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5 Strategies to Control Fuel Theft and Track Fuel Spending 150 150 Star Oilco

5 Strategies to Control Fuel Theft and Track Fuel Spending

How to Control Fuel Theft and Track Fuel Spending in your Business.

With gasoline and diesel costs high, theft is on the rise.  Grab control of your fuel.

Set controls and protections on spending and save money by stopping fuel theft.

Star Oilco is an independent Franchisee of Pacific Pride

5 Strategies to lock down your gas card

Simple monitoring processes can mean thousands of dollars.   Every dollar needs to stretch a little more.  Control your fuel spending.

Protect your business by setting controls and monitoring systems.  As fuel prices have spiked up, it has become a big priority for many.  What was an inconvenience of internal fuel theft of a few hard to replace employees is becoming a very costly problem.  Below is a strategy of how to grab control of your fuel cards.

Use Star Oilco to secure yourself from that fuel theft while also saving on your cost of fuel over retail. Oregon and Washington have some of the highest minimum wages in the U.S.  As the minimum wage and regulations increase, so do the costs at retail gas stations. This is doubly so in Oregon, where you are paying the gas stations employee to fuel your tank and the employee to be there. We can save you money and significantly reduce your risk of fuel theft while also getting your drivers out of retail gas station lines.

Keep a Good Employee Honest

Just like your business experiencing the squeeze of high gas prices, so are your employees commuting to work.  Sometimes when things get tight an employee may make poor choices.  Maybe they use a company credit card to pay a bill, or they fill up their personal vehicle.  Simple controls on your fuel cards could eliminate these issues.  Losing a good employee because they made a bad decision can cost a company a lot of money. Remove the temptation and secure your fleet cards.

Fuel Cards Designed for the Customer Big or Small

Whether your an owner/operator or you are managing a large fleet of corporate vehicles using commercial cardlocks can help you save time and money.  Stand-alone commercial-only Pacific Pride and CFN sites in the northwest are a real resource for businesses. They speed up the labor associated with fueling and significantly lock down the chance fraud or theft will occur on your fuel card. Stand-alone sites limit access to convenience store items so employees won’t be tempted to spend time browsing and make purchases on the company credit card.  If you need even tighter control we can send an email every time your driver uses your Pacific Pride card and a CSV file with your transactions if you have a 3rd party tracking software.  In addition, your bill can be organized by vehicle or driver. Easily identify who, what and where your employees are filling up.

With Pacific Pride and CFN stand-alone commercial cardlock sites, there are other benefits beyond just the convenience. The biggest difference is that these commercial cardlock sites are built with security in mind. Retail stations are engineered to sell as many products as possible to those pulling up for gasoline. Commercial cardlock sites are designed for commercial users who seek the fastest fueling experience. That is a big difference between the two.

Who can get a Pacific Pride or CFN Fuel Cardlock Card?

All you need to access Pacific Pride sites in Oregon is a business license and use over 900 gallons of total fuel a year. CFN commercial cardlock sites have the same requirements. When you work with a company such as Star Oilco that can issue both you only need a total of 900 gallons – not 900 each set.  If you are a business using a commercial quantity of fuel, you qualify to self-serve gasoline and you can stop paying your employees to shop at the most expensive retail gas stations with the best mini-mart selection. Late night fueling becomes easier and less expensive and you can get them back on the road 24-7 and usually without a line to wait in.

 

What Do You Need for Fueling Cards in Washington or any other state?

If you drive into Oregon and want to use gasoline, you still need the same requirements as stated above. If you don’t need access to Oregon gas stations it is much easier to get a fuel card.

Top 5 Strategies to lock down your gas card from theft.

Regardless of what system you choose, use these best practices in your organization. Simple little changes to how you approach fuel cards will greatly reduce any opportunity for theft.

Get out of the gas line

Gas Card Strategy #1

TAKE INVENTORY OF YOUR GAS CARDS – Star Oilco can help with this with an annual review of all of your cards, the last time they were used, and who used them.   Know who has your cards! Every year take inventory of what cards you have and who is using them. A clear card policy implemented by Human Resources or your Dispatcher is a good way to track what employees (or vehicles) have what cards. Star Oilco performs an annual card audit in conjunction with our Oregon Fire Marshall audit.

We’ll gladly supply a list of cards that you have and when they were last used. We can line up a list of active cards with your employees and make sure there isn’t a lost or unused card out there. Using this list, pass a clip board around asking each employee with a fleet card to confirm they still have that card and initial a confirmation that the card is still in their possession. You would be surprised how individual cards can float between employees as it is easier than asking for a new card.

Gas Card Strategy #2

HAVE ACCOUNTS PAYABLE AUDIT YOUR TRANSACTIONS – Star Oilco can provide you with E-Receipts letting you know every time fuel is purchased by an email making it easy in real time.  Review your transactions regularly for strange transactions such as: multiple transactions per day on a single vehicle or card, switching fuel types, and refuels when your business isn’t open. Reviewing your bill, you’ll want to look for transactions that occur outside of normal business hours and days or if certain vehicles are fueling more than once a day these can be indications of theft. An additional indicator is if fuel is being bought outside of your service area. Some of the most common times of day for employee fuel theft are early morning on the way to work (before you open) or after the bars close after midnight.

Gas Card Strategy #3

ATTACH GAS CARDS TO VEHICLE KEYS – Star Oilco can provide you a turnkey program for this strategy with our fleet card program at no additional cost.  By assigning each vehicle in your fleet with its own card is a great practice that communicates this is a card for business and comes back to the business not their own wallet. Put your Fleet Cards on the key ring dispatched with the vehicle. Each driver is then assigned a number that can be used on any vehicle in the fleet. This way you know exactly who is using the card and which vehicle is being filled. To limit a risk of a stolen card, restrict individual card ownership to management and maintenance. Everyone else should have cards directly connected with a vehicles license plate, so it is obvious if that card goes missing.

Gas Card Strategy #4

SET THE GAS CARDS UP WITH LIMITS –  When you assign a card to each vehicle in the fleet you can set limits based on the vehicle. A gasoline vehicle only needs access to gasoline. If your tank size is 20 gallons, that card should be limited to 20 gallons per transaction. Continue to program your cards for the vehicles they are attached to. You can also restrict a card to ensure no one accidentally buys expensive premium or worse, puts the wrong fuel in the vehicle. Reducing the amount of time they can use a card a day limits exposure to theft. A vehicle that never drives more then 50 miles in a day shouldn’t need to fill up more then once a 24 hour period. This reduces the opportunity for theft and also makes theft obvious when the limits are hit. You can also add limits on zip codes, states, and times of days. If someone does steal a card, they would be limited by the time, location, and purchase amount, ensuring that your theft exposure is a few dozen gallons instead of thousands of dollars.

Gas Card Strategy #5

USE E-RECEIPTS TO MANAGE FUEL IN REAL TIME – It’s the 21st century so manage in real time. You can set-up cards to email you based on each card or, if you have one specific one you are are worried about, that card can be set to email you or your fleet management in real time. Better yet, if theft is occurring, you will see it immediately and be able to react. Not only will this lock down your gas card’s security, it will also allow you to address mistakes relating to efficiency. Owners and dispatchers also use this to see where the driver is and if they are where they said they were when they are fueling. Instant feedback and communication is critical to change bad behavior of drivers who mean to do well but may just have made a simple mistake.


Need to lock down your gas card from fuel theft?

Call Star Oilco, we can make it simple.

Star Oilco can help you field all of these best practices. Our motto is “Keep it Simple” and we are here to make this easy. Feel free to reach out and see what Star Oilco can do for your fleet to upgrade its fleet fueling security.

To download a white paper on these Pacific Pride fuel card security feature best practices, go to our Stop Fuel Theft page.

 

Star Oilco is an independent Franchisee of Pacific Pride

Contact Form

  • This field is for validation purposes and should be left unchanged.
How to save money with a commercial fuel card 150 150 Star Oilco

How to save money with a commercial fuel card

Save money with a Commercial Fuel Card by avoiding the credit card retail price and preventing fuel theft in your business.

How do you avoid the higher credit card prices at gas stations?

Buy Your Fuel with a Commercial Fuel Card at a Cardlock station.

Make sure that employee fuel theft is not robbing from your bottom line.

