The Madison County Sheriff’s Office (North Carolina) has implemented RoadFlex to improve fueling reliability, visibility, and administrative control across its 37-vehicle patrol fleet, eliminating recurring fuel card failures that previously disrupted operations and officer availability.

RoadFlex provides fuel and expense management solutions designed for public sector, commercial, and specialty fleets. The platform combines broad acceptance, real-time controls, and clear reporting to help organizations improve accountability while supporting frontline operations.

The sheriff’s office operates a fleet of Dodge Chargers, Dodge Rams, and Ford Explorers that rely exclusively on retail fueling throughout Madison County. Without onsite fueling, deputies must be able to fuel wherever duty takes them. Under the department’s previous fuel card program, that reliability was not consistent.

“RoadFlex has been smooth from day one,” said Darlyne Rhinehart, accounting specialist and fleet administrator for the Madison County Sheriff’s Office. “We are not getting the complaints, we are not getting the calls, and our deputies are finally able to fuel without issues.”

Addressing Fueling Failures in the Field

Before the transition, deputies frequently encountered authorization failures at the pump, including declined cards and non-functioning PINs. These issues often occurred during busy shifts or late at night, forcing deputies to call supervisors, borrow other officers’ cards, or in some cases pay for fuel personally and wait weeks for reimbursement.

Inside the department, the administrative burden was just as challenging, according to RoadFlex. The sheriff’s office did not have access to the legacy fuel card system, requiring all card requests, changes, and troubleshooting to go through the county finance office. RoadFlex said this lack of visibility slowed response times, complicated reporting, and made reconciliation difficult.

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“We were just having issues constantly,” said Cindy, a member of the administrative team. “It felt like one hurdle after another.”

The risks became more apparent during a recent hurricane, when power outages forced deputies to rely on limited fueling locations. Any card failure during that time created significant operational risk.

Implementing RoadFlex

After researching alternatives, Rhinehart selected RoadFlex for its Visa-based acceptance and administrative flexibility. The ability for deputies to fuel at any retail station without network limitations addressed one of the department’s most persistent challenges.

“The Visa option was the best part,” Rhinehart said. “It matched exactly what we needed.”

Equally important was the level of support during and after implementation. Rhinehart said that RoadFlex customer support responded quickly to questions, often within minutes, and worked closely with the department to ensure a smooth onboarding process.

Improved Visibility, Control, & Reporting

With RoadFlex, the sheriff’s office gained direct access to its fueling data for the first time. The team can now monitor usage by vehicle, review price-per-gallon trends, deactivate cards when needed, and complete month-end reconciliation efficiently.

“The sheriff is all about saving money,” Rhinehart said. “Now we can actually see what we’re spending, by vehicle, and reconcile everything accurately.”

The improved data visibility also simplified state road tax reporting and eliminated much of the manual work previously required.

Results for Deputies & Administration

Since deploying RoadFlex, fuel-related calls from deputies 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 Rhinehart 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.