Working to eliminate errors and challenges and increase reliability during fueling, the Madison County Sheriff’s Office has implemented RoadFlex for its 37-vehicle patrol fleet.
They operate a fleet of Dodge Chargers, Dodge Rams, and Ford Explorers that rely exclusively on retail fueling throughout Madison County.
Fueling Failures in the Field
Before the transition, Madison County’s deputies were constantly dealing with errors at the pump. Declined cards and non-functioning PINs were common, often during night patrols, causing the deputies to use their own funds or borrow cards from other officers.
The administrative burden was just as heavy, with all cards and change requests requiring approval from the county finance office. This slowed down response times, complicated reporting, and made reconciliation difficult.
A recent hurricane made these challenges very clear when power outages forced deputies to use a limited amount of fuel locations with continued car declines that greatly increased operational risk during a natural emergency.
Data Control and Visibility
The department decided on RoadFlex mainly for its Visa-based acceptance and administrative flexibility. Now deputies can fuel at any retail station without network limitations.
Implementing RoadFlex also allowed the sheriff’s office to access and own their own fueling data for the first time. This now allows them to monitor usage by vehicle, review price-per-gallon trends, deactivate cards when needed, and complete month-end reconciliation efficiently.
Another advantage was the level of customer support provided by RoadFlex who often responded to calls within minutes. They worked closely with the department to ensure a smooth onboarding process.
“It finally felt like someone was actually helping us,” said Cindy, a member of the administrative team.
The improved data visibility also simplified state road tax reporting and eliminated much of the manual work previously required.
Results
Since deploying RoadFlex, fuel-related calls have effectively stopped. Administrative workflows are cleaner, reporting is faster, and the department no longer depends on external offices for day-to-day fuel management.
A chief deputy, who also serves as a county commissioner, told Darlyne Rhinehart, Accounting Specialist and Fleet Administrator for the Madison County Sheriff’s Office, that he was relieved the department made the switch, noting that fueling issues had been one of the most persistent operational pain points.
Most importantly, deputies can fuel reliably, stay focused on their duties, and avoid delays caused by payment issues at the pump.