 

[videopack id=”3952″]https://www.staroilco.net/wp-content/uploads/2022/05/How-to-save-on-gas-.mp4[/videopack]

 

  • Buy Diesel from Pacific Pride and CFN Commercial Cardlocks over retail gas stations.
  • Use a secure Fleet Card that ensures that employee theft is locked down.
    • Make sure your company’s Commercial Fuel Card is secured for:
      • A Fleet Card attached to the individual vehicle with a secure identifiable PIN for each employee.
      • Only the times of day you operate.
      • Only the days of the week you operate.
      • Only the fuel products your vehicle uses.
      • A limited number of transactions a day to ensure if a card gets misused the amount is extremely reduced.
      • A real time “E-Receipt” that notifies you of fuel purchases in real time to better manage employees for your fuel costs.

Wholesale pricing at a Pacific Pride commercial cardlock.

 Take control of your fuel spend by buying wholesale instead of retail gasoline.

Over the last year fuel costs have jumped to record highs.   Retail gas and diesel prices in particular are high compared to wholesale market purchasing opportunities for fleets.  Retail posted prices for credit card purchases further increase the cost on your business.

Commercial gas station cards that direct your fleet to buy fuel at convenience stores cost far more than the posted price for fuel.  Many of these gas stations also price diesel fuel with the same mark up as premium gasoline. By getting your employees out of the retail fuel line save in several ways.

How do you save with Commercial Cardlock over a retail gas station?

PRODUCTIVITY – Get out of retail gas lines and self serve your fleet 24-7-365.

PURCHASE CONTROLS – Lock down your fleet cards by vehicle, fuel type, time of day, and Zip Codes to ensure a either a well meaning employee doesn’t buy the wrong product or  a stolen wayward card does not rob from your bottom line.

WHOLESALE AVERAGE BASED PRICING – Buy your diesel and gasoline from a verifiable wholesale index.  Pacific Pride Commercial Cardlock sites are all based from an auditable OPIS Average market index plus our agreed margin. Know what and why you are paying for fuel.  (NOTE: Star Oilco will gladly help you audit your current fuel purchase program)

FLEXIBLE – Star Oilco can combine our fleet card program with Mobile Onsite Fueling and our billing simplifies your fuel program management by consolidating all purchases by your license plates on one invoice. Our Mobile Onsite Fueling and Commercial Cardlock invoices are combined showing you all purchases on one invoice also available for export in a CSV file.

You will first of all pick up productivity, a lack of managerial control, as well as a system that conceals employee theft is tied to the cost of buying fuel.  Move your fleet fuel purchases to Pacific Pride’s network card and save per gallon as well by restricting the fuel purchases you would not want.

Now is the time to look at your total cost of fuel.

Let us help you audit your fuel program.

We will help you clarify your bill by showing what you pay, what’s in that cost of fuel, and how you can save going forward. We do this by concentrating on one fact: there are only three fees in the total cost of a gallon of gas or diesel.

How we approach buying commercial fuel with a gas card.  There are only three parts of your fuel cost.  Let us help you understand what you pay for fuel:

  1. The commodity cost of fuel (the wholesale and verifiable fuel cost itself),

  2. The fuel taxes charged by the feds, state, and local governments on top of that, and;

  3. The margin your fuel vendor puts on top of those two very transparent costs.

Fuel bill audit best practices

Tax time is a good time to revisit your policies and systems.

Let us audit your bill and catch inconsistencies and over charges.

We have a transparent way to analyze your fuel expense that breaks it down in an easily understood format. Our approach will demystify what you’re paying in fuel so you can grab control of your gasoline and diesel bills. Our mission is to ‘Keep it Simple’ and make fuel make sense. There are several types of expenses that get added to your cost of fuel.

Pacific Pride Fuel Security

At Star Oilco, we ‘Keep it Simple’ when analyzing fuel bills.

Today, two trends can be witnessed in the Pacific Northwest: fuel prices are all over the place, and wages are rising against that trend. This makes managing for a low cost of gasoline or diesel extremely hard given the labor that might be involved in chasing that price.

Add to that the fact that retail gas stations are keeping more margins than ever in retail fuel history. With minimum wages approaching $15 in parts of the Pacific NW, the cost of retail gas stations is rising faster than inflation.

Stand-alone commercial cardlock locations such as Pacific Pride and CFN help you save on your own labor, as well as avoid the higher retail cost. One additional feature is you can audit a commercial cardlock fuel seller against the commercial wholesale rack price. Retail sellers promising discounts are discounting from a posted price that is based solely on what they decide a good price can be. Today, that’s a historically high margin above wholesale cost price.

Dig into your bill for an understanding of what you are paying and what you are paying for. Let us demystify the fees, charges, and hard-to-understand line items of our competitors. It seems that many of our competitors, much like cell phone companies, want to give you a bill that is as complex as possible so it’s difficult for you to understand your cost of fuel.

We can clarify your bill by showing what you pay, what’s in that cost of fuel, and how you can save going forward. Commodity cost of the fuel, fuel taxes and the margin of the vendor make up every fuel bill.

Wholesale Fuel Cost + Taxes + Margin = Total Fuel Cost

These three costs can be audited and confirmed. When we quote a prospective customer, we take their existing fuel bill and break it down into a spreadsheet that is easy to understand thanks to these definable costs. Take your existing fuel bill. Choose a few locations that are most commonly used by your fleet. Usually just the two most-used sites are enough to gauge if savings can be gained by changing vendors. Focus on the cost there, as this simplifies your focus as a representative sample of your fuel expenses.

In a spreadsheet, make easy-to-read tabs for each fuel and location. Then gather the dates fuel was bought at each location. Place the date and the price per gallon paid in their own columns. Now you know your cost. In the next column, enter the wholesale price of fuel to compare. This is going to be pretty close to what your fuel vendor was paying for it on that day give or take a few pennies.

The commodity cost of fuel is established in the market. Though different size players have discounts, these discounts are usually pennies per gallon and aren’t substantial overall. You can request a 30 day free trial of the Oil Price Information Service or “OPIS” for your local wholesale market for fuel. Government bids often use this service as a transparent bid price for fuel. NOTE: If you are buying with a Pacific Pride or CFN fleet card that uses stand-alone 24-7 commercial cardlock sites, the price will be based on OPIS as well. If you want help with this, Star Oilco can provide you with a copy of OPIS.

After that, the next column is the fuel taxes on that fuel. In another column next to the wholesale cost of fuel, you place the local taxes associated with that fueling site. Your state will usually have a “Fuel Tax Group” or some variation of that name where the state’s website will list all state and municipal taxes.

After seeing the wholesale cost and fuel taxes charged, all that remain is the margin. Many fuel sellers will try to complicate this by passing costs through, but at the end of the day, this is still their markup regardless of what they call it. This enables you to really have a discussion on what price you are charged to use their fleet card.

Our next step is to determine the typical margin you are being charged. Take the real price you paid on a day. Your next column on the spreadsheet will be the following formula:
NOTE: Margin Charged is the result that should be in your new column.

(Cell with the ACTUAL PRICE PAID) – (Cell with the WHOLESALE COST) – (Cell with FUEL TAXES) = MARGIN CHARGED

If you line up all the days for MARGIN CHARGED and average those (select a cell at the bottom of the column and type “=AVG” and select the data in the MARGIN CHARGED column), you will find the average margin. Usually this is about the same on every one of the sheets for the type of fuel you are buying. Diesel and gasoline margins are typically different. Retail gas stations, in particular, will treat diesel like a premium product so don’t be surprised if those margins are over $.40 a gallon in some places.

If you want help with this, call us!

We will empower you with the knowledge of what your vendor is charging you and determine if it is a fair price for the service. Beyond that, there should be no other costs. If your vendor has other costs (fees, invoice charges, etc.), we’ll show you what those really cost per gallon so you understand your true cost fuel.

Star Oilco makes this clear and easy to understand. Let us know if we can help.

Contact Form

  • This field is for validation purposes and should be left unchanged.

 

For more on what is required to self serve gasoline as a small business in Oregon.

For more on Fueling Solutions developed for small businesses dedicated to managing a fleet and drivers for local Delivery. 

Call for service.

 

[vc_single_image image=”3950″ img_size=”full”]

How to save money with a commercial fuel card 150 150 Star Oilco

How to save money with a commercial fuel card

Save money with a commercial fuel card by avoiding the credit card retail price and preventing fuel theft in your business.

How do you avoid the higher credit card prices at gas stations?

Buy Your Fuel at a Commercial Cardlock

Make sure that employee fuel theft is not robbing from your bottom line.

