Best practices for combatting fuel fraud
Following Hurricanes Harvey and Irma, you can expect to encounter higher than usual prices at the gas pump. In preparation for Irma, gas in Florida increased to $2.73–its highest since 2014. With prices on the rise, be on the lookout for fuel fraud and ways to combat it. Here are a few best practices, courtesy of WEX Fraud Services and LeasePlan, to get started.
Establish safe PINs
Assign a personal identification number (PIN) to each driver that is to be confidential and not shared. Go one step further and have drivers sign a non-PIN sharing agreement. Also, pick random PINs as opposed to social security numbers or employee numbers and make sure they cannot be easily guessed.
Conduct regular inventory checks
Conducting frequent inventory checks of your fuel cards and establishing a card log system is a great way to keep track of everything. And keeping track of your cards lessens the chance for fraud. In addition, make random and frequent vehicle checks to confirm the correct card is kept with the assigned vehicle.
Hold fraud awareness training
Periodic fraud awareness training sessions are a great way to educate your drivers on what constitutes fraud, how it impacts your company and your drivers and how to identify and handle it when it does happen.
Properly handle fuel cards
If replacement cards are necessary — due to damaged or worn magnetic strips — be sure to collect and destroy the original cards. If a card is lost or stolen, notify LeasePlan or your fleet management company immediately.
Promptly report driver/vehicle changes
If a vehicle is sold or retired, immediately cancel or transfer the appropriate card. If a driver is dismissed, be sure to cancel their PIN immediately, retrieve their card and verify that all other cards are in the appropriate locations.
Keep PINs secure
Memorize your PIN. Do not keep your card and PIN together or write the PIN on the card. It may compromise the security of the program. Avoid giving your PIN to anyone. When using your card, protect entry of the PIN from view and do not use the PIN, or a variation thereof, as the odometer reading entry.
Protect fuel cards during purchases
Do not allow the card out of your sight during a sales transaction. Also, do not sign blank receipts or receipts without dollar or date information. Before signing, verify that the information is correct. Keep your transaction receipts but never leave them accessible to others.
Attend fraud awareness training
As a company vehicle driver, you have a responsibility to keep your fuel card and purchases secure and free from fraud. Attend fraud training classes that your company offers to arm yourself with information. Because, in these situations, knowledge is power.
Promptly report at-risk cards or PINs
If a PIN is compromised for any reason, cancel it immediately. If a card is lost or stolen, notify LeasePlan or your fleet management company. Make sure you specify whether it was lost or stolen.
Avoid questionable stations
When choosing a gas station, avoid sketchy-looking stations. Also, use pumps that are closest to the attendants. Those are less likely to have skimmers on them than street-side pumps.
Want to share these tips with your drivers? Click here to download the tip sheet.