How do Fuel Cards Work for Employees


If you’re an employer or manager of a fleet, you’re probably familiar with the main benefits of fuel cards. However, you may not be aware of the benefits of fuel cards for employees. In this post, we will explain the benefits of fuel cards for employees, as well as answering the question, 'how do fuel cards work for employees?'.

For employees, it’s good to know that once a company has successfully applied for fuel cards, they can be assigned either to individuals within the business or particular vehicles, which is useful when multiple drivers use the same fleet vehicle. 

How to Use a Fuel Card

  1. Arrive at a petrol filling station within the network covered by your fuel card
  2. Fill your vehicle with your required amount of petrol or diesel
  3. Make payment with your fuel card – provide relevant points card if using a supermarket fuel card
  4. Input your personal PIN
  5. Continue on your journey with the knowledge your spend has been logged and an itemised invoice has been recorded for expenses

For more information on how to use a fuel card and the application process, read our complete guide to fuel cards.


The benefits of fuel cards as an employee

Efficient payment

The only thing you require when paying for fuel is your fuel card. They are easy to use via chip-and-PIN - simply hand the card over once you’ve filled up and it’s as easy as that. So why not just use a credit/debit card? Well, fuel cards are a much more efficient option for employees because you don’t need to keep the receipts for each transaction. Not only will you not have to wait weeks and endure the hassle of getting expenses reimbursed, but you will also no longer need to keep the receipts for VAT rebates for your employer. Real-time text and email receipts are available as part of the fuel card account manager service. As well as this, invoices are sent through based on activity, allowing employees to be relieved of the responsibility of having to get a physical receipt each time.


Depending on the fleet or company you are an employee of, you may have to drive long distances or multiple journeys, which requires you to carry a lot of cash in order to keep on top of fuel. Carrying cash in any instance, but particularly a larger amount, puts you at risk of attracting thieves, creating a risk to your own security. However, with a fuel card all that risk is taken away, as cash isn’t needed at all to pay for fuel.

In addition, as an employee you will always be secure in the knowledge that you’re able to get the amount of fuel you need for your vehicle, there will be no issues of you running out of cash and being left alone stranded in an unknown area you were meant to just be passing through.  


Account management services

Occasionally, hiccups can happen which may prevent you from using your fuel card, however, one of the great benefits when it comes to fuel cards is the account management service that runs alongside it. If your card does gets declined, there’s no need to panic. In fact, every day fuel card account managers help to solve common issues like these:

  1. PIN being entered incorrectly.
  2. Filling up at a station not within your network.
  3. Buying unrelated fuel products on the card.

If any of these do occur you it’s not usually a problem, and something your fuel card provider would be able to fix. Most reputable suppliers offer account management services and will sort any problems on the account regardless of whether you are the account holder. Furthermore, problems like filling up at the wrong station can be easily prevented in the future by using garage locator tools and apps.

Overall, fuel cards are an efficient and secure way for any employee to fill up a company vehicle. If you are interested in finding out more about whether a fuel card would be suitable for the routes you take, then check out our fuel card comparison tool, to see whether we may able to make your day-to-day working life much easier for you.