 

[videopack id=”3952″]https://www.staroilco.net/wp-content/uploads/2022/05/How-to-save-on-gas-.mp4[/videopack]

 

  • Buy Diesel from Pacific Pride and CFN Commercial Cardlocks over retail gas stations.
  • Use a secure Fleet Card that ensures that employee theft is locked down.
    • Make sure your company’s Fleet Card is secured for:
      • A Fleet Card attached to the individual vehicle with a secure identifiable PIN for each employee.
      • Only the times of day you operate.
      • Only the days of the week you operate.
      • Only the fuel products your vehicle uses.
      • A limited number of transactions a day to ensure if a card gets misused the amount is extremely reduced.
      • A real time “E-Receipt” that notifies you of fuel purchases in real time to better manage employees for your fuel costs.

Wholesale pricing at a Pacific Pride commercial cardlock.

 Take control of your fuel spend by buying wholesale instead of retail gasoline.

Over the last year fuel costs have jumped to record highs.   Retail gas and diesel prices in particular are high compared to wholesale market purchasing opportunities for fleets.  Retail posted prices for credit card purchases further increase the cost on your business.

Commercial gas station cards that direct your fleet to buy fuel at convenience stores cost far more than the posted price for fuel.  Many of these gas stations also price diesel fuel with the same mark up as premium gasoline. By getting your employees out of the retail fuel line save in several ways.

How do you save with Commercial Cardlock over a retail gas station?

PRODUCTIVITY – Get out of retail gas lines and self serve your fleet 24-7-365.

PURCHASE CONTROLS – Lock down your fleet cards by vehicle, fuel type, time of day, and Zip Codes to ensure a either a well meaning employee doesn’t buy the wrong product or  a stolen wayward card does not rob from your bottom line.

WHOLESALE AVERAGE BASED PRICING – Buy your diesel and gasoline from a verifiable wholesale index.  Pacific Pride Commercial Cardlock sites are all based from an auditable OPIS Average market index plus our agreed margin. Know what and why you are paying for fuel.  (NOTE: Star Oilco will gladly help you audit your current fuel purchase program)

FLEXIBLE – Star Oilco can combine our fleet card program with Mobile Onsite Fueling and our billing simplifies your fuel program management by consolidating all purchases by your license plates on one invoice. Our Mobile Onsite Fueling and Commercial Cardlock invoices are combined showing you all purchases on one invoice also available for export in a CSV file.

You will first of all pick up productivity, a lack of managerial control, as well as a system that conceals employee theft is tied to the cost of buying fuel.  Move your fleet fuel purchases to Pacific Pride’s network card and save per gallon as well by restricting the fuel purchases you would not want.

Now is the time to look at your total cost of fuel.

Let us help you audit your fuel program.

We will help you clarify your bill by showing what you pay, what’s in that cost of fuel, and how you can save going forward. We do this by concentrating on one fact: there are only three fees in the total cost of a gallon of gas or diesel.

How we approach buying commercial fuel with a gas card.  There are only three parts of your fuel cost.  Let us help you understand what you pay for fuel:

  1. The commodity cost of fuel (the wholesale and verifiable fuel cost itself),

  2. The fuel taxes charged by the feds, state, and local governments on top of that, and;

  3. The margin your fuel vendor puts on top of those two very transparent costs.

Fuel bill audit best practices

Tax time is a good time to revisit your policies and systems.

Let us audit your bill and catch inconsistencies and over charges.

We have a transparent way to analyze your fuel expense that breaks it down in an easily understood format. Our approach will demystify what you’re paying in fuel so you can grab control of your gasoline and diesel bills. Our mission is to ‘Keep it Simple’ and make fuel make sense. There are several types of expenses that get added to your cost of fuel.

Pacific Pride Fuel Security

At Star Oilco, we ‘Keep it Simple’ when analyzing fuel bills.

Today, two trends can be witnessed in the Pacific Northwest: fuel prices are all over the place, and wages are rising against that trend. This makes managing for a low cost of gasoline or diesel extremely hard given the labor that might be involved in chasing that price.

Add to that the fact that retail gas stations are keeping more margins than ever in retail fuel history. With minimum wages approaching $15 in parts of the Pacific NW, the cost of retail gas stations is rising faster than inflation.

Stand-alone commercial cardlock locations such as Pacific Pride and CFN help you save on your own labor, as well as avoid the higher retail cost. One additional feature is you can audit a commercial cardlock fuel seller against the commercial wholesale rack price. Retail sellers promising discounts are discounting from a posted price that is based solely on what they decide a good price can be. Today, that’s a historically high margin above wholesale cost price.

Dig into your bill for an understanding of what you are paying and what you are paying for. Let us demystify the fees, charges, and hard-to-understand line items of our competitors. It seems that many of our competitors, much like cell phone companies, want to give you a bill that is as complex as possible so it’s difficult for you to understand your cost of fuel.

We can clarify your bill by showing what you pay, what’s in that cost of fuel, and how you can save going forward. Commodity cost of the fuel, fuel taxes and the margin of the vendor make up every fuel bill.

Wholesale Fuel Cost + Taxes + Margin = Total Fuel Cost

These three costs can be audited and confirmed. When we quote a prospective customer, we take their existing fuel bill and break it down into a spreadsheet that is easy to understand thanks to these definable costs. Take your existing fuel bill. Choose a few locations that are most commonly used by your fleet. Usually just the two most-used sites are enough to gauge if savings can be gained by changing vendors. Focus on the cost there, as this simplifies your focus as a representative sample of your fuel expenses.

In a spreadsheet, make easy-to-read tabs for each fuel and location. Then gather the dates fuel was bought at each location. Place the date and the price per gallon paid in their own columns. Now you know your cost. In the next column, enter the wholesale price of fuel to compare. This is going to be pretty close to what your fuel vendor was paying for it on that day give or take a few pennies.

The commodity cost of fuel is established in the market. Though different size players have discounts, these discounts are usually pennies per gallon and aren’t substantial overall. You can request a 30 day free trial of the Oil Price Information Service or “OPIS” for your local wholesale market for fuel. Government bids often use this service as a transparent bid price for fuel. NOTE: If you are buying with a Pacific Pride or CFN fleet card that uses stand-alone 24-7 commercial cardlock sites, the price will be based on OPIS as well. If you want help with this, Star Oilco can provide you with a copy of OPIS.

After that, the next column is the fuel taxes on that fuel. In another column next to the wholesale cost of fuel, you place the local taxes associated with that fueling site. Your state will usually have a “Fuel Tax Group” or some variation of that name where the state’s website will list all state and municipal taxes.

After seeing the wholesale cost and fuel taxes charged, all that remain is the margin. Many fuel sellers will try to complicate this by passing costs through, but at the end of the day, this is still their markup regardless of what they call it. This enables you to really have a discussion on what price you are charged to use their fleet card.

Our next step is to determine the typical margin you are being charged. Take the real price you paid on a day. Your next column on the spreadsheet will be the following formula:
NOTE: Margin Charged is the result that should be in your new column.

(Cell with the ACTUAL PRICE PAID) – (Cell with the WHOLESALE COST) – (Cell with FUEL TAXES) = MARGIN CHARGED

If you line up all the days for MARGIN CHARGED and average those (select a cell at the bottom of the column and type “=AVG” and select the data in the MARGIN CHARGED column), you will find the average margin. Usually this is about the same on every one of the sheets for the type of fuel you are buying. Diesel and gasoline margins are typically different. Retail gas stations, in particular, will treat diesel like a premium product so don’t be surprised if those margins are over $.40 a gallon in some places.

If you want help with this, call us!

We will empower you with the knowledge of what your vendor is charging you and determine if it is a fair price for the service. Beyond that, there should be no other costs. If your vendor has other costs (fees, invoice charges, etc.), we’ll show you what those really cost per gallon so you understand your true cost fuel.

Star Oilco makes this clear and easy to understand. Let us know if we can help.

Contact Form

  • This field is for validation purposes and should be left unchanged.

 

For more on what is required to self serve gasoline as a small business in Oregon.

For more on Fueling Solutions developed for small businesses dedicated to managing a fleet and drivers for local Delivery. 

Call for service.

 

 

 

Delivery Driver Fueling Solutions 150 150 Star Oilco

Delivery Driver Fueling Solutions

Delivery Drivers are more in demand then ever.

The world has changed.

People are discovering the benefits of having food, groceries and everyday products delivered right to their door.

