When it comes to managing fuel expenses for a business, Esso business gas cards are an excellent tool for streamlining purchases, improving accountability, and saving on costs. However, to fully unlock the benefits of these cards, businesses must invest in training their employees on proper usage. A well-trained team can help prevent misuse, enhance operational efficiency, and ensure the company is getting the maximum value from their fuel program.
Whether you're introducing Esso business gas cards for the first time or looking to refresh your company’s policies, this guide will help you implement a successful employee training program.
Why Training Matters
Employee training is crucial to the successful deployment of any company resource. While Esso business gas cards are designed to be user-friendly and intuitive, without clear guidance, employees may misuse them—either accidentally or intentionally. Common issues include using the card for unauthorized purchases, fueling non-company vehicles, or failing to provide accurate odometer readings.
Training ensures that employees understand the purpose of the cards, the expectations around their use, and the consequences of misuse. It also provides an opportunity to educate staff about the features and benefits of the card, such as:
Competitive fuel discounts at Esso™ and Mobil™ stations
Detailed reporting for tracking fuel expenses
Customizable spending controls
Access to a wide fuel network across Canada
Step 1: Introduce the Program Clearly
Start by explaining why the company is implementing Esso business gas cards and how they support the business. Clarify that the primary goal is to reduce fuel costs, simplify accounting, and monitor fleet fuel usage.
Let your team know that the program is not just about saving money—it’s about accountability, convenience, and ensuring your fleet operates efficiently.
Step 2: Explain Authorized Usage
Define what constitutes proper use of the cards. This includes:
Fueling only company-owned vehicles
Using only for fuel, oil, or vehicle-related purchases approved by the company
Entering accurate odometer readings when prompted
Keeping receipts when required by company policy
Reporting lost or stolen cards immediately
Give employees examples of unauthorized use as well, such as purchasing snacks, personal fuel, or using the card after hours for non-business travel. Make it clear that misuse may lead to disciplinary action.
Step 3: Demonstrate How the Card Works
Hands-on training is always more effective than theoretical instruction. If possible, take employees to a local Esso or Mobil station and walk them through a transaction using the Esso business gas cards. Show them how to:
Swipe the card or use a chip-and-PIN process
Select the appropriate pump
Input vehicle data like mileage
Follow the payment instructions
Collect a receipt (if required)
Also, explain any mobile app or online platform features that might be available, such as tracking card usage or managing transactions on the go.
Step 4: Review Spending Limits and Controls
One of the standout features of Esso business gas cards is the ability to customize spending limits and control usage by card or driver. Make sure your employees are aware of these controls.
For instance, you might set:
Daily or weekly fuel limits
Maximum purchase amounts per transaction
Restrictions on types of purchases (fuel only vs. fuel and oil)
Employees should understand that these controls are not about restricting trust but about ensuring consistency and safeguarding the company’s finances.
Step 5: Emphasize Security
Educate your staff about the security features of the Esso business gas cards. Each card can be linked to a specific driver or vehicle, and PINs can help prevent unauthorized access. Remind employees to keep their PINs confidential and to avoid leaving cards in unattended vehicles.
Explain the steps to take if a card is lost or stolen, such as reporting it immediately to the program administrator or via the Esso Business Cards customer service portal. Encourage vigilance and proactive communication.
Step 6: Implement a Reporting and Accountability System
Create a simple reporting process for employees to submit their fuel usage regularly. Even though the Esso business gas cards come with detailed reporting tools, having employees involved in the process encourages responsibility.
Your reporting system can include:
Monthly mileage logs
Receipts, if applicable
Notes on any unusual transactions or issues encountered
Also, schedule periodic audits to compare card statements against logs or GPS data, ensuring alignment between reported and actual usage.
Step 7: Reinforce with Ongoing Training
Training should not be a one-time event. Hold periodic refresher sessions or incorporate fuel card usage tips in your regular team meetings. If updates or new features are added to the Esso business gas cards program, make sure your employees are aware and understand how to use them.
You can also create a short guide or checklist that employees can refer to if they forget the steps or need a quick reminder.
The Esso business gas cards program is a powerful tool for businesses managing vehicle fleets or teams that travel frequently. But the full value of the program can only be realized when employees use the cards correctly and responsibly.
By providing clear training, setting expectations, and maintaining open communication, you can foster a culture of accountability and ensure that every litre of fuel purchased contributes to the productivity and success of your company.