Here are the best practices for training your staff to use the Chevron fleet card effectively and responsibly.
1. Start With Clear Policy Guidelines
Before distributing any Chevron fleet cards, ensure your team understands the policies and expectations surrounding their use. Create a written fuel card policy that outlines:
Who is authorized to use the card
What types of purchases are allowed
Spending limits or daily caps
What to do in case of a lost or stolen card
Consequences of misuse or fraud
Providing clarity from the start builds a strong foundation and prevents misunderstandings down the road. Be sure to have each employee review and sign the policy to acknowledge their understanding and commitment.
2. Host a Kick-Off Training Session
When rolling out the Chevron fleet card program, conduct an in-person or virtual training session. This gives you the opportunity to:
Demonstrate how to use the card at Chevron and Texaco stations
Walk through transaction steps at the pump
Explain how to enter driver ID or mileage, if required
Review best practices for recordkeeping and receipts
Answer any questions in real time
This hands-on approach helps employees feel more comfortable with the system and ensures consistency across your team.
3. Use Real-World Scenarios
Incorporate common scenarios into your training to make the information more relatable and easier to retain. For example:
A driver encounters a pump error—what should they do?
Someone needs to refuel outside of normal business hours—are there guidelines?
An unauthorized purchase appears on the card—how is it reported?
Working through these situations together helps reinforce appropriate behavior and builds team confidence in using the fleet card responsibly.
4. Explain the Benefits of the Chevron Fleet Card
Helping your team understand why they’re using the Chevron fleet card can lead to greater buy-in and better compliance. Highlight the benefits such as:
Access to over 8,000 Chevron and Texaco stations nationwide
Real-time expense tracking for improved budgeting
Reduced need for cash reimbursements or personal credit cards
Security features like driver PINs and purchase controls
Streamlined reporting and administration for fleet managers
When employees understand how the card makes their jobs easier—and how it protects the company—they're more likely to use it appropriately.
5. Monitor Usage and Provide Feedback
Training doesn’t stop after the initial session. Regularly monitor card usage to identify patterns, ensure compliance, and address any issues proactively. Use your fleet management dashboard to review:
Fuel purchase frequency
Average spend per transaction
Time and location of purchases
Any anomalies or unauthorized activity
If issues arise, address them one-on-one in a constructive way. Use it as a learning opportunity to reinforce the correct usage of the Chevron fleet card.
6. Keep Training Materials Accessible
Your team may not remember every detail from their initial training. That’s why it’s helpful to provide quick-reference materials such as:
A step-by-step user guide
A list of FAQs
Contact information for support
A copy of your fuel card policy
Consider storing these resources in a shared digital folder or printing laminated cards for each vehicle. Easy access to information empowers drivers to make the right choices in the field.
7. Recognize and Reward Good Practices
Positive reinforcement can be a powerful motivator. Acknowledge team members who consistently follow best practices, maintain accurate records, or help others troubleshoot issues. Consider implementing a small reward system—such as a monthly recognition or incentive program—to encourage responsible and efficient card usage.
The Chevron fleet card offers a smart, scalable solution for managing fuel expenses across your business. But to fully unlock its potential, your team needs to be well-trained, informed, and accountable. By following these best practices, you’ll not only reduce risk and improve compliance—you’ll also build a culture of trust and efficiency around your fleet operations.
With the right training and tools in place, the Chevron fleet card becomes more than a payment method—it becomes a strategic asset for your business.