[videopack id=”3795″]https://www.staroilco.net/wp-content/uploads/2021/06/PP-2021-Video-Ad.mp4[/videopack]

If you are a driver or you have a fleet of drivers, the ability to have access to 24/7 fueling stations, controlling your expenses, and protecting yourself from fraud is important.

Star Oilco is an independent Franchisee of Pacific Pride

Cardlock access to fuel all day every day

A new year and delivery seems to be here to stay.  Do you have a way to fuel your drivers and protect your costs at the same time?

The ability to have products delivered and a way to fuel those that are delivering is more important than ever.  Those that are delivering are needed more and more today.  Turnover is high, and and trying to control spending can easily become a full time job. If you’re on the road delivering  you need to be sure that you have fuel and a way to control purchases at the same time.  The solutions is Pacific Pride fuel cards.

New drivers and new employees mean new risks – control those risks with Fuel cards.

The world is shifting towards businesses that can deliver to the customer versus those in traditional retail.  If you need to control these expenses its important to have systems in place.  Don’t put yourself at risk by handing out Credit Cards to new employees. Instead use Pacific Pride fuel cards and set limits for your drivers and employees on what they can buy, when, where and how much.  Credit cards can be abused and it may be weeks later before you know it happened.  With fuel cards you can get an email in real time as each transaction is used.

Protect your business by setting controls and monitoring systems.  If your business is picking up, there is less time to monitor individual employees.   Set up systems that control waste and extra expenses, while giving employees the fuel they need to move your equipment.  If your business is slowing down you will need to tighten your belt and watch every expense.  The same controls can be used on your cards to monitor and adjust the fuel expenses.

If you have a fleet of vehicles that park at a yard every night on-site fueling might also be an option.  This service, also called wet-hose fueling, can help cut costs associated with drivers by reducing the amount of time they are fueling and not delivering product. With larger fleets this can save significant time and expand your capacity for product distribution.  At Star-Oilco we can combine both for a more comprehensive solution.  If you would like to know more about On-Site Fueling options here is the link.

All you need to access Pacific Pride sites in Oregon is a proof that you are a business and use over 900 gallons of total fuel a year.  CFN commercial cardlock sites have the same requirements. If you are a business using a commercial quantity of fuel, you qualify to self-serve gasoline and you can stop paying your employees to shop at the most expensive retail gas stations with the best mini-mart selection. Late night fueling becomes easier and less expensive and you can get them back on the road 24-7 and usually without a line to wait in. (If you want more information about business requirements see here)

What Do You Need for Fueling Cards in Washington or any other state?

If you drive into Oregon and want to use gasoline, you still need the same requirements as stated above. If you don’t need access to gasoline in Oregon, it is much easier to get a fuel card. (check out those requirements here)

Top 5 Strategies to lock down your gas card from theft.

Get out of the gas line

Gas Card Strategy #1

TAKE INVENTORY OF YOUR GAS CARDS – Know who has your cards! Every year take inventory of what cards you have and who is using them. A clear card policy implemented by Human Resources or your Dispatcher is a good way to track what employees (or vehicles) have what cards. Star Oilco performs an annual card audit in conjunction with our Oregon Fire Marshall audit.

We’ll gladly supply a list of cards that you have and when they were last used. We can line up a list of active cards with your employees and make sure there isn’t a lost or unused card out there. Using this list, pass a clip board around asking each employee with a fleet card to confirm they still have that card and initial a confirmation that the card is still in their possession. You would be surprised how individual cards can float between employees as it is easier than asking for a new card.

Gas Card Strategy #2

HAVE ACCOUNTS PAYABLE AUDIT YOUR TRANSACTIONS – Review your transactions regularly for strange transactions such as: multiple transactions per day on a single vehicle or card, switching fuel types, and refuels when your business isn’t open. Reviewing your bill, you’ll want to look for transactions that occur outside of normal business hours and days or if certain vehicles are fueling more than once a day these can be indications of theft. An additional indicator is if fuel is being bought outside of your service area. Some of the most common times of day for employee fuel theft are early morning on the way to work (before you open) or after the bars close after midnight.

Gas Card Strategy #3

ATTACH GAS CARDS TO VEHICLE KEYS – Assigning each vehicle in your fleet with its own card is a great practice. Put your Fleet Cards on the key ring dispatched with the vehicle. Each driver is then assigned a number that can be used on any vehicle in the fleet. This way you know exactly who is using the card and which vehicle is being filled. To limit a risk of a stolen card, restrict individual card ownership to management and maintenance. Everyone else should have cards directly connected with a vehicles license plate, so it is obvious if that card goes missing.

Gas Card Strategy #4

SET THE GAS CARDS UP WITH LIMITS –  When you assign a card to each vehicle in the fleet you can set limits based on the vehicle. A gasoline vehicle only needs access to gasoline. If your tank size is 20 gallons, that card should be limited to 20 gallons per transaction. Continue to program your cards for the vehicles they are attached to. You can also restrict a card to ensure no one accidentally buys expensive premium or worse, puts the wrong fuel in the vehicle. Reducing the amount of time they can use a card a day limits exposure to theft. A vehicle that never drives more then 50 miles in a day shouldn’t need to fill up more then once a 24 hour period. This reduces the opportunity for theft and also makes theft obvious when the limits are hit. You can also add limits on zip codes, states, and times of days. If someone does steal a card, they would be limited by the time, location, and purchase amount, ensuring that your theft exposure is a few dozen gallons instead of thousands of dollars.

Gas Card Strategy #5

USE E-RECEIPTS TO MANAGE FUEL IN REAL TIME – It’s the 21st century so manage in real time. You can set-up cards to email you based on each card or, if you have one specific one you are are worried about, that card can be set to email you or your fleet management in real time. Better yet, if theft is occurring, you will see it immediately and be able to react. Not only will this lock down your gas card’s security, it will also allow you to address mistakes relating to efficiency. Owners and dispatchers also use this to see where the driver is and if they are where they said they were when they are fueling. Instant feedback and communication is critical to change bad behavior of drivers who mean to do well but may just have made a simple mistake.

Work with a business that wants you to succeed and has the tools to protect your fuel expenses.

Use Star Oilco to secure yourself from that fuel theft while also saving on your cost of fuel over retail.  Oregon and Washington have some of the highest minimum wages in the U.S.  As the minimum wage and regulations increase, so do the costs at retail gas stations. This is doubly so in Oregon, where you are paying the gas stations employee to fuel your tank and the employee to be there. We can save you money and significantly reduce your risk of fuel theft while also getting your drivers out of retail gas station lines.

Whether your an owner/operator or you are managing a large fleet of corporate vehicles needing fueling commercial cardlocks can help you save time and money.  Stand-alone commercial-only Pacific Pride and CFN sites in the northwest are a real resource for small business. They speed up the labor associated with fueling and significantly lock down the chance fraud or theft will occur on your fuel card. Stand-alone sites limit access to convenience store items so employees won’t be tempted to spend time browsing and make purchases on the company credit card.  In addition, there are less people at the site and less chance of a coming into contact with someone that is sick.

With Pacific Pride and CFN stand-alone commercial cardlock sites, there are other benefits beyond just the convenience. The biggest difference is that these commercial cardlock sites are built with security in mind. Retail stations are engineered to sell as many products as possible to those pulling up for gasoline. Commercial cardlock sites are designed for commercial users who seek the fastest fueling experience. That is a big difference between the two.


Need to lock down your gas card from fuel theft?

Call Star Oilco, we can make it simple.

Star Oilco can help you field all of these best practices. Our motto is “Keep it Simple” and we are here to make this easy. Feel free to reach out and see what Star Oilco can do for your fleet to upgrade its fleet fueling security.  If your fueling just one vehicle or your dealing with corporate fueling for 100’s of vehicles, we can help you set up an account.

To download a white paper on these Pacific Pride fuel card security feature best practices, go to our Stop Fuel Theft page.

 

Star Oilco is an independent Franchisee of Pacific Pride

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What’s in a “Keep it Simple Fuel Audit” 150 150 Star Oilco

What’s in a “Keep it Simple Fuel Audit”

How do you compare different fuel card vendors?

You audit your fuel bill.

We will help you clarify your bill by showing what you pay, what’s in that cost of fuel, and how you can save going forward. We do this by concentrating on one fact: there are only three fees in the total cost of a gallon of gas or diesel.

