Fuel strategy — cards, discount networks, and surcharge math

Why fuel is the game

Fuel is 25–40% of every revenue dollar. A $0.30/gal savings across 90,000 mi at 8 mpg is $3,375/yr straight to net income. Nothing else you do — negotiation, factoring, insurance shopping — moves the needle this much.

And it's the easiest lever to pull. You just need the right card and a 5-minute routing habit.

How discount networks actually work

Fuel cards don't charge less at the pump. What they do:

1. 1Negotiate wholesale rates with major truck stops (TA-Petro, Pilot-Flying J, Love's, Speedco).
2. 2Rebate the difference back to you at settlement — either as a per-gallon credit on your invoice or a check.
3. 3Your effective price = pump price − network discount.

Discounts vary by location and day (usually $0.05–$0.60/gal). The card app shows real-time in-network prices along your route.

The four cards that actually matter

RTS Fuel Card

• Bundled with RTS factoring (typically free with factoring account)
• Network: TA-Petro, Love's, Pilot-FJ, plus 8,000+ independents
• Typical discount: $0.15–$0.45/gal at network stops
• Additional perks: discounted tires, parts, roadside via TA network
• Weakness: discounts lower at Pilot-FJ than at TA
• Best for: RTS factoring customers, mostly regional midwest/south

EFS (Electronic Funds Source)

• Owned by WEX, works across most major networks
• Typical discount: $0.20–$0.50/gal
• Perks: cash advance, ATM, in-network TA lube service discounts
• Weakness: monthly fees on smaller volume ($10–$25/mo)
• Best for: operators running 2,500+ gal/mo

Comdata

• Broadest acceptance — works virtually everywhere
• Typical discount: $0.10–$0.40/gal
• Best perk: universal — you're never stuck without in-network fuel
• Weakness: discounts smaller than dedicated cards
• Best for: OTR operators covering irregular lanes

TCS Fuel Card

• No credit check, low bar — best entry card for new authority
• Network: Love's, TA-Petro, Pilot-FJ
• Typical discount: $0.20–$0.55/gal at Love's, less elsewhere
• Best perk: approves nearly every applicant
• Weakness: transaction fees per swipe ($1–$2)
• Best for: new O/Os who haven't built business credit yet

My default recommendation for a new O/O: pair RTS factoring + RTS fuel card as the primary, plus TCS or Comdata as backup for out-of-network fuel.

The 20-mile rule

If you're running down a lane and network fuel is 20 mi off-route:

Route to the network stop if:

• The discount is > $0.20/gal on 100+ gal
• Total savings > $20 covers fuel + time (20 mi = ~$3.50 fuel + 40 min drive)

Skip and pay retail if:

• Discount is under $0.10/gal
• You're on HOS clock and 40 min matters
• You need less than 50 gal

The RTS/EFS/Comdata apps have route-planning that does this math for you. Use it.

IFTA-aware fueling

Fuel taxes vary by state ($0.19 in AL vs $1.10+ in CA). At quarter-end IFTA settles based on miles run per state, not gallons purchased per state.

You still want to buy in low-tax states because:

1. 1The pump price is lower (tax is baked in)
2. 2You'll get an IFTA refund later on gallons purchased where you didn't run miles

Cheap fuel states (by pump price after network discount, typically):

• Oklahoma, Missouri, South Carolina, Tennessee, Louisiana, Alabama

Expensive states — avoid buying, buy just enough to cross:

• California, Pennsylvania, Illinois (Chicago area), Oregon, Washington

Fuel surcharge — the number brokers "forget" to add

Fuel surcharge (FSC) is a per-mile adjustment on top of the linehaul rate, meant to compensate for fuel above a base price.

The industry standard formula

• Base fuel price: $1.25/gal (DOE reference, dated but standard)
• Assumed MPG: 6.0
• FSC = (Current DOE avg diesel − $1.25) ÷ 6.0

Example at $3.85/gal current DOE:

• ($3.85 − $1.25) ÷ 6.0 = $0.43/mi FSC

On a 500-mi load, that's $215 in FSC on top of the linehaul.

The reality

Brokers usually quote all-in rates that bury FSC. When negotiating:

1. 1Ask: "Is this all-in or linehaul + FSC?"
2. 2If all-in, calculate what the linehaul portion is at the current DOE FSC
3. 3Rate it against your true CPM including fuel

Amazon Relay publishes FSC weekly (varies $0.35–$0.55/mi typical). It's automatic — no negotiation needed.

Spot loads you have to fight for it. Dedicated contract freight (a shipper hires you monthly for regular runs) usually includes FSC by contract, adjusted quarterly.

Reading the pump — the two-second sanity check

Before you pump:

1. 1Verify the pump price matches the network discount shown in your app
2. 2Verify the pump is DEF-ready (if you need DEF)
3. 3Never pump on a pump showing an error or paper receipt only — skip to the next

Homework

• Apply for one primary card (RTS if factoring with them, TCS if new) and one backup (Comdata)
• Install the primary card's app on your phone
• Set your route planner to prefer network stops
• Calculate the current DOE FSC — memorize the number
• Add FSC as a required line on every rate confirmation you sign

Next up: Getting paid & broker credit — how to avoid the brokers who won't pay you.