How to Read a Fuel Card Statement | Trucking Terms Guide

Q: How do I find out what product codes mean on my fuel card statement?

Each fuel card program uses its own product code system, so the specific codes vary by provider. Most programs include a product code glossary in the online portal under help or reporting documentation, or list codes on the statement legend. Common codes include D or DSLF for diesel, DEF or UREA for diesel exhaust fluid, RF or REEFR for reefer fuel, and OIL for motor oil. If you see a code you do not recognize, log in to the card management portal and search for product code reference, or contact the card provider's fleet support line — they can identify any code in their system and tell you what was purchased.

Q: What should I do if I find a transaction I do not recognize?

First, check your driver logs and ELD records to verify whether any truck was near that location on that date. If no truck can account for the transaction, contact the card program immediately — most providers have a dispute process for unauthorized charges. You will typically need the transaction date, location, amount, and card number. Freeze or cancel the card in question through the portal while the dispute is open to prevent additional unauthorized use. Keep a record of the dispute reference number and follow up within the timeframe the provider specifies. Most programs have a dispute window — commonly 60 to 90 days from the statement date — so do not wait to report suspected unauthorized charges.

Q: Why is my per-gallon price higher at some locations than others?

Fuel card discounts are network-dependent: you get the negotiated discount only at locations in the card's approved network. Some networks have tiered pricing — preferred locations with the deepest discounts and standard locations with smaller discounts. Retail pump prices also vary significantly by region, highway, and competition. A transaction at a non-network truck stop shows no card discount, so the price reflects whatever the posted retail price was at that specific stop. To maximize your savings, train drivers to use the network locator in the card's app or portal before fueling, particularly in unfamiliar areas. Some programs also have preferred fuel stop programs with deeper discounts at specific chains — verify whether your program includes one and which locations are preferred on your regular lanes.

Q: How do I separate reefer fuel costs from tractor fuel costs on the statement?

Most fuel card statements list each purchase by product type, so reefer fuel transactions are typically already separated by product code from standard diesel purchases. In your reporting or accounting system, filter transactions by the reefer fuel product code to pull the total reefer fuel spend for the period. Some carriers track reefer fuel separately because it is a cost tied to the freight type — temperature-controlled loads carry a higher operating cost than dry van loads at the same mileage. If your card statement does not separate reefer fuel clearly, contact the provider to confirm the product code and set up a custom report filter. Tracking reefer fuel separately is important for accurate load-level profitability and for billing reefer fuel as a separate accessorial when the load agreement allows it.

A fuel card statement is one of the most useful financial documents in a trucking operation — and one of the most overlooked. Carriers who review their statements line by line each week catch unauthorized charges, out-of-network fueling that eliminated their discount, and consumption patterns that signal a mechanical problem or driver behavior issue. Carriers who treat the statement as a total-only figure miss all of that. The review process takes less than 30 minutes per week for a small fleet and pays for itself quickly.

Step 1: Identify each product line and confirm no unfamiliar purchases appear

Pull up the statement for the period and scan the product column first. You should see diesel for the tractor, DEF if your trucks have SCR emissions systems, and reefer fuel if you run refrigerated trailers. Each of these serves a different system and carries different cost implications. Any product code you do not recognize is worth looking up immediately — card programs list product codes in their portal documentation. Transactions that do not match the products your fleet should be buying are the first signal that a control setting is missing or a card is being misused.

Step 2: Match transaction dates and locations to your trip records

Every purchase should correspond to a truck that was physically near that location on that date. Cross-reference the transaction list against ELD records, dispatch sheets, or driver check-ins. A purchase in Kansas City on Wednesday should tie to a truck running through that area on Wednesday. The goal is not to audit every transaction in detail — it is to catch anything that clearly does not fit. If a driver says they were in Memphis all day Tuesday and there is a fuel card transaction from Indianapolis on Tuesday, that requires an explanation before the invoice is paid.

Step 3: Verify gallon quantities against tank capacity and mileage

Gallon amounts tell you whether a transaction is physically plausible. A standard Class 8 tractor has two tanks totaling 200 to 300 gallons. A single transaction above 300 gallons is almost certainly a data entry error, a split fill posted incorrectly, or a card used by multiple drivers in sequence at the same location. Cross-check total weekly gallons against expected consumption: divide total miles driven in the week by your fleet average MPG. If actual gallons purchased are more than 10 to 15 percent above expected, investigate which specific transactions drove the difference.

Step 4: Reconcile the total fuel cost against your cost-per-mile calculation

Once you have confirmed the transactions are legitimate, use the statement total to update your fuel CPM for the period. Divide total fuel spend by total miles driven. Compare the result to your budget CPM. A consistent upward trend in fuel CPM — even small, week over week — usually means either diesel prices rising faster than your estimates, a fuel network discount shrinking, or a truck in the fleet consuming more fuel than expected. Breaking CPM down by vehicle isolates the problem more precisely than looking at fleet-wide totals.

Step 5: Check discount application and flag transactions where the card discount did not apply

The whole point of a fuel card is the per-gallon discount. Review the price per gallon on each transaction and identify any where the driver apparently paid street price. Street-price transactions typically mean the driver fueled at a location outside the card network, or used a location that is technically in the network but not at a preferred pricing tier. Most card programs offer a location app or network finder — make sure drivers know how to use it and understand that fueling off-network voids the discount for that fill. If a transaction at a confirmed in-network location shows no discount, contact card support with the transaction details to investigate and potentially request a credit.

Common questions

How do I find out what product codes mean on my fuel card statement?

Each card program uses its own coding system. Log into the card management portal and look for a product code reference or statement guide in the help section. Common codes: D or DSLF for diesel, DEF or UREA for diesel exhaust fluid, RF or REEFR for reefer fuel. If you cannot find a product code in the documentation, the card provider's fleet support line can identify it directly from the transaction record.

What should I do if I find a transaction I do not recognize?

First verify your trip records — confirm no truck was near that location on that date. If the transaction is genuinely unexplained, contact the card provider immediately to open a dispute. Freeze the card while the dispute is open. Most programs have a 60 to 90 day dispute window from the statement date, so report it quickly. Document the dispute reference number and follow up if you do not hear back within the timeframe the provider specifies.

Why is my per-gallon price higher at some locations than others?

Fuel card discounts apply only at network locations, and not all network locations offer the same discount level. Preferred or partner locations provide the deepest discount; standard network locations provide smaller savings; non-network locations provide no discount. Regional diesel price differences also matter — street prices vary by market, competition, and proximity to supply. Use the card network's location finder before fueling in unfamiliar areas, and train drivers to check for preferred locations on their regular routes where the discount is consistently strongest.

How do I separate reefer fuel costs from tractor fuel costs on the statement?

Filter the statement by product code — reefer fuel purchases appear under a reefer or RF code, separate from standard diesel. In your accounting system, run the total for reefer fuel separately so you can track it as a temperature-freight operating cost rather than mixing it into standard tractor fuel expenses. Some carriers bill reefer fuel back as a load-specific accessorial when the freight agreement allows it, which requires knowing the exact reefer fuel spend per trip rather than just the fleet total.