The three verifiable costs in a gallon of fuel are:

  1. The commodity cost of fuel (the wholesale and verifiable fuel cost itself),

  2. The fuel taxes charged by the feds, state, and local governments on top of that, and;

  3. The margin your fuel vendor puts on top of those two very transparent costs.

Fuel bill audit best practices

Tax time is a good time to revisit your policies and systems.

Let us audit your bill and catch inconsistencies and over charges.

We have a transparent way to analyze your fuel expense that breaks it down in an easily understood format. Our approach will demystify what you’re paying in fuel so you can grab control of your gasoline and diesel bills. Our mission is to ‘Keep it Simple’ and make fuel make sense. There are several types of expenses that get added to your cost of fuel.

Pacific Pride Fuel Security

At Star Oilco, we ‘Keep it Simple’ when analyzing fuel bills.

Today, two trends can be witnessed in the Pacific Northwest: fuel prices are all over the place, and wages are rising against that trend. This makes managing for a low cost of gasoline or diesel extremely hard given the labor that might be involved in chasing that price.

Add to that the fact that retail gas stations are keeping more margins than ever in retail fuel history. With minimum wages approaching $15 in parts of the Pacific NW, the cost of retail gas stations is rising faster than inflation.

Stand-alone commercial cardlock locations such as Pacific Pride and CFN help you save on your own labor, as well as avoid the higher retail cost. One additional feature is you can audit a commercial cardlock fuel seller against the commercial wholesale rack price. Retail sellers promising discounts are discounting from a posted price that is based solely on what they decide a good price can be. Today, that’s a historically high margin above wholesale cost price.

Dig into your bill for an understanding of what you are paying and what you are paying for. Let us demystify the fees, charges, and hard-to-understand line items of our competitors. It seems that many of our competitors, much like cell phone companies, want to give you a bill that is as complex as possible so it’s difficult for you to understand your cost of fuel.

We can clarify your bill by showing what you pay, what’s in that cost of fuel, and how you can save going forward. Commodity cost of the fuel, fuel taxes and the margin of the vendor make up every fuel bill.

Wholesale Fuel Cost + Taxes + Margin = Total Fuel Cost

These three costs can be audited and confirmed. When we quote a prospective customer, we take their existing fuel bill and break it down into a spreadsheet that is easy to understand thanks to these definable costs. Take your existing fuel bill. Choose a few locations that are most commonly used by your fleet. Usually just the two most-used sites are enough to gauge if savings can be gained by changing vendors. Focus on the cost there, as this simplifies your focus as a representative sample of your fuel expenses.

In a spreadsheet, make easy-to-read tabs for each fuel and location. Then gather the dates fuel was bought at each location. Place the date and the price per gallon paid in their own columns. Now you know your cost. In the next column, enter the wholesale price of fuel to compare. This is going to be pretty close to what your fuel vendor was paying for it on that day give or take a few pennies.

The commodity cost of fuel is established in the market. Though different size players have discounts, these discounts are usually pennies per gallon and aren’t substantial overall. You can request a 30 day free trial of the Oil Price Information Service or “OPIS” for your local wholesale market for fuel. Government bids often use this service as a transparent bid price for fuel. NOTE: If you are buying with a Pacific Pride or CFN fleet card that uses stand-alone 24-7 commercial cardlock sites, the price will be based on OPIS as well. If you want help with this, Star Oilco can provide you with a copy of OPIS.

After that, the next column is the fuel taxes on that fuel. In another column next to the wholesale cost of fuel, you place the local taxes associated with that fueling site. Your state will usually have a “Fuel Tax Group” or some variation of that name where the state’s website will list all state and municipal taxes.

After seeing the wholesale cost and fuel taxes charged, all that remain is the margin. Many fuel sellers will try to complicate this by passing costs through, but at the end of the day, this is still their markup regardless of what they call it. This enables you to really have a discussion on what price you are charged to use their fleet card.

Our next step is to determine the typical margin you are being charged. Take the real price you paid on a day. Your next column on the spreadsheet will be the following formula:
NOTE: Margin Charged is the result that should be in your new column.

(Cell with the ACTUAL PRICE PAID) – (Cell with the WHOLESALE COST) – (Cell with FUEL TAXES) = MARGIN CHARGED

If you line up all the days for MARGIN CHARGED and average those (select a cell at the bottom of the column and type “=AVG” and select the data in the MARGIN CHARGED column), you will find the average margin. Usually this is about the same on every one of the sheets for the type of fuel you are buying. Diesel and gasoline margins are typically different. Retail gas stations, in particular, will treat diesel like a premium product so don’t be surprised if those margins are over $.40 a gallon in some places.

If you want help with this, call us!

We will empower you with the knowledge of what your vendor is charging you and determine if it is a fair price for the service. Beyond that, there should be no other costs. If your vendor has other costs (fees, invoice charges, etc.), we’ll show you what those really cost per gallon so you understand your true cost fuel.

Star Oilco makes this clear and easy to understand. Let us know if we can help.

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Call for service.

 

 

 

Fleet Fueling in Portland, Oregon and Fuel Security 150 150 Star Oilco

Fleet Fueling in Portland, Oregon and Fuel Security

How do you eliminate the management hassles of fueling your fleet in Portland, Oregon?

Use Star Oilco’s Total Solution fueling service.

Stop burning labor costs and dealing with management headaches trying to track fuel in vehicles. Let us simplify this for your administration. We can make that really simple with our Total Fleet Solution.  Bulk, Wet-hose Fleet Fueling, and Pacific Pride cardlock when and where you need it.

Seize Control of your Fuel Costs.  Save Money.  Stop Slippage!

Star Oilco’s best practices when thinking about bulk fuel security at your facility.

Wet Hose Fueling Service in Vancouver, Washington

Star Oilco is your Fleet Fueling Services Company with solutions to knock out fuel theft.
Mobile Fueling Service, Pacific Pride Cards, and connecting fuel to your HR Policy can save you thousands of dollars a year in the long run.

“Fuel Slippage” is an industry term for the fuel that you can’t account for in the actual course of business. A stolen tank of gasoline on a company fleet card or diesel saddle tank that came up empty without explanation. We are here to help stop slippage in your business.

We have strategies on how to protect yourself from internal theft, how to use prepaid and preset fuel card controls with employees, as well as securing yourself from external theft. This article is about protecting your fleet from physical fuel theft.

Fuel theft is on the rise in the Portland, Oregon area.

In Portland, Oregon with the rise of homeless campers all over our industrial areas, we have seen a increasing fuel theft. Star Oilco can help you knock out fuel theft. For as hard as fleets work to make a dollar, seeing it shrink from the bottom line due to criminal theft is an avoidable scenario. Think ahead, remove opportunity for thieves to steal, and create systems that keep honest people honest.

The biggest preventive measure Star Oilco can provide is total control of what goes into and out of your fleet. If you have a bulk tank, a tank monitor and key control cardlock system is very affordable these days, guaranteeing inventory is kept to the gallon. If you have fleets on the road without a tank please consider using Pacific Pride secured cardlock fueling in combination with Mobile Onsite Refueling of your fleet in your yard.

Stop Fuel Theft: Best Practices for Portland, Oregon

Prevent fuel theft in Portland, Oregon

To train your fleet consider the following best practices below:

1 – Educate your people on the dangers and evidence of fuel theft

Fuel thieves usually come back again and again. Make sure your whole team is aware of the mess fuel thieves usually leave behind. Transferring from a saddle tank to their vehicle or container leaves a mess. Also make sure they are aware of unsafe places. Unsecured yards, especially with homeless campers in diesel RV’s, are a prime environment to expose yourself to theft. If you are a refrigerated trailer fleet, make sure your drivers tell your clients that unattended reefer trailers are the favorite hunting ground for fuel thieves and a locking gas cap is not necessarily a deterrent.

2 – Install fences, lighting, security cameras, and work with the local police.

Vehicle yards are a popular target for fuel thieves, so make it as difficult as possible for them to get in unnoticed. Secure fencing and bright lighting make your yard far more visible from the road and less attractive to thieves. Security cameras can act as both a deterrent and an effective way to catch criminals if theft ever occurs. Also, make sure you report theft to the local police to ensure they are tracking activity. It can be discouraging given the scale of the problems in Portland right now, but the data matters.  You never know when a fuel thief will get caught for some other crime and the evidence of pumping equipment and containers will tip off the police of the culprit.

3 – Fit bulk tanks with level monitors and inventory control systems.

