If a driver makes a purchase outside parameters set by the manager–e.g., the driver buys premium rather than regular gasoline–this information is recorded instantly and appears on a regular billing statement along with the individual driver and vehicle number. Through the use of tools like Exception Reporting and purchase alerts managers can enforce cost-saving policies quickly, not weeks after the fact.

Management by Exception
For many, highlighting problem areas is the most cost-effective, accurate and efficient way to implement, manage and enforce a successful fleet fueling policy. With Exception Reporting, fueling information is funneled through the company's policy parameters and is sorted to show where, when and by whom fueling policies are being disregarded.

Four Components of a Fleet Fueling Policy
Here are 4 basic guidelines you can use to build an effective fueling policy:

• Enforce limits at the time of purchase. The most effective way to enforce a fleet fueling policy is to set limits so that purchases outside the limits are not even allowed. For example, if you restrict transactions to two per day, the third transaction will be declined at the point of purchase.
• Restrict non-fuel products and services. Many fleet managers find it helpful to place restrictions on the kinds of products drivers may purchase. This helps to control costs, quality and consistency.
• Control the location, days, and times of purchases. Frequent fuel purchases made with the company card outside of business hours are a sure sign of waste and abuse. Make sure your drivers purchase fuel only during business hours, look for fuel purchases that exceed tank capacity, and eliminate multiple purchases in a single day whenever possible.
• Stipulate the desired grade of fuel for each vehicle. Every time a driver fills the tank with a premium or mid-grade fuel, the company wastes as much as 10¢ to 25¢ more per gallon - or approximately $2 more per tank of gas.

This graph, based on data from a real fleet, demonstrates how misuse declined after a customer instituted a fleet fueling policy with the assistance of Sinclair. The customer saved tens of thousands of dollars by identifying problem purchases quickly and working with drivers to eliminate them.

Communicate the Policy
Once you have established a good, comprehensive fleet fueling policy, the next step is to communicate the new policy clearly to every driver in the fleet. Let them know that all fuel purchases will be monitored and that all exceptions, especially repeated infractions, will need to be justified.

Choose a Flexible Program
Sinclair can help you take a critical look at your fleet, identify the areas where you have the most problems and work with you to establish a fueling policy.

To check on the status of an application, contact Sinclair Customer Service at 800-259-3745. To find out more about the Sinclair Fleet Track Card, apply now (our application is in PDF & Word formats), request more information or simply call 800-621-4519.