Fleet Fuel Card Programs

A fuel card is the operating layer for every motor carrier. It controls fuel purchases, captures IFTA data, enforces driver limits, prevents fraud, and provides discounts at major truck stops.

Major vendors

Card	Network strength	Discount range	Fee structure
Comdata	Largest national network, all major stops	$0.04–$0.10/gal off cash	Monthly card fee + per-transaction
EFS (WEX-owned)	TA/Petro strong, also Pilot/Love's	$0.04–$0.08/gal	Subscription + transaction
WEX	All Loyal + Pilot/Love's	$0.03–$0.07/gal	Per-transaction
RTS Financial	Bundles with factoring	$0.04–$0.06/gal	Often free with factoring
Pilot Flying J My Rewards	Pilot/Flying J only	$0.04–$0.06/gal	Free
Love's Connect	Love's only	$0.04–$0.06/gal	Free
OTR Solutions	Bundles factoring + fuel	Varies	Bundled

Most fleets use Comdata or EFS as primary and supplement with Pilot/Love's branded at preferred stops to layer discounts.

Discount mechanics

Truck stops display two prices: cash retail and cash discount. The fuel-card discount applies to cash discount (NOT pump price). At Pilot/Flying J:

• Pump price: $3.95
• Cash discount: $3.85
• Loyalty discount: -$0.02
• Card discount: -$0.06
• Final price: $3.77

A driver buying 150 gallons saves $0.18 × 150 = $27 per fill vs cash retail at the pump.

Driver authorization controls

Cards can be locked to:

• Specific driver (PIN required)
• Specific truck (VIN matched at pump)
• Specific stops (whitelist by chain or location)
• Time windows (no fuel purchases 11 PM–4 AM, etc.)
• Gallon limits per fill (prevents fueling unauthorized trucks)
• Dollar limits per day / week
• Product restrictions (diesel only — no cash advance, no merchandise)

These controls cut fraud rates by 80–90%. A single fraudulent fill (driver fills personal vehicle, sells gallons to other trucks, etc.) can be $400–$800.

IFTA data capture

Every fuel transaction is captured with:

• State of purchase
• Gallons
• Price
• Date / time
• Card / driver / truck

This feeds IFTA quarterly reporting directly — no manual receipt entry. Most carriers connect fuel-card data to their TMS or to IFTA software (TruckBytes, IFTA Plus, etc.).

Cash advance / money codes

When a driver needs cash (lumper fees, scale tickets, lodging), the dispatcher issues a "money code" or "Comchek" against the card. Driver redeems at any participating location.

Money code use	Typical amount	Fee
Lumper service	$50–$300	$1–$3
Scale ticket	$10–$25	$1
Lodging	$80–$120	$1–$3
Emergency repair	$50–$500	$1–$5

Money codes flow into accounting as a driver advance — reconciled at payroll.

Settlement / payroll integration

Comdata/EFS export driver fuel data into payroll systems:

• Driver fuel purchases → deducted from driver settlement if driver-paid model
• Maintenance / per-stop fees → tracked against truck cost
• Cash advance → driver loan balance

For owner-operators leased on, the carrier passes fuel charges through at cost (with markup for handling — typically $0.005/gal).

Fraud patterns to watch

Pattern	Detection method
Driver fueling personal vehicle	VIN-tied card or gallon-limit alert
Multiple fills same day at different stops	Daily-volume report flag
Fuel + non-fuel purchase outside whitelist	Restriction policy + alert
Card use after driver termination	Same-day deactivation policy
Diesel purchased at suspicious volume vs hours driven	Reconciliation report monthly

A weekly fuel-card variance review (gallons purchased vs miles driven × MPG) catches most fraud within 7 days.

Card-program negotiation levers

When changing or adding a fuel-card vendor:

• Volume commitment → bigger discount (typically 5,000+ gal/mo unlocks tier 2)
• Multi-stop loyalty → stack chain loyalty programs (TA Ultra ONE, Pilot Frequent Fueler) on top of card discount
• Roll-back vs fixed-discount structure (roll-back gives 1¢ extra at premium stops)
• Card fees — negotiable, $4–$6/card/mo typical
• Transaction fees — negotiable per stop or waived entirely on volume

Common mistakes

• Letting drivers fuel at random truck stops without card discount
• Not enforcing PIN per driver — fraud risk
• Skipping the IFTA-data export and re-keying receipts (waste)
• Using one fuel card for owner-operators that they can't see real-time — disputes
• Not deactivating card on driver termination day
• Failing to negotiate annual renewal — discounts compress over time
• Letting drivers buy non-diesel items on the card (food, showers, merchandise) blowing up reconciliation

Where this fits in X3

X3 imports fuel-card transactions from Comdata, EFS, WEX. Each transaction is matched to truck + driver + odometer (when available) and feeds:

• IFTA quarterly report
• Per-truck MPG calculation
• Driver fuel-economy score
• Fraud detection (gallons vs miles)
• Per-load cost analysis (fuel for that trip)

Onboarding a fuel-card integration is one of the first connections a new X3 carrier makes — high-leverage data with zero driver friction.

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