To minimise the risk to your organisation, we recommend you consider the following:
Are cards left in the vehicle each night? We recommend that cards are not kept in the vehicle. If this occurs in your organisation, you should ensure that the PIN is not recorded on any material also kept in the vehicle.
Are your cards restricted to the appropriate fuel type for the vehicle? Limiting fuel product options helps protect against possible misuse.
Are you using the vehicle fuel usage exception reports in the Smartfleet system (Reports > Expense > Fuel Usage Exception Report) to monitor for excessive use when compared to the manufacturer’s expected consumption for that vehicle?
Are you using the customer fuel usage report in the Smartfleet system (Reports > Expense > Customer Fuel Usage Report) to monitor for potential overfills versus the recorded tank capacity for the vehicle, and again for excessive use when compared to the manufacturer’s expected consumption for that vehicle?
Are your cards set up to prompt for the vehicle odometer reading each time they are used? If not, why not request this now, email admin@smartfleetaustralia.com.au to implement this. If yes, are your drivers inputting the correct information for you to monitor fuel consumption? Go to Reports > Odometers > Invalid Odometer Reading Report II to see when this is not happening.
For further information on how the Smartfleet system can help you manage your fuel spend, please contact your Client Relationship Manager.