Apply for a Fleet Fuel Card - Whitehead Oil Company

Get fuel cards for your whole fleet with per-card purchase controls, driver PINs, odometer capture, and consolidated reporting — backed by Whitehead Oil’s regional delivery network and 65+ years of Nebraska service. The application takes about 10 minutes.

Have handy: your EIN, bank references, vehicle list (or a spreadsheet to upload), driver list, and bank account details for ACH payment setup. Sensitive fields are masked as you type and the personal guaranty is completed securely via DocuSign after you submit.

Prefer paper? Download the printable application (PDF) — or call us at (402) 435-3509 and we’ll walk you through it.

1Business & Credit

2Card Setup

3Vehicles

4Drivers

5Review & Sign

Company

This field is for validation purposes and should be left unchanged.

Whitehead Oil Company Fleet Card — powered by Intevacon. Complete this application online to open your fleet fuel account. It takes about 10 minutes; have your EIN, a couple of trade references, and your vehicle/driver list handy. Fields marked with an asterisk are required.

Business Information

Legal Business Name(Required)

Your full legal business name as it appears on tax and incorporation documents.

DBA / Trade Name

Any 'doing business as' name, if different. Leave blank if none.

Billing Street Address(Required)

Street address where invoices should be sent.

Physical Address (if different)

Leave blank if the same as billing.

City(Required)

State(Required)

ZIP(Required)

5-digit ZIP code.

Business Structure(Required)

Years in Business

Federal Tax ID (EIN)(Required)

9-digit EIN, formatted XX-XXXXXXX.

DOT # / MC # (if any)

If you operate as a regulated carrier. Leave blank if not applicable.

Business Phone(Required)

Main phone line for the business.

Contacts

Primary Contact — Name(Required)

Main person we should contact about this account.

Primary Contact — Title

Primary Contact — Phone(Required)

Primary Contact — Email(Required)

Where account correspondence is sent.

Fleet Manager — Name

If different from the primary contact.

Fleet Manager — Phone

Accounts-Payable / Billing — Name(Required)

Who handles invoices and payments.

Accounts-Payable / Billing — Email(Required)

Where invoices should be sent.

Fleet Profile & Fuel Needs

Number of Vehicles(Required)

Vehicles/assets that will use the program.

Number of Drivers(Required)

Estimated Monthly Gallons(Required)

Requested Credit Line ($)

Leave blank if unsure.

Fuel Types Needed (check all)(Required)

Unleaded

Mid-grade

Premium

Diesel (clear)

Off-road dyed diesel

DEF

Terms Requested & References

Requested Terms

Invoicing Frequency

Invoice Delivery

Trade Reference 1 (company & phone)(Required)

A business that extends you credit.

Trade Reference 2 (company & phone)

Bank Name(Required)

Bank Contact / Phone

For credit verification.

Card Program Setup (Intevacon Controls)

These choices set how every fueling is authorized and captured. With any model, the driver is prompted for an odometer or engine-hour reading at the pump.

Card Assignment Model(Required)

By Vehicle — one card per truck/asset

By Driver — one card per driver

Dual ID — driver PIN and vehicle ID both required (maximum control)

How cards are tied to your fleet.

Require an odometer / engine-hour entry at every fueling?(Required)

Yes (recommended)

Default Unit of Measure(Required)

Miles

Engine hours

Miles for on-road vehicles; engine hours for off-road equipment.

Also prompt for (check all)

Driver PIN

Vehicle ID

Trip / PO #

Per-Card Purchase Controls (optional defaults)

Gallons per Transaction

Max gallons in a single fill-up. Blank = no limit.

Transactions per Day

Gallons per Day

Product Restriction

e.g., diesel only. Blank = allow all.

Allowed Days / Times

e.g., Mon–Fri 5A–8P.

After-hours / Weekend Use

Allowed or blocked?

Reporting & Alerts

Report Recipient (email)(Required)

Who should receive fleet fuel reports.

Report Frequency

Send exception alerts (odometer anomalies, after-hours, over-limit)?

Yes (recommended)

Vehicle Roster

Add a row for each unit. For very large fleets, add your first several here and upload a full spreadsheet below.

Vehicles / Assets

Unit #

Make / Model

VIN

Plate

State

Fuel

Card #

Odometer

Units

Click the + to add rows. UOM = MI (miles) or HR (engine hours).

Upload Vehicle Spreadsheet (optional)

Accepted file types: csv, xlsx, xls, pdf, Max. file size: 1 GB.

For large fleets — attach a CSV/XLSX with the columns above.

Driver Roster

Complete this only if you selected "By Driver" or "Dual ID" for card assignment. Otherwise, continue to the next step.

