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.
The county operates 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 card 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.
The improved data visibility also simplified state road tax reporting and eliminated much of the manual work previously required.
What the Results Have Looked Like
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.
We asked Rhinehart for some insight on what recurring fuel card failures revealed about the hidden operational risks facing the department. She said, "The main thing it showed to me was the fact that in the middle of the night, during an emergency call, an officer may not be able to obtain fuel. You just didn't know when/where it would happen."
She went on to say that they "have had zero problems with the Visa cards being accepted at stations anytime day and night."
She recommends other offices to change to the Visa card if they are looking for a fully reliable option.
