How to Prevent Fuel Card Misuse on Construction Sites

Why Fuel Card Misuse Happens on Construction Sites

Construction sites are hectic places, full of people, vehicles, and constant movement. With so much going on, it’s easy for a fuel card to end up in the wrong hands or get used for things it shouldn’t. Sometimes, workers might use a card to fill up their own car, or a lost card could be picked up and used by someone else.

There’s also the risk of cards being shared between staff, which makes it hard to know who’s actually using the fuel. All of this can lead to higher costs, lost profits, and a lot of stress when it’s time to check the books.

How Can You Prevent Fuel Card Misuse on Construction Sites?

• Assign Each Card to One Driver or Vehicle: Never share cards between staff. This keeps responsibility clear and makes it easier to spot problems.
• Set Clear Rules and Communicate Them: Make sure everyone knows exactly what the card can be used for, when, and where. Regularly remind your team of these rules.
• Use and Update PINs: Require a unique PIN for every user and change them regularly to prevent unauthorised use.
• Set Sensible Limits: Cap how much fuel can be bought per day, week, or month based on your site’s needs.
• Monitor Transactions in Real Time: Use your provider’s online tools to keep an eye on purchases and get alerts for anything unusual.
• Act Quickly if Something’s Off: If you notice more fuel being bought than your vehicles could use, or purchases happening outside work hours, investigate straight away.
• Block Lost or Stolen Cards Immediately: Don’t wait – block the card and order a replacement as soon as you know it’s missing.
• Audit Regularly: Compare fuel card statements with job logs and vehicle movements to catch any issues early.
• Encourage Reporting: Make sure your team knows that fuel card misuse is serious and that they should report lost cards or anything suspicious right away.

What Does Fuel Card Misuse Look Like?

Fuel card misuse can take many forms, but it usually comes down to a few common issues:

• Cards can be lost or stolen and then used by someone who shouldn’t have them.
• Sometimes, workers share cards, making it tricky to track who bought what.
• There’s also the temptation to use the card for personal fuel or to buy things like snacks or drinks that aren’t approved.
• In some cases, people might even buy extra fuel to sell on the side.
• With technology today, there’s also the risk of card skimming or cloning, where someone copies the card details to make fake transactions.

What Security Features Do NZ Fuel Cards Offer?

Many fuel cards in New Zealand are packed with features to help you prevent misuse and keep your fuel spend under control. Here are some common security features, but they do vary across providers:

• PIN Protection: Every card transaction requires a PIN, so only authorised users can make purchases.
• Driver or Vehicle Assignment: Cards can be linked to a specific driver or vehicle, making it easy to track who’s using what and when.
• Spending Limits: Set daily, weekly, or monthly caps on spending or the number of transactions.
• Purchase Restrictions: Limit cards to fuel only, or allow extras like oil or car washes—no more unapproved snacks or personal items.
• Time & Location Controls: Restrict card use to business hours or specific stations close to your sites.
• Real-Time Alerts & Monitoring: Get instant notifications for any unusual activity, like large fill-ups at odd hours.
• Online Account Management: Track every transaction, block lost or stolen cards, and pull reports whenever you need them.
• Odometer & Plate Verification: Some cards require odometer readings or vehicle plate numbers at the pump for added accountability.
• Telematics Integration: Link your fuel cards with GPS tracking to confirm that fuel purchases match where your vehicles actually are.

These features work together to make sure only the right people are using your cards, only for the right things, and only when and where you want them to.

What’s the Best Fuel Card for Construction Workers?

In New Zealand, CardSmart stands out as the best choice for construction workers and businesses. If you’re working in construction, you need a fuel card that’s accepted almost everywhere, is easy to manage, and offers strong security features.

CardSmart is accepted at over 1,400 sites nationwide, covering all the major fuel brands – Mobil, BP, Z Energy, Caltex, GAS, Challenge, NPD, Waitomo, and Gull. This means you can fill up wherever your job takes you, whether it’s a city site or a remote project.

CardSmart also offers flexible controls, so you can assign cards to specific drivers or vehicles, set spending limits, and restrict purchases to fuel or approved items only.

Start Saving with the Right Fuel Card

Ready to see which fuel card is right for you? Check your eligibility to get matched with the best options for your business. Just provide a few details about your business and fuel needs, and you’ll get personalised recommendations.

• Save time and money with the right card from day one
• Get support choosing features like PIN protection, spending limits, and online management
• Make fuel management simple, secure, and cost-effective

Don’t wait –enquire now and take control of your fuel spend today.

CHECK ELIGIBILITY HERE

Maximize fuel savings for your business

Compare Cards

FAQ

How can I tell if someone is misusing a fuel card on my site?

If you notice fuel being bought more often than usual, purchases happening late at night, or transactions that don’t match up with your job logs or vehicle movements, it’s a sign something could be wrong.

What should I do if I think a card is being misused?

Act quickly. Check the details of the transactions, talk to the driver involved, and block the card if needed. Your fuel card provider can help you with detailed reports and alerts.

Can I control what my team buys with the card?

Yes, most fuel cards in New Zealand let you set exactly what can be bought—so you can limit purchases to fuel only, or allow extras like oil or car washes if needed.

Is it hard to manage fuel cards for a big team?

Not really, as long as you keep things organised. Assign each card to a specific driver or vehicle, set clear limits, and use the online tools for monitoring and alerts.

Are there extra steps for high-risk or remote sites?

For sites where the risk is higher, consider requiring odometer readings, using GPS tracking, and doing regular audits. Make sure your team knows how important it is to report lost cards or anything that looks suspicious.

*Fuel discounts and any fees listed are indicative only and subject to change. Actual savings often depend on factors such as business usage, monthly spend, card type, and provider terms. Always check with your chosen fuel card provider for the most up-to-date rates and eligibility criteria.