Th e key to preventing fuel theft and fraud is limiting opportunities for it to occur. Th is is not always possible, though, note security offi cials. Careful, regular monitoring and reviewing can identify any fraudulent activity as soon as possible aft er it happens so that action can be taken swift ly to deal with it before it gets out of hand. WRITTEN POLICIES It is essential to have written fuel use and fuel transaction policies. New hires need to be educated on these policies, their fuel card and its use, as well as the consequences of fuel card fraud – it’s illegal and, depending on company policy, could be grounds for termination. In addition, employees need to know that they are responsible for their fuel card and understand the importance of keeping fuel card information from falling into the wrong hands. Th ese cards are oft en approved for large amounts of money. A best practice is to provide annual training/ refresher on the rules. SECURITY Ensure that employees protect their PIN codes for their card. Th ey need to report a lost or stolen card straightaway and the card should be deactivated immediately. Security offi cials off er these additional measures for card security: • Retrieve fuel cards when an employee leaves the company. • Deactivate cards for inactive, retired or terminated employees. • If a card is assigned to a vehicle, deactivate it when the vehicle is transferred, sold or retired. • Old cards that have been updated or replaced should be destroyed. • Spare cards should be locked away. • Do not allow the sharing of cards or PINs. • Consider requiring a password, PIN number and/or other identifi cation codes to be changed periodically. • Periodically audit cards to verify that the person and/or vehicle that had been assigned to it still maintains possession of, and control over, the card. With an eff ective card and fuel management program in place, fuel theft and fraud can be identifi ed and addressed, and fuel expenses can be better controlled, What’s more, detailed fuel reports enable improved decision making and lessen administrative time and expense. All of this positively impacts any fl eet’s bottom line. VehicleServicePros.com/10094182 Light Duty |
FleetMaintenance_August_2016
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