Fuel prices are rising continuously, for example due to the increase in CO2 tax. Fuel cards for companies have therefore become an indispensable tool for fleet managers to keep an eye on petrol, diesel and other expenses. In this article, you will find out how fuel cards for companies work, why it makes sense to use a fuel card for employees and what you should look out for.
Contents
What is a fuel card?
Corporate fuel cards are a special payment method that allows drivers of company vehicles to purchase fuel at gas stations or other vehicle-related services without having to use cash or traditional credit cards. A fuel card for employees therefore basically works in a similar way to a credit card, which is only accepted by petrol stations and other authorized retailers. In principle, fuel cards are worthwhile for as few as one vehicle.
How does a fuel card work?
The use of fuel cards for companies usually works as follows:
- Issue and assignment: The company receives the corresponding cards from a fuel card provider, which are issued for the fleet. Each card can then be assigned to a specific driver or vehicle.
- Use: The fuel card for employees can be used for fuel, refueling and other vehicle-related services such as oil changes or car washes.
- Collection of data: When the card is used, data such as the date, time, location and amount of the transaction is recorded. This data is then made available to the company for billing purposes.
- Billing and analysis: Fuel cards for companies make it possible to centrally manage and monitor all fuel expenditure. This facilitates cost control and budgeting for fuel expenditure.
What are the advantages of fuel cards for companies?
Fuel cards for companies offer numerous advantages for both the employer and the employee.
Cost control and transparency
Using company fuel cards, fleet managers can keep an eye on fuel consumption and expenditure for each driver and each vehicle. Fuel consumption can be analyzed, inefficient driving patterns can be identified and appropriate measures can be taken for optimization through billing and reports. For example, savings can be made if drivers take into account the prices at filling stations at different times of the day.
Less administration
Instead of time-consuming expense reports and collecting receipts, fleet managers can access electronic transaction data that is automatically imported into the accounting or fleet system. This saves time and simplifies administration considerably, as the fuel costs no longer have to be entered manually into a system.
Flexibility and comfort for drivers
Fuel cards for companies are accepted by a large number of filling stations and retailers. This gives drivers the flexibility to refuel at different locations. So-called cross-acceptances exist to knit the refueling and charging network ever more closely together. This means that different providers cooperate with each other so that drivers can also use their fuel card to pay at other filling stations.
As billing is carried out by the employer, employees refuel at the company’s expense thanks to the fuel card. If refueling a private car is also permitted, EUR 44 per month is tax-free – provided this amount has not been exhausted by other benefits in kind.
Additional functions and services
Some fuel cards for companies offer additional functions and services. These include GPS systems for locating vehicles, monitoring maintenance intervals and route planning. With these features, fleet managers can increase efficiency and reduce operating costs.
In addition, services can be customized per card and driver: Which products can be purchased in the service station store and in which price range? At what time and where can you refuel?
Security and control
Security functions such as PIN codes and fuel limits prevent the unauthorized use of fuel cards for companies or fraud with them. Fleet managers can make individual settings to control the refueling process and limit fuel consumption.
What do fuel cards for companies cost?
The cost of fuel cards can vary depending on factors such as the fuel card provider, the services selected and the number of fuel cards. While some providers offer the cards free of charge , others charge a service surcharge per transaction, which is calculated in proportion to the turnover made. There are also providers who charge a monthly fee. Depending on the provider and card, this can range from 1 euro to 6 euros per month.
Depending on the size of the company and usage, some fuel card providers also grant discounts on the price of fuel or the option of charging other vehicle-related costs such as tolls or repairs in addition to the cost of refueling.
The minimum purchase of cards and the minimum turnover are handled differently by each provider. Fleets should analyze their needs carefully in order to choose the right type of card.
How can fuel cards for companies be integrated into fleet management?
For a holistic view of operating costs, it is advantageous if the fuel data and costs can be imported into your fleet management system. This makes budget control considerably easier, especially with more complex price and filling station structures. Use the corresponding analysis functions to monitor fuel consumption, expenditure by vehicle or driver, consumption trends and much more. This information helps you to identify potential savings and derive effective measures to optimize costs.
Our Fleet Management Software Fleet+ has import interfaces to all common fuel card providers for business customers, such as UTA, DKV, Shell, Aral and Esso. The imported tank data and costs are directly assigned to the corresponding vehicles. Comprehensive reports give you an overview of the cards used, fuel costs, comparisons and anomalies. You can also record the loss of fuel cards and blockages.
Tank data management with Fleet+
The fleet software Fleet+ offers import interfaces to all common fuel card providers and ensures full cost control.
Implementation of fuel cards for companies: What you should look out for
When introducing fuel cards in the fleet, companies should consider various aspects. In this way, they can ensure that administration and cost control are simplified and that drivers can use them safely and easily. The following points should be taken into account during implementation:
- Choosing the right provider: Which provider meets your requirements? Compare conditions, fee structures and additional services to find the best fuel card for your company.
- Acceptance points and network: Check the network of petrol stations and retailers where the card is accepted. A broad network enables drivers to refuel at many different locations.
- Costs and discounts: Not only cents per liter are decisive, but the entire cost structure of the fuel card for employees. This includes the setup fees, monthly basic fees and transaction fees. Also check whether the provider offers discounts or special conditions for fuel or other products and services.
- Security: Ensure that corporate fuel cards have adequate security measures in place to prevent unauthorized use or fraud. These include PIN codes, fuel limits and the blocking of lost or stolen cards.
- Customer support: The provider should offer reliable customer support. In the event of questions, problems or loss of fuel cards for companies, it is important to get help quickly. Check the accessibility of customer support and the services offered.
Guidelines for fuel cards in the company
There is a risk that employees may refuel for non-work-related purposes. Loss or theft can also lead to unwanted expenses if the card is not blocked in time. It is therefore important to define clear guidelines for the use of fuel cards, carry out regular checks and train employees.
What is important for fuel cards for companies with e-vehicles?
Fuel cards for companies with electric company vehicles are adapted to the special features of electromobility. Charging stations are available in public places such as parking lots, shopping centers or rest stops. To use a charging station with a fuel card, the user must authenticate the card at the charging station. The charging station recognizes the fuel card and enables access to the charging infrastructure. During the charging process, for example, the charging station records the charging time and the amount of energy consumed and uses this for billing purposes.
Fuel cards for companies with an e-vehicle fleet are often linked to a charging network and allow access to these charging stations, regardless of the operator. Some fuel cards for companies with e-vehicles offer additional services, such as route planning tools that show the nearest charging stations or access to charging stations with faster charging power. Here too, it is important to compare the exact functions, conditions and charging networks of the providers of fuel cards for companies.
Conclusion on fuel cards in companies
Corporate fuel cards offer many advantages for companies. Cost control, flexibility and security are just some of the positive aspects. The fleet manager should check the provider and their conditions in order to avoid unnecessary costs and increase convenience.
With the right fuel card for employees, you can manage your fleet more efficiently, reduce fleet costs and ensure smooth operations. By importing the fuel data into fleet management software, the total cost of ownership can be monitored even more quickly.
Find out more about fuel data management with our fleet software Fleet+ .