Inventory control systems are extremely affordable now. Not only is it a convenient tool to track tank levels for your ordering purposes and provide proof that the tank is not leaking for local environmental regulators, it will also tip you off if an odd time of day is seeing fuel drawn. Inventory control systems have also become far more affordable than they were ten years ago. Key control for turning on power to your fuel dispensing system, which will track drivers, and the equipment they are fueling (license plate, equipment number, on-road, off-road, or tax exempt status) will keep you informed.

4 – Defensive parking, landscaping and crash protection.

If it is not easy for someone to get immediately next to the fuel tanks of your vehicles or bulk tank, it is that much harder to steal. Park vehicles in a way that protects and blocks access to someone trying to operate a pump to easily reach your fuel tanks. If you are using on-site refueling, your vendor can suggest some ideas that still enable them access to your saddle tanks without problem.

5 – Communicate with neighbors, vendors, and employees that theft is suspected or definitely occurring.

Many fleets have multiple vendors access their yard at night or over weekends. Make sure those vendors are on your team and on the look out. Tire and fleet fueling services should let you know if a loiterer appears to be in your area in the middle of the night. If a gate has been tampered with or a mess is obvious inside the yard, make sure they are letting you know earlier rather than later. Also, be aware during business hours. Fuel thieves will often scope a yard during the day to target later that night. Take note of anyone acting suspiciously around your yard, perhaps engaging them to find out what they’re doing. Don’t hesitate to ask them what they are doing either. Face to face contact can encourage them to find another place to be a criminal.

If you have any questions or want our perspective we encourage you to reach out.  

 

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Advice is always free and helping is why Star Oilco is here.

For more reading on using securing your business from theft:

Star Oilco Fleet Cards to secure yourself from employee fuel theft at gas stations and cardlocks.

Seven ways to stop fuel theft before it happens.

Use Star Oilco Pacific Pride cards as a management tool. 

Fueling support for those on the road 150 150 Star Oilco

Fueling support for those on the road

Are you worried about finding fuel?

If a gas attendant gets sick you may find gas stations closing or worse employees working while they are sick.

Construction workers, delivery drivers and first responders still need fuel and still need to be able to get to work.

Cardlock cards are an excellent way to solve this dilemma, no attendants – helps with social distancing and 24/7 access means that even in emergencies the sites are open.

Star Oilco is an independent Franchisee of Pacific Pride

Cardlock access to fuel all day every day

We are all dealing with an extraordinary set of experiences right now.  Those that are on the road may see less access to fuel stations as gas station employees get sick or decide to not work.  Food, cleaning products, and medicine are even more important right now.  If your on the road delivering these items you need to be sure that you have fuel.  The solutions is Pacific Pride fuel cards.

There are also those at home right now looking to save money when they can open again.  One of the fastest ways to save money is limit your drivers and employees on what they can buy.  Credit cards can be abused and it may be weeks later before you know it happened.

Protect your business by setting controls and monitoring systems.  With less time to monitor individual employees you can set up systems that control waste and extra expenses while giving employees the fuel they need to move your equipment.  If your business is slowing down you will need to tighten your belt and watch every expense, and this is easy to do by setting controls on your cards.   Use Star Oilco to secure yourself from that fuel theft while also saving on your cost of fuel over retail.  Oregon and Washington have some of the highest minimum wages in the U.S.  As the minimum wage and regulations increase, so do the costs at retail gas stations. This is doubly so in Oregon, where you are paying the gas stations employee to fuel your tank and the employee to be there. We can save you money and significantly reduce your risk of fuel theft while also getting your drivers out of retail gas station lines.

Whether your an owner/operator or you are managing a large fleet of corporate vehicles needing fueling commercial cardlocks can help you save time and money.  Stand-alone commercial-only Pacific Pride and CFN sites in the northwest are a real resource for small business. They speed up the labor associated with fueling and significantly lock down the chance fraud or theft will occur on your fuel card. Stand-alone sites limit access to convenience store items so employees won’t be tempted to spend time browsing and make purchases on the company credit card.  In addition, there are less people at the site and less chance of a coming into contact with someone that is sick.

All you need to access Pacific Pride sites in Oregon is a business license and use over 900 gallons of total fuel a year. CFN commercial cardlock sites have the same requirements. If you are a business using a commercial quantity of fuel, you qualify to self-serve gasoline and you can stop paying your employees to shop at the most expensive retail gas stations with the best mini-mart selection. Late night fueling becomes easier and less expensive and you can get them back on the road 24-7 and usually without a line to wait in.

With Pacific Pride and CFN stand-alone commercial cardlock sites, there are other benefits beyond just the convenience. The biggest difference is that these commercial cardlock sites are built with security in mind. Retail stations are engineered to sell as many products as possible to those pulling up for gasoline. Commercial cardlock sites are designed for commercial users who seek the fastest fueling experience. That is a big difference between the two.

What Do You Need for Fueling Cards in Washington or any other state?

If you drive into Oregon and want to use gasoline, you still need the same requirements as stated above. If you don’t need access to Oregon gas stations it is much easier to get a fuel card.

Top 5 Strategies to lock down your gas card from theft.

Get out of the gas line

Gas Card Strategy #1

TAKE INVENTORY OF YOUR GAS CARDS – Know who has your cards! Every year take inventory of what cards you have and who is using them. A clear card policy implemented by Human Resources or your Dispatcher is a good way to track what employees (or vehicles) have what cards. Star Oilco performs an annual card audit in conjunction with our Oregon Fire Marshall audit.

We’ll gladly supply a list of cards that you have and when they were last used. We can line up a list of active cards with your employees and make sure there isn’t a lost or unused card out there. Using this list, pass a clip board around asking each employee with a fleet card to confirm they still have that card and initial a confirmation that the card is still in their possession. You would be surprised how individual cards can float between employees as it is easier than asking for a new card.

Gas Card Strategy #2

HAVE ACCOUNTS PAYABLE AUDIT YOUR TRANSACTIONS – Review your transactions regularly for strange transactions such as: multiple transactions per day on a single vehicle or card, switching fuel types, and refuels when your business isn’t open. Reviewing your bill, you’ll want to look for transactions that occur outside of normal business hours and days or if certain vehicles are fueling more than once a day these can be indications of theft. An additional indicator is if fuel is being bought outside of your service area. Some of the most common times of day for employee fuel theft are early morning on the way to work (before you open) or after the bars close after midnight.

Gas Card Strategy #3

ATTACH GAS CARDS TO VEHICLE KEYS – Assigning each vehicle in your fleet with its own card is a great practice. Put your Fleet Cards on the key ring dispatched with the vehicle. Each driver is then assigned a number that can be used on any vehicle in the fleet. This way you know exactly who is using the card and which vehicle is being filled. To limit a risk of a stolen card, restrict individual card ownership to management and maintenance. Everyone else should have cards directly connected with a vehicles license plate, so it is obvious if that card goes missing.

Gas Card Strategy #4

SET THE GAS CARDS UP WITH LIMITS –  When you assign a card to each vehicle in the fleet you can set limits based on the vehicle. A gasoline vehicle only needs access to gasoline. If your tank size is 20 gallons, that card should be limited to 20 gallons per transaction. Continue to program your cards for the vehicles they are attached to. You can also restrict a card to ensure no one accidentally buys expensive premium or worse, puts the wrong fuel in the vehicle. Reducing the amount of time they can use a card a day limits exposure to theft. A vehicle that never drives more then 50 miles in a day shouldn’t need to fill up more then once a 24 hour period. This reduces the opportunity for theft and also makes theft obvious when the limits are hit. You can also add limits on zip codes, states, and times of days. If someone does steal a card, they would be limited by the time, location, and purchase amount, ensuring that your theft exposure is a few dozen gallons instead of thousands of dollars.

Gas Card Strategy #5

USE E-RECEIPTS TO MANAGE FUEL IN REAL TIME – It’s the 21st century so manage in real time. You can set-up cards to email you based on each card or, if you have one specific one you are are worried about, that card can be set to email you or your fleet management in real time. Better yet, if theft is occurring, you will see it immediately and be able to react. Not only will this lock down your gas card’s security, it will also allow you to address mistakes relating to efficiency. Owners and dispatchers also use this to see where the driver is and if they are where they said they were when they are fueling. Instant feedback and communication is critical to change bad behavior of drivers who mean to do well but may just have made a simple mistake.


Need to lock down your gas card from fuel theft?

Call Star Oilco, we can make it simple.