Drivers(Required)

Driver Name

Employee ID

Driver PIN

CDL #

State

Auth. Vehicles

Gal / Day

Assign each driver a unique PIN; never share PINs between drivers.

Upload Driver Spreadsheet (optional)

Accepted file types: csv, xlsx, xls, pdf, Max. file size: 1 GB.

For large fleets — attach a CSV/XLSX with the columns above.

Owner / Authorized Signer

The owner or officer authorized to open this account. Identity verification and the personal guaranty are completed securely via DocuSign after you submit.

Full Legal Name(Required)

Full legal name of the owner or authorized signer.

Owner Title(Required)

Owner Mobile Phone

ACH / Bank Draft Authorization

Pre-authorized payment setup — required before your Whitehead Oil Company fuel card is issued. This authorizes Whitehead Oil Company to electronically withdraw fueling charges from the bank account below, and must be received at least 10 business days before the first draft. For your security, routing and account numbers are hidden as you type.

Account Holder — Full Name(Required)

Exactly as shown on bank records.

Account Holder — Email(Required)

Bank Name(Required)

Bank City / State(Required)

Routing Number (9 digits)(Required)

Hidden as you type.

Account Number(Required)

Hidden as you type.

Account Type(Required)

Checking

Savings

Account Purpose (per NACHA)(Required)

Personal

Business

Joint Account Holder — Full Name (if applicable)

Only if the bank account is jointly held.

ACH / Bank Draft Authorization(Required)

I authorize Whitehead Oil Company to initiate ACH debit entries from the account identified above, per the terms stated here.(Required)

I authorize Whitehead Oil Company (Originator) and its financial institution to initiate electronic debit entries — and, if necessary, credit entries and adjustments for debits made in error — to the bank account identified above. If a scheduled withdrawal date falls on a weekend or banking holiday, the payment will process on the next business day. If a payment is declined, I authorize Whitehead Oil Company to make up to two additional collection attempts along with any applicable late charges and returned-payment fees. I may dispute any unauthorized debit by notifying my financial institution within the timeframe allowed under NACHA Operating Rules (60 calendar days for consumer accounts). This authorization remains in effect until I provide written notice to Whitehead Oil Company (AR@whiteheadoil.com) in such time and manner as to allow the company and my bank a reasonable opportunity to act on it. My electronic signature below has the same legal effect as a handwritten signature under the federal E-SIGN Act.

Terms, Authorization & Signature

Credit Terms & Acknowledgment. By submitting, I certify that the information in this application is true and complete, and I authorize Whitehead Oil Company to verify it, including obtaining business and personal credit reports and contacting the references and bank listed. I agree to pay all amounts charged to the account by the invoice due date. Past-due balances may accrue a finance charge of 1.5% per month (18% APR) or the maximum allowed by Nebraska law, plus reasonable collection and returned-payment fees. I am responsible for all authorized use of every card issued on this account, including use with an assigned driver PIN or vehicle ID, and will notify Whitehead Oil Company immediately to deactivate a lost, stolen, or compromised card.

Personal Guaranty. To induce Whitehead Oil Company to extend credit, the undersigned personally and unconditionally guarantees payment of all amounts owed on this account, and agrees this guaranty is continuing until revoked in writing.

Credit Terms Acknowledgment(Required)

I have read and agree to the Credit Terms & Acknowledgment above.(Required)

Personal Guaranty(Required)

I personally and unconditionally guarantee payment of all amounts owed on this account.(Required)

Type your full legal name to sign(Required)

Typing your name is your electronic signature under the federal E-SIGN Act.

Title(Required)

Date(Required)

MM slash DD slash YYYY

Your electronic signature has the same legal effect as a handwritten signature under the federal E-SIGN Act. A copy of your submission and the date/time will be recorded with your entry.

Fleet card questions, answered

How long does approval take?
The online application takes about 10 minutes. Once we have your references and credit review — typically 1–2 business days — we set up your account, and cards ship after your ACH authorization clears (allow up to 10 business days before the first draft).

What can I control on each card?
Per-card limits on gallons per transaction and per day, product restrictions, allowed days and hours, driver PINs, vehicle IDs, and odometer prompts — all managed through the Intevacon platform with exception alerts.

Where can my drivers fuel?
Across Whitehead Oil’s regional network in southeast Nebraska and north central Kansas. Pair the card program with scheduled bulk delivery or on-site mobile fueling for yards and job sites.

How does billing work?
One consolidated statement with per-card and per-driver detail, paid by ACH bank draft — no card fees. Your reports can go to whoever you designate, on the schedule you choose.

Is my bank information safe?
Routing and account numbers are masked as you type, sent over an encrypted connection, and visible only to the staff who administer accounts. The personal guaranty is completed separately through DocuSign’s audit-trailed platform.