Frequently Asked Questions Diplomats/Mission/Military

Automated tax-claims for your fuel expenses. Our service is truly unique and one which no other company can offer.  Not only do we offer the largest selection of fuel cards available in the UK, but more importantly for the Diplomatic Corps and Military Organisations, we will fully automate and digitise the fuel reclaim process removing the need for your admin department to waste valuable resources on this laborious time consuming task. We will generate your individual Diplomats or Missions fleet claims on a regular basis in a matter of seconds and hand deliver them to the Mission for approval, it is a truly wonderful solution to a complicated process.

Biggest fuel discount available for the diplomatic community.  We negotiated the largest fuel discount available for the diplomatic community of the UK. With fuel discounts of up to 4pence per litre at pump price, you will not find any cheaper fuel.

Sign up, fill up, and let the fuel card pay at the pump. All the rest is done digitally and automatically. The payment for the fuel is done a week later by direct debit. Your claim documents are generated automatically every two months and delivered to your Mission, it could not be simpler.
Diplomatic Card Services is also approved by HMRC to act as an agent of authority, giving the opportunity to automatically transfer the taxes back to all the individual bank accounts after we have received it from HRMC.

No. Diplomatic Card has a special agreement with HMRC which allows you to submit our transaction invoice (emailed weekly) as your fuel receipt for the claim, this means there is no more shoe boxes of receipts to go through and most definitely no more lost receipts, this alone will save an individual and the mission hundreds of pounds each year.

No. Once an individual or the mission have signed up with us, we take care of every aspect of your Form10 automatically. Every 2 months Diplomatic Card automatically generates the Form10 and the Summary Form10 and hand deliver it to the Mission at a convenient time. The admin department arranges for the Head of Mission to authorise and sign the claim and they then contact Diplomatic Card to arrange collection. We then deliver it to the FCDO on your behalf, it couldn’t be simpler!

Seconds. Our system is so advanced, it takes longer to print the claims than it does to generate them. Even an annual claim for 50+ vehicles, consisting of over 150 pages, only takes seconds to create, it is truly remarkable!

Optionally. Diplomatic Card Services is approved by HMRC to act as an agent of authority, giving the opportunity to automatically transfer the taxes back to all the individual bank accounts after we have received it from HRMC. This is an optional service that the mission can choose to opt for. It takes away the painstaking process of calculating and manually transferring all the the individual tax amounts to all the individual bank accounts.

No. There is no fixed contract. You can cancel our services at any time assuming all invoices are settled.

No. Your fuel card is linked to your bank account through a direct debit mandate. Any purchase you make is direct debited from your account after we notify you via email of all the transactions and purchases you made with your Diplomatic fuel card 5 days before the direct debit.

Automatic payments. A  Direct Debit Mandate is the authorisation given by the diplomat or the mission, allowing Diplomatic Card Services UK to collect future payments on a GBP-denominated bank account. The Direct Debit service is used to collect all costs related to the use of our services and the transactions made with our fuel card. We announce direct debits 5 days before by sending our invoice by email on Thursdays.

No. You cannot use a foreign bank account. The condition is that your bank is direct debit supported. Diplomatic Card Services will validate your bank account number upon registration.

Give us a call and we will close the account and any deposits held will be refunded.

Both. We cater for your official fleet of vehicles, from one Flag Car to 50+ vehicles, across all the various departments of the mission. We also supply our full service to individual diplomats and military personnel and their personal vehicles.

Directly or through the mission. Either as the mission and diplomats do now, a direct payment from HMRC. It's the mission's responsibility to transferring the individual payments to the departments and individual Diplomats their bank accounts.
Or take advantage of the special agreement Diplomatic Card have with HMRC and give instructions for us to pay directly to all the individual accounts once the payment is received from HMRC.

Almost all of them. We offer you almost all network fuel cards. You can choose the fuel cards that suits you best, you can have even 5 fuel cards for your 1 vehicle to cover all fuel stations in the UK.

You can choose all brands. With our fuel card, all the major oil brands (Esso, Shell, Texaco, BP, etc.)  and low cost supermarket sites ( Asda, Tesco Sainsburys, Morrisons, etc.) are included along with a large proportion of small independent sites. You will be hard pushed to find a service station who doesn’t accept one of our fuel cards!

Yes. Our fuel card can be used to purchase fuel belonging to the fuel group specified on your application form, Diesel, Petrol or LPG.

Yes. However, it is ONLY possible to buy vehicle related goods from the fuel service station, like AdBlue, engine oils, lubricants, carwash etc. Unfortunately, by law it is not possible to purchase none vehicle related items such as, food, drinks, sweets, sorry! Our platform will automatically separate the vehicle related goods like carwash and lubricants on the invoice when creating the Form10.

Yes. For both personal and official use, more than one card can be issued for each vehicle. All Diplomatic fuel cards need to be linked with a specified vehicle licence plate. You can have multiple network fuel cards for one vehicle.

No. Unfortunately, the use of the Diplomatic fuel card is limited within the borders of the UK. You are only allowed to claim back taxes on purchases made within the UK.

Yes. Your card can be blocked in a second by making contact with our Support Desk or emailing Info@diplomaticcard.co.uk. In addition, we will create a replacement card at once (if applicable).

Contact us. For security reasons, your Diplomatic fuel card will be blocked after three failed attempts. To unblock your Diplomatic fuel card, kindly call our Support Desk or email Info@diplomaticcard.co.uk.

Yes. Unfortunately, UK legislation stipulates that you need to pay your taxes in full, fill in your tax rebate claim (Form10) and send it to FCDO in order to have your taxes refunded. But that’s where we come in, sign up and let us handle the rest!

Please feel free to contact our acclaimed Support Desk. Our dedicated team is always available to help you with any questions you might have.

1. You can easily Contact Us to book an appointment or you can fill in our application form, sign it and email it back to info@diplomaticcard.co.uk
2. After the receipt of your Application Form, your account and fuel card are created and sent automatically to your specified address within 5 business days after confirmation of creation.
3. A direct debit mandate is sent to your email address after your subscription Diplomatic Card Services . 
4. The fuel card is active from the moment you receive it by mail.
5. From the first time you use the Card we start to collect the data for you to claim back your taxes from the FCDO/HMRC, let us do the hard work for you!