Star Oilco can help you field all of these best practices. Our motto is “Keep it Simple” and we are here to make this easy. Feel free to reach out and see what Star Oilco can do for your fleet to upgrade its fleet fueling security.

To download a white paper on these Pacific Pride fuel card security feature best practices, go to our Stop Fuel Theft page.

 

Star Oilco is an independent Franchisee of Pacific Pride

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Top 4 Reasons Hotels Should Use Pacific Pride 150 150 Star Oilco

Top 4 Reasons Hotels Should Use Pacific Pride

Pacific Pride Fuel Cards for Airport, Hotel, or Travel Shuttle Companies

Fuel for shuttle vans through Pacific Pride

Control your fuel spending with fuel card management, emailed receipts, transparency, and accountability for your hotel or travel shuttle bus drivers.

Star Oilco is an independent Franchisee of Pacific Pride

Pacific Pride Fuel cards for Shuttle Drivers

Running a shuttle service for a hotel for any reason can have a lot of moving parts:

  • Hiring
  • Training Drivers
  • Scheduling Shifts
  • Keeping the Vehicles Full of Fuel
  • Ensuring a Consistent Time Table

Let Star Oilco track and control the fueling for you. We can save you money and significantly reduce your risk of fuel theft while getting your drivers out of lines at a retail gas station. In addition, our locations are open even on holidays or late at night.

Shuttles going to and from the airports can be on tight schedules and  don’t have a lot of time to fuel. Meeting your guests’ needs means you can’t have your drivers in lines for a long time. Stand-alone commercial-only Pacific Pride and CFN sites in the northwest are a real resource for your business. Many stations are located near airports. They speed up the labor associated with fueling and significantly lock down the chance for fraud or theft when using your fuel card. Stand-alone sites limit access to convenience store items so employees won’t be tempted to spend time browsing and make purchases on the company credit card.

With Pacific Pride and CFN stand-alone commercial cardlock sites, there are other benefits beyond just the convenience. The biggest difference is that these commercial cardlock sites are built with security in mind. Retail stations are engineered to sell as many products as possible to those pulling up for gasoline. Commercial cardlock sites are designed for commercial users who seek the fastest fueling experience. That is a major contrast between the two.

Top 4 Reason Hotels Should Use Fuel Cards

Top 4 Reason Hotels should use Pacific Pride Fuel Cards

Reason #1 – Better Tracking and Management

With a myriad of responsibilities required of those who run hotels or shuttles, simple methods to control when, where, and what is purchased any time during the day can save time and money. Controls keep fuel purchases in line and by only those with authorization.

WHEN: If the drivers only need access to fuel during specific shifts you can set the cards to work only during these times.

WHERE: Drivers can be limited to specific locations such as only Pacific Prides, or if more flexibility is needed, they can be authorized to use any of the 57,000 extended network locations. Pacific Pride locations are also open 24/7 and open even on the holidays.

WHAT: Drivers can be limited to specific types of fuel. If the van takes diesel you can set the card to only have access to diesel. These simple strategies can eliminate many of the issues that can arise when fueling.

Talk to a Card Lock expert at Star Oilco to find out more. 

 

Reason #2 – No More Paper Receipts 

Tracking and reviewing receipts takes up a lot of time. Pacific Pride fuel cards can be set up to automatically email every time a fueling occurs. Using a fuel card eliminates the need to continuously organize and track expense receipts from drivers. No more going through each and every receipt to see what and how much was purchased. Fuel can be set up to see which vehicle was fueled, who fueled it and when it was fueled. These transactions are easily organized with entered mileage and fuel costs in the bills that are issued twice a month. This alone can save hours of labor for accountants and controllers as they audit the bills.

Reason #3 – Stop Fuel Theft

By using a fuel card, a hotel insures the security of their shuttles and prevents theft by its drivers. This instills peace of mind, as managers know their drivers cannot use a fuel card for personal usage. Fuel cards can be assigned to vehicles and each driver has their own individual PIN#. With a quick email or phone call, card access can easily be granted or blocked as drivers leave or new ones are added.

Reason #4 – Transparency and Accountability

Star Oilco has created a template agreement for drivers to sign as they are assigned identification numbers for the cards. This form helps the driver understand that they are responsible for any unauthorized purchases with their DIN (Driver Identification Number). Setting up emails that are sent in real time can be done so that any unauthorized use can immediately be investigated.

Need to lock down your gas card from fuel theft?

Call Star Oilco, we make it simple.

Our motto is “Keep it Simple” and we make this easy. Feel free to reach out and see what Star Oilco can do for your fleet to upgrade its fleet fueling security.

What do you need to get a fuel card in Oregon?

All you need in order to access Pacific Pride sites in Oregon is a business license and proof that you use over 900 gallons of total fuel a year. CFN commercial cardlock sites have the same requirements. If you are a business using a commercial quantity of fuel, you qualify to self-serve gasoline and you can stop paying your employees to shop at the most expensive retail gas stations with the best mini-mart selection. Instead, get them back on the road 24-7 and usually without a line to wait in.

What do you need for fueling cards in Washington or any other state?

If you drive into Oregon and want to use gasoline, you still need the same requirements as stated above. If you don’t need access to Oregon gas stations, it is much easier to get a fuel card.

 

Star Oilco is an independent Franchisee of Pacific Pride

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Upgrade your Fleet Card’s Security Features 700 394 Star Oilco

Upgrade your Fleet Card’s Security Features

Human Resource strategies to stop employees from stealing  gas and diesel in your business with these best practices.

Upgrade the security features on your Pacific Pride fuel cards with Star Oilco.

Star Oilco is an independent Franchisee of Pacific Pride

Fleet cards save money on diesel.

Are you looking to use a corporate fleet card to simplify your fuel buying while also knocking out your exposure to employee gas theft?

Star Oilco can make that easy for you.

Regardless of what system you choose, there are some organizational best practices, that when implemented, will be self-reinforcing in your organization. Simple little changes to how you approach fuel cards will greatly reduce any opportunity for theft.

Whether you use a Pacific Pride, Voyager, WEX, Comdata, Fuelman, or CFN corporate fleet card, you can take inventory of what you are currently doing and upgrade that process with these best practices.

Fleet Card Best Practice #1: Your current vendor should be able to assist you with securing your fleet card.  Call your current card provider and ask for a list of every active card, the last time it was used, the PINs associated with these cards, and security features associated. Check these against your next bill to see what cards aren’t actually being used.  Turn off an card not being used.

Fleet Card Best Practice #2: Annually take inventory of what cards you have and who is using them. Line up this list of active cards with your employees and make sure there isn’t a lost card out there.  Often a card policy implemented by Human Resources or your Dispatcher is a good way to track what employees have what cards. On a regular basis, pass a clip board around asking each employee with a fleet card to confirm they still have that card and initial a confirmation that the card is still in their possession.  You would be surprised how individual cards can float between employees as it is easier than asking for a new card.

Fleet Card Best Practice #3: Audit your transactions regularly. This is a great project for your Account’s Payable to look through. Check against the card list of active cards looking for transactions that occur outside of normal business hours and days. Look for locations outside of your service area as well.  Also look for cards with more than one transaction in a day or large volumes as often that’s theft.

Fleet Card Best Practice #4: Put your Fleet Cards on the key ring dispatched with the vehicle, not with the driver. To limit a risk of a stolen card, restrict card ownership to management and maintenance. Everyone else should have cards directly connected with a vehicles license plate, so if that card goes missing it is obvious.

Fleet Card Best Practice #5: Program your cards for the vehicles they are attached to. You do this by connecting the card to the vehicle with a key ring. Then program the Fleet Card to only allow a specific fuel for that vehicle (regular, premium or diesel), limit the fill volume needed for that vehicle’s tank, and also limit the times of day that vehicle can get fuel. This reduces the opportunity for theft to exceed a small minimum and also makes theft obvious when the limits are hit.

Fleet Card Best Practice #6: it’s the 21st Century so manage in real time.  Make sure your Fleet Card provider can send an email to your Dispatch or fleet management in real time as the fuel cards are being used. Mistakes relating to efficiency or theft will be far more obvious and trainable if the transaction is observed the day of rather than a week. Instant feedback and communication is critical to change bad behavior of driver’s who mean to do well but may just have mad ea simple mistake.

