Checklist template

Fleet card and payment fraud controls at fuel stations

A ready-to-use checklist with 100 items in 6 sections, covering Card acceptance rules, Prompts, Suspicious transactions, Chargebacks, Training, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 100 Items
  • 86 Yes / No checks
  • 5 Scored ratings
  • 111 Points

Use this template How audits work

1. Card acceptance rules 17 items

  1. A list of the fleet card brands accepted at the site is kept at the register Yes / No 1 pt
  2. Decals of the accepted fleet cards are shown on the dispensers or the door Yes / No 1 pt
  3. The cashier asked could name the fleet cards the site accepts Yes / No 1 pt
  4. Cashiers know that a fleet card marked "fuel only" cannot pay for merchandise Yes / No 1 pt
  5. The point of sale declines restricted products on a fuel-only card without a cashier override Yes / No 1 pt
  6. The cashier asked knows that merchandise is never rung as fuel to get around a card's product restriction Yes / No 1 pt
  7. A fleet card embossed with a vehicle number is accepted only for a vehicle, not for a portable container Yes / No 1 pt
  8. The cashier asked knows that a card number is never keyed in by hand when the card is not present Yes / No 1 pt
  9. Manual card entry at the register requires a manager's code Yes / No 1 pt
  10. Cards that fail to read are declined instead of being forced through offline Yes / No 1 pt
  11. The cashier asked knows that one purchase is never split into several transactions to stay under a card limit Yes / No 1 pt
  12. The cashier asked knows that a customer's card is never used to pay for another customer's fuel in exchange for cash Yes / No 1 pt
  13. Chip-capable cards are inserted, not swiped, at the indoor terminal Yes / No 1 pt
  14. Cash back is not given on any fleet card transaction Yes / No 1 pt
  15. Gift card and prepaid card sales cannot be paid with a fleet card Yes / No 1 pt
  16. Company policy on voice authorization during a network outage is posted at the register Yes / No 1 pt
  17. Knowledge of acceptance rules among cashiers asked Rating
    • Accurate 5 pts
    • Partly accurate 3 pts
    • Not known 1 pt

2. Prompts 17 items

  1. Fleet cards prompt for the odometer reading at the dispenser where the card requires it Yes / No 1 pt
  2. Fleet cards prompt for the driver ID or PIN at the dispenser where the card requires it Yes / No 1 pt
  3. Fleet cards prompt for the vehicle or unit number where the card requires it Yes / No 1 pt
  4. A test transaction with a company fleet card showed the expected prompts at the dispenser Yes / No 1 pt
  5. A test transaction with the same card showed the expected prompts at the indoor register Yes / No 1 pt
  6. Cashiers ask the driver for prompt answers instead of entering made-up values Yes / No 1 pt
  7. An odometer entry of zeros or repeated digits is not accepted by the cashier Yes / No 1 pt
  8. Driver IDs are entered by the driver on the PIN pad, not called out to the cashier Yes / No 1 pt
  9. Debit and credit cards prompt for the postal or ZIP code at the dispenser where the processor supports it Yes / No 1 pt
  10. The dispenser cancels the sale when a required prompt is left unanswered Yes / No 1 pt
  11. The pay-at-pump preauthorization limit matches the value set by company policy Yes / No 1 pt
  12. High-flow diesel lanes have their own preauthorization limit set for commercial fills Yes / No 1 pt
  13. Dispensers stop the sale at the card's authorized amount Yes / No 1 pt
  14. Receipts for fleet card sales print the odometer and the vehicle or driver number entered Yes / No 1 pt
  15. Receipts mask the card number except the last four digits Yes / No 1 pt
  16. Fueling positions where the fleet card prompts did not appear in the test Number
  17. Prompt configuration at dispensers and register Rating
    • Correct at every point tested 5 pts
    • Missing at some points 3 pts
    • Prompts bypassed or not configured 1 pt

3. Suspicious transactions 18 items

  1. Cashiers were able to describe at least two signs of fleet card misuse Yes / No 1 pt
  2. The warning signs taught to cashiers include one card used at several dispensers within a few minutes Yes / No 1 pt
  3. The warning signs taught to cashiers include a fleet card filling a vehicle that does not match the company name or unit number on the card Yes / No 1 pt
  4. The cashier asked would refuse or report, per company policy, a fleet card used to fill drums, bladders or a tank in a truck bed Yes / No 1 pt
  5. The warning signs taught to cashiers include a volume far larger than the vehicle's tank could hold Yes / No 1 pt
  6. The cashier asked would tell the manager about a customer trying several declined cards one after another Yes / No 1 pt
  7. The cashier asked would report a driver offering to fill other customers' vehicles for cash Yes / No 1 pt
  8. Each case of repeated maximum-value fills on one card in a day in the last 7 days of transactions has a manager's note Yes / No 1 pt
  9. The daily transaction report is scanned for fleet card sales made while the store was closed Yes / No 1 pt
  10. The report of manually keyed card transactions carries the manager's initials for each of the last 4 weeks Yes / No 1 pt
  11. Refunds to a card are made only to the card used for the original sale Yes / No 1 pt
  12. Card refunds listed by cashier for the last 4 weeks were each matched by the manager to an original sale Yes / No 1 pt
  13. Video is saved when a suspicious fleet card transaction is reported Yes / No 1 pt
  14. The license plate is noted when a suspicious transaction is reported Yes / No 1 pt
  15. Cashiers know they must not confront or detain a suspected fraudster Yes / No 1 pt
  16. The fleet card issuer's fraud line number is posted at the register Yes / No 1 pt
  17. Suspicious card transactions reported by the site in the last 90 days Number
  18. Detection of suspicious transactions Rating
    • Staff alert and reports made 5 pts
    • Aware but nothing reported or reviewed 3 pts
    • Not aware 1 pt

