Serves the Commercial Small Fleet Market of 10 – 50 Vehicles

Prepaid Expense Card Gives Employers More Control Over Employee Purchases

May 2013, by Greg Basich - Also by this author

Fuel cards are fairly common among fleets, but often small- and medium-sized businesses need to give their employees more flexibility when it comes to company purchases. With flexibility comes responsibility, though, and many businesses want to ensure their employees are buying what they are supposed to buy, and can track those purchases — when they give their employees company credit cards to use.

A company called PEX Card offers a prepaid business expense card program, which provides a mix of flexibility and oversight, including a new mobile app for iPhone and Android smartphones that gives employers information at a glance and control of their employees’ business-related purchases.

Business Fleet spoke with PEX Card CEO Toffer Grant about how small- and medium-sized businesses can use the PEX Card, and its related PEX Mobile app, to monitor and manage expenses related to business use of a company vehicle.

An example of a PEX card used by employers.
An example of a PEX card used by employers.

To start, Grant used transportation companies as an example, saying they use the PEX Card as a centralized purchasing tool.  

“Cardholders are repair shop managers, drivers and office staff, all of whom need to purchase parts, fuel, etc. at various times of the day and for differing reasons, all so they can do their jobs,” Grant said. “Because it is a prepaid card, businesses can feel comfortable giving cards to staff that they normally wouldn’t give a credit card to.”

Although PEX offers a Web-based application for the employee designated as the program’s administrator, the company also offers two apps, part of the PEX Mobile service — one for program administrators and another for the employees using the card in the field.

“Admins can do about 90% on the mobile app of what the Web app can do, and cardholders use it as a quick reference for balance info and transaction detail,” Grant said.

One major benefit to using the PEX Card is that it gives card program administrators a number of controls over how employees can use it. For instance, the PEX Card Web and mobile application provide spending limits based on 11 different merchant categories, such as allowing fuel purchases but disallowing the card’s use at a restaurant.

According to Grant, program admins typically set spend rules based on three criteria: an employee’s job function, what the employee needs to spend money on within that function, and how often the employee needs to make business-related purchases.

“Because the system handles balance and rule changes in real time, all changes made to cards can happen on the fly, meaning the moment the admin makes a balance change is the moment the employee can swipe the card,” Grant explained. “While there are spend rules, there are also card funding rules, too. An admin can set up a card to ‘recharge’ or ‘reload’ according to a schedule, for example, daily, a day of the week, or on the first of the month, which is all good for budgeting and cash exposure management. There is also a trigger balance funding rule so the card can never run out of money; when a card is spent down to a particular balance, it will trigger the system to add more money to the card.”

The PEX Card program is designed to be affordable for a range of businesses. PEX requires payment of a one-time setup fee of $49.95 (per company) and a monthly fee of $7.50 per card. (Note: PEX waives the fee if a business spends more than $50,000 in any given month using the card.) PEX doesn’t charge any fees for support, for transactions or for incidentals, such as account maintenance or automated clearing house (ACH) deposits. But the company does charge $25 for late payments and for select services.

Find out more about the PEX Card at the company’s website at

Twitter Facebook Google+


Please note that comments may be moderated. 
Leave this field empty:

Fleet Incentives

Determine the actual cost of owning and running a vehicle in your fleet. Compare vehicles by class and model.


Fleet Tracking And Telematics

Todd Ewing from Fleetmatics will answer your questions and challenges

View All


Fleet Management And Leasing

Merchants Experts will answer your questions and challenges

View All


Sponsored by

Sutton Leasing was founded in 1989. The company leases cars, trucks, equipment, and provides fleet management services.

Read more


Market Trends

Mike Antich
Fleet Will Need to Reinvent Itself as a New Vision of Fleet Management Emerges

By Mike Antich
Over the past several decades, the purchasing managers of yesteryear reinvented themselves into procurement professionals whose function is now viewed as a strategic asset that provides a competitive advantage to a corporation. Can fleet management, likewise, elevate its perceived value to a corporation, especially in the eyes of its senior management? I say yes, and the timing is right to do so.

Deciphering the DNA of Award-Winning Fleet Professionals

By Mike Antich

View All

Driving Notes

Chris Brown
2018 Mercedes Benz GLS450 4MATIC

By Chris Brown
The Mercedes-Benz GLS450 is the S class of SUVs. That’s expressed through Mercedes’ new nomenclature, which as of the 2017 model year carries the same levels across SUVs, sedans, coupes, and roadsters.

2017 Jeep Wrangler Unlimited Chief

By Stephane Babcock

View All

Nobody Asked Me, But...

Sherb Brown
Fair and Balanced

By Sherb Brown
The mainstream media may have sold out lock stock and barrel to the fringe elements but as a fleet decision maker you still have some tremendous resources that you can rely on.

New Faces in Safe Places

By Sherb Brown

View All

Auto Focus

Chris Brown
Understanding The Fleetification of Everything

By Chris Brown
As fleet miles increase exponentially, and as new stratum of fleet enter both consumer and business use cases, the "founding fathers" who gathered at Fleet Forward in Miami last week have some work to do.

The Problem with Valuing Safety Technology

By Chris Brown

View All


Up Next

More From The World's Largest Fleet Publisher