Fleet Card Best Practice #7: Buy fuel by your vehicle not by an individual.  Move your Fleet Card program to a “Floating PIN” system. All modern Fleet Cards should offer this option. It enables you to attach the Fleet Card to the vehicle (all costs are tracked by the vehicle number and/or license plate on your invoices) and provide a unique and secret PIN to each of your driving employees. If they use the card, their name appears on the bill next to their transaction. If PINs are kept secret and this is enforced, any theft or inappropriate fuel usage will be extremely obvious and accountable.

Fleet Card Best Practice #8: Adopt a “No Tolerance Fuel Theft Policy” as part of your hiring process, as well as every time you replace or issue new Fleet Cards. This is a policy managed by your Human Resources or Driver Compliance department. It is a form disclosing that any fuel cards or PINs related with cards are confidential and assigned to a person or vehicle. Any use of a PIN will be the responsibility of the person who that PIN is associated with. A personal private PIN is their responsibility. If it is used, they are responsible and any observed fuel theft will be a first time fire/termination offense. PINs are to be kept secret and if the PIN is known by someone else, it is their responsibility to let management know and get that personal PIN changed.

Fleet Card Best Practice #9: Negotiate a Cost Plus basis for your fleet fueling costs. You should be able to have a frank conversation with your commercial fueling provider about where prices come from and how much margin they charge you. In many markets, fuel providers can even get a wholesale cost plus basis for fuel that beats the retail street mark ups. Pacific Pride and CFN stand alone commercial cardlocks are focused on this type of need. Often the savings for diesel customers is very substantial due to this model of pricing.

Fleet Card Best Practice #10: Negotiate the terms you need for the way you buy fuel. If you have a frank conversation about the terms and costs related with buying fuel, you’ll have more options that are available, but not advertised. Industry standard for fuel sellers is either ten day terms with twice monthly or monthly billing. If you have the ability to pay faster, often deeper discounts are provided. For extremely large customers daily billing could net thousands of dollars in savings a month. For operations relying on 45 day fuel charge reimbursements, talking to a fuel vendor about matching your fuel bill with a fleet’s Accounts Receivable can prevent huge cash-flow crunches.

Need to secure your fleet from fuel theft?

Call Star Oilco, we can make it easy.

Star Oilco can help you field all of these Best Practices. Our motto is “Keep it Simple” and we are there to make this easy. Feel free to reach out and see what Star Oilco can do for your fleet to upgrade it’s fleet fueling security.

To download a white paper on these Pacific Pride fuel card security feature best practices go HERE to our Stop Fuel Theft page.

 

Star Oilco is an independent Franchisee of Pacific Pride

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Upgrade your Commercial Fueling Efficiency 150 150 Star Oilco

Upgrade your Commercial Fueling Efficiency

Use a Pacific Pride Cardlock card to save money.

Commercial Fuel Best Practices for Fleet Managers.

Use commercial-only Pacific Pride Cardlock locations, along with our wet-hose fueling service, as a winning combo for your fleet.

Save on labor and fuel costs.

Are you looking to use a commercial fuel card to simplify your fuel buying?

Star Oilco can make that easy for you.

Regardless of what system you choose, there are some organizational best practices, that when implemented, will be self-reinforcing in your organization. Simple little changes to how you approach your commercial fuel service will greatly reduce any opportunity for theft.

Whether you use a Pacific Pride, Voyager, WEX, Comdata, Fuelman, or CFN corporate fleet card, you can take inventory of what you are currently doing and upgrade that process with these best practices. You can connect these best practices to a policy driven approach to knock out fuel theft and guarantee more efficiency in keeping your commercial fuel needs met.

Fleet Card Best Practice #1: Call your current card provider and ask for a list of every active card, the last time it was used, the PINs associated with these cards, and security features associated. Check these against your next bill to see what cards aren’t actually being used. Turn off an card not being used.

Fleet Card Best Practice #2: Annually take inventory of what cards you have and who is using them. Line up this list of active cards with your employees and make sure there isn’t a lost card out there. Often a card policy implemented by HR or your dispatcher is a good way to track what employees have what cards. On a regular basis, pass a clip board around asking each employee with a fleet card to confirm they still have that card and initial a confirmation that the card is still in their possession. You would be surprised how individual cards can float between employees as it is easier than asking for a new card.

Fleet Card Best Practice #3: Audit your transactions regularly. This is a great project for your accounts payable to look through. Check against the card list of active cards looking for transactions that occur outside of normal business hours and days. Look for locations outside of your service area as well. Also look for cards with more than one transaction in a day or large volumes, as often that’s theft.

Fleet Card Best Practice #4: Put your fleet cards on the key ring dispatched with the vehicle, not with the driver. To limit a risk of a stolen card, restrict card ownership to management and maintenance. Everyone else should have cards directly connected with a vehicles license plate, so it’s obvious if that card goes missing.

Fleet Card Best Practice #5: Program your cards for the vehicles they are attached to. You do this by connecting the card to the vehicle with a key ring. Then program the fleet card to only allow a specific fuel for that vehicle (regular, premium or diesel), limit the fill volume needed for that vehicle’s tank, and also limit the times of day that vehicle can get fuel. This reduces the opportunity for theft to exceed a small minimum and also makes theft obvious when the limits are hit.

Fleet Card Best Practice #6: It’s the 21st century so manage in real time. Make sure your commercial fuel provider can send an email to your dispatch or fleet management in real time as the fuel cards are being used. These “E-Receipts” are an easy way to manage good behavior and knock out bad actors in real time. Mistakes relating to efficiency or theft will be far more obvious and trainable if the transaction is observed the day-of rather than a week later. Instant feedback and communication is critical to change bad behavior of drivers who mean to do well but may just have made a simple mistake.

Fleet Card Best Practice #7: Buy fuel by your vehicle not by an individual. Connect large volume commercial fleets to mobile onsite fuel and one invoice makes it easy to see what vehicle was fueled by by who. You can do this by moving your commercial fuel card program to a “floating PIN” system. All modern fuel cards should offer this option. It enables you to attach the fleet card to the vehicle (all costs are tracked by the vehicle number and/or license plate on your invoices) and provide a unique and secret PIN to each of your driving employees. If they use the card, their name appears on the bill next to their transaction. If PINs are kept secret and this is enforced, any theft or inappropriate fuel usage will be extremely obvious and accountable.

Fleet Card Best Practice #8: Adopt a “No Tolerance Fuel Theft Policy” as part of your hiring process, as well as every time you replace or issue new fleet cards. This is a policy managed by your Human Resources or driver compliance department. It is a form disclosing that any fuel cards or PINs related with cards are confidential and assigned to a person or vehicle. Any use of a PIN will be the responsibility of the person who that PIN is associated with. A personal private PIN is their responsibility. If it is used, they are responsible and any observed fuel theft will be a first time fire/termination offense. PINs are to be kept secret and if the PIN is known by someone else, it is their responsibility to let management know and get that personal PIN changed.

Fleet Card Best Practice #9: Commercial fuel buyers, especially in the Pacific Northwest, have buying power!  Negotiate a Cost Plus basis for your fleet fueling costs. You should be able to have a frank conversation with your commercial fueling provider about where prices come from and how much margin they charge you. In many markets, fuel providers can even get a wholesale cost plus basis for fuel that beats the retail street mark ups. Pacific Pride and CFN stand alone commercial cardlocks are focused on this type of need. Often the savings for diesel customers is very substantial due to this model of pricing.

Fleet Card Best Practice #10: Negotiate the terms you need for the way you buy fuel. If you have a frank conversation about the terms and costs related with buying fuel, you’ll have more options that are available, but not advertised. Industry standard for fuel sellers is either ten day terms with twice monthly or monthly billing. If you have the ability to pay faster, often deeper discounts are provided. For extremely large customers daily billing could net thousands of dollars in savings a month. For operations relying on 45 day fuel charge reimbursements, talking to a fuel vendor about matching your fuel bill with a fleet’s Accounts Receivable can prevent huge cash-flow crunches.

Need to secure your commercial fuel program from fuel theft?

Do you want to reduce driver labor hours with wet-hose refueling at the same time?

Call Star Oilco, we make it easy.

Star Oilco can help you field all of these Best Practices. Our motto is “Keep it Simple” and we are there to make this easy. Feel free to reach out and see what Star Oilco can do for your fleet to upgrade it’s fleet fueling security.

To download a white paper on these Pacific Pride fuel card security feature best practices go HERE to our Stop Fuel Theft page.

 

Star Oilco is an independent Franchisee of Pacific Pride

Contact Form

  • This field is for validation purposes and should be left unchanged.