Operations
A rule was broken and the fuel is still yours.
Card misuse
Misuse is real. It is not the same file as theft.
A driver buying fuel for a personal vehicle, a card lent to a friend, or a purchase past the limit is misuse. Treating it as theft, or ignoring it as a typo, both cost you.
Sort the behavior, not the anger
Misuse still shows up as a swipe. The difference is what the evidence supports. Fuel in a company tank with a broken rule is a conversation with operations. Fuel with no company truck nearby is a different conversation.
I write the line so the right person gets it. Finance should not chase a unit-number habit. Dispatch should not be asked to prosecute a card that never met a truck.
Limits and product type
Cards already know gallons, product, and often a limit. I read that file. I do not change the limit. If the same card repeats a pattern, the Monday note says so in one line, not as a novel.
The Southeast fleet of 200 or more trucks had both problems in week one: theft and card misuse together were more than $2,000. I keep those words because that engagement mixed them, and I will not borrow the figure for your fleet.
What I look for
Where a misuse line goes
Dispatch
The unit number is wrong and the gallons are in a fleet tank.
A reviewer
No truck explains the pump. Receipts and video, then a decision.
Short answers
Before you book.
I will show the pattern. Your company decides the rule and the consequence.
If it is on the card and it should tie to a unit, it is in the match. The label depends on the evidence, not the product name.
Next step
Let's separate misuse from theft.
15 minutes on the card you already issue. No new software for the shop to learn.