Any company that relies on a fleet of vehicles for operations also depends on drivers to keep things moving. How a fleet manager engages with those drivers can dramatically impact both costs and efficiency. Holding drivers accountable for their spending and driving habits is critical, but doing so can be tricky. Micromanaging one of your most valuable resources can negatively impact job satisfaction and may contribute to turnover.

Most fleet card providers offer detailed reporting and analytics as part of a fleet fuel card’s features. This information is essential for analyzing spending patterns and identifying areas for improvement.

Creating a culture of accountability is critical to a healthy fleet. One of the best ways to do this is to make accountability part of your company’s DNA, and a fleet card is a powerful tool that helps make this happen.

The Function and Features of Fleet Cards

Before we explore how fleet cards, or fuel cards, can facilitate accountability among your drivers, let’s examine their functions and features. Most fleet fuel cards are equipped with various features tailored to the unique needs of businesses managing fleet vehicles and drivers.

Centralized Payment System

At their most basic functions, fleet fuel cards are a payment alternative to credit cards and cash. But unlike a credit card, a fleet card is a more secure way to centralize your fleet-related expenses. Companies can consolidate fuel and maintenance expenses.

Fleet cards can be assigned to drivers or vehicles, and regardless of how many cards you have, they can all be tied to one account. This simplifies the payment process and reduces the administrative burden of managing multiple payment methods.

Access to Fuel Rebates and Discounts

Many fleet card programs offer fuel rebates. In some cases, these discounts are only available at specific fuel brands or within certain fuel networks. Business gas cards, like the ones offered by WEX, are accepted at 95% of U.S. gas stations, and the discounts are available wherever you fuel. This can lead to significant savings over time.

The WEX Fleet Card also gives business owners access to an exclusive discount network, which offers savings on other fleet expenses, such as auto parts and hotels.

Purchase Controls

Fleet cards are equipped with purchase limits. These are customizable and enable fleet managers to set specific spending parameters. Ideally, parameters should align with a company’s fuel spending policy. Some of the more common purchase limits include:

  • Dollar amount: set a daily, weekly or monthly limit on the total dollar amount spent.
  • Fuel volume: limit the amount of fuel that can be purchased.
  • Number of transactions: limit how many transactions can be made within a specified period of time.
  • Time of day or day of week: set specific times of day or days of the week when the card can be used.
  • Fuel type: select which fuel types or grades are approved, such as diesel, gas, premium or regular.
  • Geographical limits: approve the card for use in specific areas or fueling stations.
  • Purchase type: limit purchases to fuel only or approve for food and drink.
  • Allow parts and services: a card can be used for fuel only or additional fleet-related expenses.

Fuel Expense Tracking

Fleet cards track all purchases in real time and record the details in a fleet card dashboard. This means fuel expense tracking is automated, so there is no need to collect receipts or fill out expense reports. Fleet managers have instant access to purchase details like:

  • Date
  • Time
  • Fuel station brand
  • Station location
  • Purchase volume
  • Dollar amount
  • Odometer reading
  • Driver ID

Detailed Reporting

Most fleet card providers offer detailed reporting and analytics as part of a fleet fuel card’s features. This information is essential for analyzing spending patterns and identifying areas for improvement.

These features form the backbone of fleet card functionality, but specific attributes significantly enhance driver accountability.

Most fleet card providers offer detailed reporting and analytics as part of a fleet fuel card’s features. This information is essential for analyzing spending patterns and identifying areas for improvement.

Fleet Card Features Impacting Driver Accountability

A fleet manager can use fleet cards to cultivate accountability among drivers in many ways. These are four of the most effective:

1. Real-time Data

One of the most significant advantages of fleet cards is the access to real-time data. Fleet managers can monitor transactions as they occur, providing immediate insights into driver behavior and spending patterns. This allows managers to quickly identify any anomalies or discrepancies in spending.

Real-time data also enables proactive management, helping fleet managers address issues before they escalate. Access to real-time data also fosters transparency within the organization.

2. Customized Spending Limits

When fleet managers set spending limits that align with a company’s fuel spending policy, they set drivers up for success. This helps employees remain within budget and avoid making unapproved purchases. When drivers are aware of the restrictions in place, they are more likely to adhere to company policies and make responsible purchasing decisions.

3. Reporting and Analytics

A fleet card’s reporting and analytics capabilities provide insights into spending patterns and driver performance. Fleet managers can generate detailed reports that analyze fuel consumption, identify trends and assess individual driver performance over time.

These analytics can reveal important information, such as which drivers consistently exceed fuel consumption benchmarks or which vehicles incur the highest maintenance costs. By regularly reviewing these reports, fleet managers can identify opportunities for training, optimization and cost reduction. This data-driven approach not only enhances accountability but also drives overall fleet performance.

4. Telematics Integration

Integrating fleet card data with telematics systems further enhances accountability by providing a comprehensive view of driver behavior and vehicle performance. Telematics systems report metrics such as vehicle location, speed, idle time and driving patterns. When this data is combined with fleet card transaction information, managers gain a holistic view of operations.

For example, if a driver frequently makes fuel purchases while exhibiting erratic driving behavior—such as excessive speeding or frequent idling—fleet managers can investigate the correlation between fuel usage and driving practices. This helps managers provide targeted feedback to drivers, encouraging better driving habits and responsible resource use.

A Culture of Accountability

Creating a culture of accountability within a fleet is essential to fostering responsible behavior among drivers. Fleet cards, combined with the data they generate, serve as a foundation for establishing this culture. When done effectively, fleet managers and business owners will reap the benefits of cost savings and increased efficiency.

Cost Savings

Enhanced accountability through fleet card data leads to cost savings. By monitoring driver behavior and spending, fleet managers can identify areas where expenses can be reduced. Addressing excessive fuel consumption through targeted training or policy adjustments can lower fuel costs. Reduced fraud and misuse of fleet resources can yield substantial savings as funds are used more effectively.

Additionally, tracking and analyzing maintenance expenses can help identify trends that lead to costly repairs. By addressing maintenance issues proactively, companies can extend the lifespan of their vehicles and reduce overall operational costs.

Increased Efficiency

The real-time data and reporting capabilities of fleet cards enable managers to make informed decisions about routing, fuel purchasing and maintenance scheduling. By creating a culture of accountability, drivers are more likely to take ownership of their roles, leading to improved performance and morale. When drivers know their actions are being monitored and assessed, they are more likely to adhere to best practices and company policies.

In the event that disciplinary action is necessary, fleet managers have data to back up any complaints or concerns.

Accountability is the Key to Reduced Costs and Increased Efficiency

Establishing a culture of accountability leads to cost savings and enhances overall efficiency and productivity. As companies face pressures to reduce costs and improve performance, leveraging WEX fleet card data is critical in achieving these goals.