Software helps fleet operator unmask serious fuel fraud
The issue came to light when a Mycompanyfleet customer noted that alerts were displaying on the visual dashboard of his FleetHR system for fuel transactions that were being made by a company employee.
The reason for the alerts was that the employee had left the business but was continuing to purchase fuel through a company fuel card. The HR department had updated its personnel records but had failed to notify the fleet department about the change.
However, when the employee continued to use their fuel card to fraudulently buy fuel, the Mycompanyfleet system flagged up an alert, which demanded immediate investigation by the fleet manager.
This is not the first time such a situation has occurred. In the past such cases could have resulted in the former employees buying fuel to the value of the tens of thousands of pounds because they were still able to use their fuel cards after leaving the company. However, in this instance the software prevented that from happening.
Mycompanyfleet's product manager, Paul Jackson, said: 'It is quite typical in our experience for there to be little communication between the HR and fleet departments when in fact it is vital that the two are in regular contact. Our FleetHR system interfaces readily and easily with any HR software system to ensure that changes to employee records are instantly communicated to the relevant manager, including fleet.
'Our parent company, NorthgateArinso, is the world's number one provider of HR software systems and interfacing with most HR solutions is not a hurdle for us like many of our competitors,' he added.
The FleetHR system has a number of configurable options that flag up when exceptions occur, such as the purchase of fuel in this case. These include alerts to show when a contract has expired, when business mileages have been exceeded, or when fuel is being purchased without suitable authority levels.
'FleetHR is highly configurable and fleet managers can select from a number of alerts that they can enable within the system to tell them when exceptions or questionable activities are occurring,' added Jackson.