How Do You Detect Fuel Theft?

Let’s be real! Running a fleet is expensive. Between maintenance, labor, and insurance, you’re already dealing with a pile of overhead. Now add in fuel costs that swing wildly from one quarter to the next, and it's no wonder that fuel theft is becoming a bigger concern.

One long-haul truck can burn through over 20,000 gallons of diesel each year. Multiply that by a fleet, and even a small percentage of loss adds up to a big hit on your balance sheet.

Fuel cards help ease the process by offering discounts and keeping expense tracking in check. But here’s the kicker, even with a few cents off per gallon, theft and fraud can quietly eat away at those savings. It’s not always someone siphoning gas in the dead of night. Often, it’s subtler. And it happens more than you might think.

What Is a Fuel Card in Trucking?

Fuel cards, also known as fleet cards, are specialized payment tools designed specifically for commercial trucking operations. Unlike regular credit or debit cards, they are issued to drivers strictly for business-related vehicle expenses - primarily fuel.

Why use them? One word: control. Fuel cards give you detailed receipts, real-time tracking, and often discounts that can save you a few cents on every gallon: savings that add up fast. 

But this convenience comes with a downside. Fuel cards can be misused. And when that happens, it often flies under the radar, until it doesn’t. Some drivers use tricks like filling up a friend’s vehicle, using the card for unauthorized personal fuel stops, or even selling gas siphoned from company-paid tanks.

Internal Fraud

Internal fuel fraud happens from within the company. It’s usually committed by employees who have legitimate access to the card but use it for illegitimate reasons, such as fueling personal vehicles or reselling company-paid fuel. 

Here are some real-world methods employees use to commit fuel card fraud:

• Fueling personal vehicles under the company’s dime: A driver pulls up to the pump in their own car and uses the company fuel card instead of paying out of pocket.
• Letting friends or family members: The card is passed to someone else, or they’re invited along and multiple vehicles are fueled in a single transaction.
• Overfilling containers or tanks for resale: Drivers bring along gas cans or auxiliary tanks, fill them up using the company card, and then sell the fuel or use it later.
• Falsifying odometer readings: Some fuel card systems require odometer input before fueling. Fraudulent drivers inflate mileage numbers to justify buying more fuel than needed.
• Charging fuel to ‘ghost trucks’: In some cases, drivers claim to be fueling trucks that don’t exist or are no longer in service, essentially creating fake usage to cover theft.
   

This kind of fraud is hard to catch unless you're paying close attention. Some companies don’t notice until monthly fuel costs jump by thousands and by then, the damage is done.

External Fraud

External fuel fraud happens when unauthorized individuals or groups, outside your business gain access to your fuel cards or account data. These attacks are often sophisticated and difficult to trace, especially when combined with weak card security.

Here’s how it usually goes down:

• Card skimming at the pump: small devices steal card data during a normal transaction.
• Card cloning: once stolen, data is used to make fake cards and pump fuel miles away.
• Collusion with gas station employees: they’ll inflate a charge and split the extra with the driver.
• Poor card security: outdated PIN systems or weak passwords leave your card exposed.
• Cyberattacks: digital theft through hacking into your fuel card provider’s system.

If a card has been cloned and used three states away while your truck’s sitting in the yard? That’s not a mystery, it’s fraud.

How to Identify Fuel Theft

Fuel theft isn’t always obvious, but there are signs that can help you spot it early. Watch out for sudden spikes in fuel usage that don’t match up with actual mileage or deliveries. If fuel purchases show up in areas your truck never went to ,or outside of normal driving hours, that’s a red flag. Frequent small transactions in a short time, or odometer readings that don’t make sense for the route, can also point to misuse. Sometimes, other drivers or staff may notice unusual behavior or raise concerns. The key is to look for patterns that don’t fit the normal operation of your fleet. Catching fuel fraud early can save you thousands and help you avoid much bigger issues down the road.

How to Prevent Fuel Theft

Fuel theft is a serious issue, but with the right systems and habits in place, you can significantly reduce the risk. Here’s how to take action:

Secure the Trucks

Start with physical security. Preventing fuel theft at the truck level is your first line of defense:

• Install locking fuel caps to deter siphoning.
• Use anti-siphon devices that make it harder to insert hoses into the tank.
• In high-risk areas or during overnight stops, consider fuel tank alarms that alert drivers or dispatch if tampering is detected.

Use GPS and Geofencing

Your GPS system is more than a route tracker it’s a powerful fraud prevention tool when integrated with fuel data:

• Match fuel purchases with truck location.
• Set up geofences around authorized fuel stations and routes.
• Receive instant alerts if a truck fuels up in an unapproved area or at odd hours.

Control Fuel Card Access

Fuel card providers often allow customization use those features to set limits and protect your operation:

• Restrict purchases by time of day, location, fuel type, or even day of the week.
• Set daily spending or gallon limits per driver or vehicle.
• Require driver-specific PINs or ID numbers at the pump to ensure accountability.

Choose the Right Fuel Card Provider

Not all fuel cards offer the same level of protection. Select a provider that offers:

• Chip-and-PIN security or two-factor authentication.
• Real-time transaction alerts and live fuel tracking.
• Built-in fraud detection tools with support from their team.
• Custom limits you can manage by driver, vehicle, or region.

Fuel theft in trucking isn’t always obvious but it’s always costly. Whether it’s a driver abusing the system or a cybercriminal halfway across the country, the impact is the same: lost money, broken trust, and higher costs for your business.

But the good news? With the right tools, policies, and vigilance, you can spot fuel theft early or prevent it from happening at all. Review your data, tighten your controls, and make sure everyone on your team knows that fuel fraud isn’t just theft,it’s stealing from everyone.

FAQs

1. Do Truckers Pay for Their Own Fuel?

In most cases, truck drivers employed by a company don’t pay for fuel themselves, the company takes care of those expenses, often using fuel cards. However, owner-operators, who drive their own rigs and operate independently, must cover their own fuel costs out of pocket.

2. What is The Disadvantage of a Fuel Card?

One major disadvantage is the risk of misuse or fraud, especially if controls aren't in place. Some cards also charge hidden fees or offer discounts only at certain fuel stations, which can limit flexibility.