WHITE PAPER WINTER 2015 FOCUSED FUEL CARDS DRIVE COST SAVINGS, ACCOUNTABILITY & EFFICIENCY
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1 WHITE PAPER WINTER 2015 FOCUSED FUEL CARDS DRIVE COST SAVINGS, ACCOUNTABILITY & EFFICIENCY
2 OVERVIEW Corporate and government fleets have a number of purchasing options available to them to manage their fuel consumption and spend, including corporate credit cards, P-cards, local vendor relationships, manual receipt and reimbursement processes, or a focused fuel card solution. Some of these options provide benefits, such as the rebates and single-card efficiency associated with P-cards. However, for the contemporary fleet manager, fuel spend control is paramount, and therefore fuel-associated data capture and controls are critical. The focused fuel card provides the best solution in this regard, due to the fuel card s capacity to provide detailed data capture and pre-set controls: Vehicle / driver profiles attached to each card use Secure point-of-sale controls to prevent unauthorized or inappropriate use Detailed data capture such as driver ID, odometer reading, gallons purchased Detailed, accurate online reporting, with real-time exception alerts in case of unauthorized behaviors. Because of this level of security and comprehensive data reporting, the focused fuel card can drive cost savings, improve accountability and streamline fleet operations. CHALLENGES WITH NON FUEL-FOCUSED SOLUTIONS In order to monitor and control fuel spend, as well as improve employee accountability and managerial efficiency, fleets require a focused and secure purchasing instrument that provides added controls and deep, fuel-specific transaction data that is readily accessible and easily analyzed by fleet managers. General credit cards, local vendor relationships, P-cards and receipt-driven processes present several drawbacks: They do not sufficiently tie each transaction to a specific vehicle and driver. Critical fuel-specific data such as product type, mileage and gallons purchased are not captured. Fuel expenses require manual reconciliation. Point of sale controls are weak, opening the door to fraud or employee abuse. 2
3 ADVANTAGES OF THE FOCUSED FUEL CARD: DATA & CONTROL The ideal fuel-focused solution is characterized by several traits designed to provide the fleet manager with data and control, and the fleet with efficiency and accountability. The focused fuel card is powered by an established, secure, widespread network with redundant 24/7 support to eliminate downtime. The card is accepted at thousands of vendors nationwide for efficient fueling no matter where vehicles are. The card s security parameters are designed to ensure that each transaction is approved at the point of purchase based on pre-authorized product codes and limits. Exception alerts notify managers instantly of unauthorized purchase attempts. Detailed transaction data is captured through a secure network and audited regularly for accurate billing and reporting. Monthly online reports provide efficient data analysis and actionable insights for fleet managers. The focused fuel card network ensures that data capture complies with industry best practices. HOW FUEL CARD CONTROL MECHANISMS HELP MANAGE SPEND The focused fuel card offers fleet managers several ways to attain cost reduction goals through built-in card control capabilities. VEHICLE / DRIVER CARD PROFILES Fuel cards are tied to a driver / vehicle, and are issued under parameters predetermined by the fleet manager. These profiles create point-of-sale controls that curb unwanted spend before it occurs: Card transactions are approved to ensure they are related to the fueling process based on product codes set up at the fuel vendor level. Transactions can be limited to fuel only 3
4 or be authorized to allow related items like a car wash or windshield washer fluid. POINT OF PURCHASE CONTROLS Powerful at-the-pump controls add security and prevent fraud: Card transactions are approved to ensure they are related to the fueling process based on product codes set up at the fuel vendor level. Transactions can be limited to fuel only or be authorized to allow related items like a car wash or windshield washer fluid. DETAILED DATA CAPTURE & REPORTING A focused fuel card solution provides a comprehensive network of vendors capable of providing detailed data on each transaction. This data is vital to accurate fuel billing and reporting, and allows the fleet manager to monitor and control fuel spend, driver behavior, total cost of ownership and fleet sustainability not to mention inappropriate card usage. Data captured by focused fuel cards includes: Card transactions are approved to ensure they are related to the fueling process based on product codes set up at the fuel vendor level. Transactions can be limited to fuel only or be authorized to allow related items like a car wash or windshield washer fluid. CONCLUSION Fuel-associated data capture and pre-set parameters are critical tools that allow the contemporary fleet manager to control fuel spend. Focused fuel cards capture vehicle and driver ID, odometer reading and gallons purchased at every transaction, while pre-set controls prevent unauthorized or inappropriate sales. Finally, focused fuel cards deliver detailed online 4
5 LEASES COPYRIGHT 2013 MERCHANTS FLEET MANAGEMENT. ALL RIGHTS RESERVED.
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