4. Chargebacks 16 items

  1. Chargeback and retrieval notices reach the site manager within the time set by company policy Yes / No 1 pt
  2. Each notice in the last 90 days was answered before the processor's deadline Yes / No 1 pt
  3. Chargebacks received in the last 90 days Number
  4. Chargebacks lost in the last 90 days Number
  5. Value of chargebacks lost in the last 90 days (dollars) Number
  6. A log lists each chargeback with its date, card type, amount and outcome Yes / No 1 pt
  7. The log records whether each disputed sale was at the dispenser or inside Yes / No 1 pt
  8. The transaction receipt or journal entry was supplied with each response Yes / No 1 pt
  9. Video of the disputed transaction was saved where it was still available Yes / No 1 pt
  10. Chargebacks are reviewed for a repeat dispenser, cashier or time of day Yes / No 1 pt
  11. Chargebacks caused by swiped or keyed transactions were followed up with the cashier involved Yes / No 1 pt
  12. Chargebacks on fleet cards with missing prompt data were traced to their cause Yes / No 1 pt
  13. The manager could explain that the site bears the loss on a fraudulent sale made without reading the chip Yes / No 1 pt
  14. Chargeback fees on the monthly processor statement are checked against the chargeback log Yes / No 1 pt
  15. The district manager reviews the chargeback log at each visit Yes / No 1 pt
  16. Handling of chargebacks Rating
    • Logged, answered on time and analyzed 5 pts
    • Answered but not analyzed 3 pts
    • Notices missed or unanswered 1 pt

5. Training 16 items

  1. Every cashier completed card acceptance training before working a register alone Yes / No 1 pt
  2. Fleet card rules are part of the cashier training material Yes / No 1 pt
  3. Training records show the date for each employee Yes / No 1 pt
  4. Refresher training on card fraud was given in the last 12 months Yes / No 1 pt
  5. Date of the last card fraud refresher training Date
  6. A quick reference card on fleet card prompts is kept at each register Yes / No 1 pt
  7. Cashiers know how to make a suspect-card ("Code 10") call to the card processor Yes / No 1 pt
  8. Cashiers know what to do with a card left behind by a customer Yes / No 1 pt
  9. Cards left behind are logged and locked in the safe Yes / No 1 pt
  10. Unclaimed cards are destroyed or returned to the issuer after the time set by policy Yes / No 1 pt
  11. Overnight cashiers received the same card fraud training as day cashiers Yes / No 1 pt
  12. Fraud alerts from head office or the card issuer are posted in the back office Yes / No 1 pt
  13. Employees sign to show they have read each new fraud alert Yes / No 1 pt
  14. Cashiers know to refuse a phone caller's request to activate gift cards or prepaid cards Yes / No 1 pt
  15. Employees know never to read card or terminal details to a caller claiming to be technical support Yes / No 1 pt
  16. Cashiers on the current schedule with no card acceptance training on record Number

6. Records 16 items

  1. Signed receipts for indoor fleet card sales are kept where the card requires a signature Yes / No 1 pt
  2. Card receipts are stored in a locked cabinet or office Yes / No 1 pt
  3. Receipts and journals are kept for the period required by the card processor Yes / No 1 pt
  4. Stored receipts show no full card number Yes / No 1 pt
  5. No card numbers are written on paper, sticky notes or in a logbook Yes / No 1 pt
  6. The electronic journal can be searched by card type and date Yes / No 1 pt
  7. The manager retrieved a fleet card transaction from last month during the visit Yes / No 1 pt
  8. Batch settlement reports are filed by day Yes / No 1 pt
  9. Fleet card totals on the settlement report match the day report on the 3 days sampled Yes / No 1 pt
  10. Settlement rejects are investigated on the day they appear Yes / No 1 pt
  11. Voice authorizations made during network outages are recorded with the approval code of each sale Yes / No 1 pt
  12. Receipts past the retention period are shredded, not put in the trash Yes / No 1 pt
  13. Findings from the previous payment fraud review have been corrected Yes / No 1 pt
  14. Name of the site manager Short text
  15. Overall control of fleet card and payment fraud at this site Rating
    • Rules known, prompts working, exceptions reviewed 5 pts
    • Rules known, with gaps in prompts, reviews or records 3 pts
    • Rules not known or prompts bypassed 1 pt
  16. Findings and corrective actions Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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