive data set you can show how proper fleet card use significantly impacts a business’s financial health, environmental footprint, and driver safety. Let’s explore four ways a fleet card transaction detail file can save you money and keep your drivers safet and accountable.
Fleet card transaction files give you an itemized record of every expense incurred by each driver. This level of detail allows you to:
Fleet card transaction files also play a role in improving driver safety and accountability because they allow you to:
The automation and organization of expense tracking through fleet cards reduces administrative burdens by allowing you to:
The detailed transaction data provided by fleet cards is a goldmine of information that can drive significant improvements in cost efficiency, environmental sustainability, and driver safety. This reporting is right at your fingertips whenever you need it on WEX Online.
By strategically analyzing and acting upon the information you get from a fuel card program, you can save money while contributing to a safer, more responsible, and sustainable world. The integration of fleet card transaction details into a company’s operational strategy is an investment that yields many returns, enhancing overall business performance and contributing to long-term success.
WEX is a leading, global fintech solutions provider, simplifying payments and back-end business processes in the fleet management, benefits management, and corporate payments areas. To learn more, please visit the company’s About WEX page.
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