Nothing is more frustrating than getting a call from a driver who got their fuel card declined in the middle of a delivery. You have to scramble and try to figure out why the fuel card is getting declined, reset the card, and get your driver back on the road. To help you avoid this problem, we’ve put together the 3 most common reasons fuel cards will get declined and how to fix them.
1) Driver Is Entering The Wrong Pin Number
I know it goes without saying, but you have no idea how many times a driver will claim they are entering the right pin number even though they’re not.
Solution: To avoid this, keep a spreadsheet of all your fuel cards’ pin numbers on your phone so you have the correct pin number with you at all times.
2) Driver Is Trying To Fuel Outside Of The Fuel Card Limits
If you set up fuel card parameters such a gallon limits, time frame limits, and transaction limits when you ordered your fuel cards, any purchase outside of those parameters will be declined. So if you have a driver who’s trying to buy fuel at 5:30 p.m. and the fuel card is set to shut off at 5 p.m., the card won’t work.
It’s also worth noting that every time your driver swipes their fuel card at the pump and the pump starts processing the transaction, it counts as a transaction even if the pump doesn’t turn on. So if they try too many times, the fuel card will get declined for exceeding the transaction limit.
Solution: Like mentioned above, keep a spreadsheet with you at all times with all your fuel card details so you can know all the restrictions set to a specific card. If you need to change a driver’s parameters to let them buy fuel, you can log on to your online fuel card account or contact your fuel card provider.
3) Fuel Card Is Not Accepted At Location
Make sure your fuel card is accepted at the gas station you are trying to buy fuel at. If you have a universal fuel card such as a Voyager card or WEX card you shouldn’t have any problems finding locations because these cards are accepted virtually anywhere. However, if you are fueling with a cardlock fuel card or OTR (over the road) fuel card you’ll need to be more familiar with the accepting locations.
Solution: Most fuel card companies now have mobile apps where your drivers can find the closest accepting location so you don’t have to scramble to find accepting locations for your drivers.
Here are links to the most popular fuel card site locator apps;
Voyager Fuel Card Mobile App
iOS App
Android App
WEX Fuel Card Mobile App
iOS App
Android App
CFN FleetWide Fuel Card Mobile App
iOS App
Android App
Fuelman Fuel Card Mobile App
iOS App
Android App
Comdata Fuel Card Mobile App
iOS App
Android App
Pacific Pride Fuel Card Mobile App
iOS App
Android App
