Gas Cards - 911

Discussion in 'Business Operations' started by Braveheart, Sep 26, 2012.

  1. Braveheart

    Braveheart LawnSite Member
    Posts: 120

    We ran into a situation where one of our employees took a gas card, went to a gas station and stole many thousand dollars of gas by filling cars for a cash discount.


    We are a large district and the crew chiefs must have gas cards - has anyone come up with a solution to this problem.
     
  2. C Jovingo Landscaping

    C Jovingo Landscaping LawnSite Senior Member
    Posts: 436

    Was the employee a crew chief? Do you have Fleet Card for fuel?
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  3. richardcog

    richardcog LawnSite Member
    Posts: 118

    You need to look in to getting a fuel station at your shop. Then they can fill up there and it is cheaper to buy bulk fuel
     
  4. Braveheart

    Braveheart LawnSite Member
    Posts: 120

    What is a fleet card? We have cards that can only be used at a gas station. Every truck has a card where only a few guys on the truck know the number.
     
  5. Braveheart

    Braveheart LawnSite Member
    Posts: 120

    Good point, I'll look into that, I think the Vally Crest guys have one at there shop. I'll have to find out if we are filling up multiple time a day though. I wouldn't want them coming back to the shop. Some accounts are an hour away.
     
  6. matt25738

    matt25738 LawnSite Member
    Posts: 50

    Fleet card is a gas card that requires a pin number in order to use it. You can use them a various gas stations, instead of just a single gas station like a Chevron or Shell card would be. Talk to your card provider and see about limiting the number of transactions, per day, that a card can be used. See if they offer any system that notifies you if the limit is reached.

    Keep in mind, just because you have a pin on a card doesn't mean other employees don't know it. A crew leader can easily share the pin with others without you knowing.

    I'd also look into on site fueling. I've looked into it before and if your running a large fleet its a good way to keep track of exactly where your gas is going.
     
  7. matt25738

    matt25738 LawnSite Member
    Posts: 50

    How many times a day are your trucks being refueled?? Once a day should be more than enough. Have them top off the trucks and gas before returning to shop. This should help the problem and increase productivity lost during the day and reduce your "morning circus"
     
  8. C Jovingo Landscaping

    C Jovingo Landscaping LawnSite Senior Member
    Posts: 436

    Yes Fleet Cards are PINed & can be used at many gas stations that accept Fleet.

    I was wondering if employee that sold gas was crew chief, cuz if it was NOT...You need to impelment new rules. Change PINs & ONLY crew chiefs can have PIN & have consequences spelled out for giving out the PIN.
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  9. kawakx125

    kawakx125 LawnSite Bronze Member
    Posts: 1,122

    i thought those fleet cards were vehicle specific and either required mileage to be entered at the pump or something to track how much fuel was being bought at any one time and then showed up as a red flag on the statement if something were amiss.

    might be time consuming but could you possibly require employees to manually enter data onto a sheet in truck so that you can compare when statement comes in? or one card per employee that needs one? then you can track how much each employee purchases
     
  10. C Jovingo Landscaping

    C Jovingo Landscaping LawnSite Senior Member
    Posts: 436

    The caulking company I work for uses the Fleet cards & are labeled vehicle specific. I drive Silver F350 my card says Silver Bullet. Bosses wife/secretary drives Mercedes Benz & hers says Benz. BUT we just have to enter PIN. I use my card to fill fuel cans for our Boom Lifts & Sprayers/Power Washers, ETC. I also fuel other company trucks that are driven by someone else or if I am driving something other then my F350. If they wanted to really monitor Fuel they should have a card for each of the 5 trucks & have another for equipement.
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