We worked closely with one client, a worldwide leader in electrical engineering, to implement a new company fuel policy and issue the Wheels fleet fuel card to its 1,100 drivers.
Through our discussions with the client, we came to understand that their key needs were a) successful monitoring and controlling of fuel purchases and b) finding a solution to the driver reimbursement process, which was costing the client substantial time and money.
With the client’s needs in mind, we built a program that included monitoring for fraudulent purchases at their specified limits, customized exception-based Alerts, and a detailed communication plan intended to make company technicians aware that future fuel purchases and policy adherence would be closely monitored.
By managing fuel grade purchases and decreasing non-fuel purchases through FleetView, our internet-based management tool, we were able to reduce fuel expenses by 8% during the first year, delivering a savings of approximately $250,000.
Even more important, additional savings came as a result of more effective fleet decisions based on having additional mileage data, and because of administrative relief provided by the fuel card program. Prior to instituting our Fuel Management Program, the company estimated that each of its 1,100 technicians spent 15 minutes a week completing reimbursement paperwork to document fuel purchases and submit travel and expense reports. The Fuel Management Program eliminated the need for out-of-pocket reimbursement and related paperwork, and the improved data enabled more cost-effective management of the vehicle replacement cycle as well as closer management of their preventive maintenance. Savings based on technician time (valued at $150 per hour), lower depreciation, and lower maintenance costs resulted in the program delivering an additional $2 million in savings to the client.