As you secure your fuel card program, it is essential to optimize the comprehensive security and alerts offered by your Voyager card. To help Fleet Managers set up their Voyager Fuel Card program, we have created this comprehensive guide explaining the different options available, as well as the best ways to utilize these controls.
Voyager Fuel Card Controls
From the moment they’re enacted, fuel card controls help Fleet Managers prevent unauthorized use, making them an essential part of securing your fleet. Because it can be difficult to decide which controls fit your needs, we’ve summarized the best practices below so you can make the right decisions. To ensure your team understands their responsibilities in following these guidelines, we recommend outlining the controls you pick in your driver fuel card policy as well.
Being able to set up individual PIN numbers for each driver is one of the biggest benefits of fleet fuel cards. If you are using a fueling solution that does not have the technology to create unique PIN numbers, your company is at risk for fraud or theft. When you set up your Voyager Fuel Card program, each driver will be able to create a 4-6-digit PIN number that is unique to them. Drivers should not use their birthdays or any other personal numbers to prevent others from easily guessing their PIN.
When initiating your fuel card program, you can choose between driver and vehicle cards. Driver cards are only ever used by one person, and that user must enter their unique PIN to make purchases. Vehicle cards can be used by many drivers, but each person will use a unique PIN that links them to the transaction for monitoring and reporting. Both options provide accountability and protection, ensuring that employees are not purchasing more fuel than necessary. The main determinant in choosing between driver and vehicle cards is whether your drivers switch vehicles. If your vehicles are driven by multiple drivers, a vehicle card is the best option for your fleet.
Hard and Soft Controls
When setting up your fuel card program, keep in mind that there are two different settings for the controls listed below. The first type, Hard Controls, cannot be overridden, and your driver’s cards will be declined at the pump if they attempt to fill up outside of their allowances. This is a useful setting for fueling guidelines that should never be broken.
However, you can opt for more flexibility by choosing Soft Controls, which will allow the driver to call into the support center for a one-time override. Once they have this approval, they will still be able to fill up at the pump using your company fuel card. If you anticipate that there may be exceptions to your fueling policy, Soft Controls may be a better setting for your company.
Transactions Per Day
Enacting transactions per day controls are an easy way to prevent employee misuse, and fleet managers should review previous purchasing history to determine how many times a day your drivers need to fill up. From there, you can determine a limit that allows your drivers to conduct their business while still preventing fraud or theft. While setting up this control, Fleet Managers should be mindful of possible complications at the pump. Occasionally a faulty pump may cut off the fueling part way, leading to a frantic call from a driver when their card won’t work due to the transactions per day limit. That’s why we recommend allotting for one extra fueling than expected for the perfect blend of convenience and security!
Dollars Per Transaction, Day, Week and Month
Setting a dollar per transaction limit prevents drivers from purchasing more fuel than they will need. Fleet Managers can research the fueling patterns of your fleet or use the fuel tank capacity multiplied by the average price of fuel in your area to determine the perfect dollar amount to set for your Voyager fuel cards. However, they should also note that the fluctuations in fuel prices can prevent the vehicle from filling completely if the limit is too restrictive, forcing your drivers to refuel sooner than expected.
Fleet Managers can also to set dollar limits per day, per week and per month, which is especially helpful if your company abides by a strict budget. If you know the exact amount you want your team to spend on fuel every day, week or month, you can enact limits to stop them from going over. If your company has more variance in your fueling patterns, ensure that the limit you set is higher than the maximum use needed.
Day of Week
For companies that operate on a consistent schedule, setting controls by day of week is a simple way to secure your fuel card program. Companies can restrict weekend transactions, select designated fueling days, and more. Before Fleet Managers enact these controls, they may want to confirm that there is no reason for drivers to fuel outside of the typical workdays. For example, your drivers may usually work Monday through Friday, but occasionally encounter special situations that require them to work on the weekend. In these cases, you should leave the weekends open while creating an alert to notify you if weekend fueling occurs. However, if these exceptions are unlikely, restricting by day of week is an easy way to control fuel card spending.
Time of Day
For businesses that operate on set schedules, it may be helpful to eliminate fueling during non-work hours. Limiting by Time of Day makes it easy to restrict all purchases to operating hours. If your employees are not working, then their fuel card should not either.
If your company only operates in certain states, locking out the rest of the country is an easy way to prevent abuse or fraud. There is no reason to leave areas open if your drivers are never going to be there!
Monitoring Your Voyager Card Usage
In addition to enacting purchase controls on your Voyager Fuel Card program, Fleet Managers should monitor usage for unusual activity. Fleet fuel card companies simplify this responsibility by providing online access, emailed invoices, alerts, and e-receipts so Fleet Managers can keep a bird’s eye view of their fleet.
Fleet managers should consistently log in to their fuel card provider’s online portal to view transactions and search for suspicious behavior. You can review your transactions, compare them to your previous history, and watch for drivers that may be breaking your fuel card policies.
If you use invoices to monitor your fleet’s activity, opt to receive them by email so you can search through them as soon as possible. Reviewing invoices is the best way to check for suspicious behavior or charges that need confirmation. Most fuel card vendors have a time limit to report any fraudulent charges, so ensure that you’re checking your invoices consistently.
If you feel that certain purchase controls might be too restrictive for your business, you can opt to receive alerts instead. Alerts can be created for all of the controls listed above, but they will still allow the transaction to process. You will then receive an email alert with the details of the purchase, allowing you to follow up with the driver to ensure the purchase was legitimate and ask them to comply with your fuel card policy in the future.
If you manage a small to medium-sized fleet, you may want instant notifications for all transactions made using your Voyager Card. E-Receipts alert you of the transaction amount, time, date, card, driver, and location. Though this allows for the utmost control of your fleet, the sheer volume of emails may be overwhelming for companies with dozens of vehicles in use.
Voyager Fuel Cards provide comnprehensive purchase controls and alerts, and fleet managers should ensure that they are fully utilizing this technology! The optimal controls for your fleet depend on your purchasing trends, vehicle type, and operational needs, but this guide will help determine the best fuel card controls to secure your fleet.
Topic: Voyager Fuel Cards
Linked Article: To learn how to use Voyager’s free mobile app, click here!