There are several factors to manage gas cards for employees. Typically, companies in the shipping and transportation industries spend a significant amount of money on gas. This includes tourism, hauling, limo and logistics companies. Almost every delivery or ride service need company gas cards to manage their fleet. As a business owner, consider signing up for fleet cards to conveniently track driver expenses and monitor reports for your company vehicles. Here are the key factors to manage gas cards for employees.
First, policy establishment is a major factor to manage gas cards for employees. Before you distribute gas credit cards to employees, implement a policy to direct and control fuel costs. Set spending guidelines in your policy that are fair to all of your employees, while still allowing them complete their jobs efficiently. This way, you can keep employees happy while setting up limitations. These may look like daily, weekly, or monthly purchase quotas for how many times employees can fill up. You can also implement policies that restrict the number of days when fueling can occur. For example, restrict mobile employees to weekday fill ups, but not on weekends. Surely, policy establishment is a core factor to keep in mind when managing gas cards for employees.
Second, overseeing drivers is another factor to consider when managing gas cards for employees. Whenever using a company gas card, you should require drivers to provide proof of identification. You can have them enter a PIN or a current odometer reading to verify they are the actual card holder. This keeps you updated with who is spending how much, as well as where and when they are purchasing. With these insights, it will be easy to deter theft, fraud, and unauthorized use on your company cards. You can even set employee-based controls on retail location, usage frequency and spending limits. Of course, controlling drivers is another prime factor to manage gas cards for employees.
GPS Fuel Monitoring
The next factor to manage gas cards for employees is GPS fuel monitoring. Eliminate company vehicle and fuel spending problems by combining a GPS tracker with your gas cards. With a tracker, you can access seamless map of where your vehicle is driven and where fuel was purchased. Use the tracker to identify any discrepancies that come up in the business gas card usage reports. For example, your fuel card reports can detect if any drivers are spending more money than permitted. Also, get notified if the vehicle wasn’t present at the time of a transaction occurrence. Additionally, view the driving history for each vehicle to verify miles driven and gallons purchased. Definitely, GPS fuel monitoring is another factor to manage gas cards for employees.
Additionally, funds transferring is another factor to manage gas cards for employees. Consider signing up for a fleet card program that gives you the ability to instantly transfer funds to your drivers. This procedure will save you from the hassle of collecting fuel receipts and distributing reimbursement checks. You’ll be able to provide each driver with a company fleet card that is used to purchase fuel while working. Additionally, your workers have the ability to request funds needed during their shift. Then, you can approve and transfer the requested funds within seconds. This will allow you to carefully monitor where and when fuel is purchased. Surely, funds transferring is another factor to manage gas cards for employees.
Simplify Accounting and Reporting
Furthermore, another factor to manage gas cards for employees is to simplify accounting and reporting. The program automatically includes driver, location, fuel and sales tax details in your transactions for a complete report. This way, you can accurately view how company gas cards are used by your employees. Additionally, track all spending in detailed, one-click reports. Analyze your fueling data to decide if you should make adjustments to manage card spending guidelines. Also, view purchase activity, summaries and exemption reports. Then, uncover new ways to save on fuel spending. Surely, another factor to manage gas cards for employees is to simplify accounting and reporting.
There are various factors to manage gas cards for employees. First, establish a gas card usage policy for your employees to direct, control and limit fuel costs. Second, manage your drivers by requiring provide proof of identification to avoid misuse of company gas cards. Next, use a GPS tracking system to monitor fuel purchasing and usage by viewing a map of driver travel. Additionally, connect your company cards with a bank account to instantly send funds upon request by your drivers. Furthermore, simplify accounting and reporting to analyze fuel usage and set new guidelines as needed. Here are the best factors to manage gas cards for employees.