The fees to look for
| Fee | What it is | What to ask |
|---|---|---|
| Card fee | A monthly or yearly charge for each card issued | Is there a charge per card, per driver or per account? |
| Transaction fee | A charge each time a card is used | Does it apply at every location, or only some? |
| Out-of-network fee | A charge for fueling outside the program's network | Which stops on my lanes are in network? |
| Late fee and interest | Charges when an invoice is paid late | What are the payment terms and the grace period? |
| Minimum volume | A gallon target needed to keep a rate or a rebate | What happens to my price in a slow month? |
| Reporting fee | A charge for statements or detailed reports | Are fuel tax and IFTA reports included? |
Discounts on paper and discounts at the pump
Some cards show the full pump price at the time of purchase and pay savings back later as a rebate. Others take the discount off at the pump. A rebate that depends on hitting a volume tier is worth less to a fleet whose volume moves around.
To compare offers, total a month of fuel at the price you would actually pay after fees and rebates, then divide by the gallons. That single number per gallon is the one to compare.
The cost of card fraud
A plastic card can be skimmed at a compromised pump, copied, shared or lost. Each of those can turn into gallons nobody on your team bought. Card controls help, but a card that does not exist cannot be skimmed.
Alternatives to a plastic fuel card
- App-based fuel payment, where the driver authorizes the pump from a phone.
- Virtual card numbers issued per driver or per purchase.
- Direct billing arrangements with a chain for fleets that fuel mostly in one network.
A switching checklist
- List the stops your drivers use most and confirm each one is covered.
- Price a real month of fuel under the old and the new arrangement.
- Check the controls: product limits, gallon limits, location limits and driver IDs.
- Confirm how purchases reach your accounting and fuel tax reporting.
- Plan the cutover so no driver is stranded without a way to pay.
