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State of Oklahoma TRIPCard
Technology Category
- Functional Applications - Fleet Management Systems (FMS)
Applicable Industries
- Cities & Municipalities
Applicable Functions
- Logistics & Transportation
Use Cases
- Fleet Management
Services
- System Integration
The Challenge
The State of Oklahoma’s Fleet Management Division was using fuel cards that lacked controls, making it possible for employees to purchase non-authorized items. Employees were required to submit paper reports that had to be manually reconciled with the monthly fuel card bill. This was labor intensive for both the employee cardholders and the administrative team responsible for reconciling the bills. Any discrepancies had to be investigated manually, and due to the delay in time between the purchase and the monthly bill, it was often hard for employees to provide information about the purchases in question.
About The Customer
The customer in this case study is the State of Oklahoma’s Fleet Management Division. This division is responsible for managing the state's large fleet of vehicles, which includes ensuring that employees in the field have the means to make necessary purchases such as fuel and vehicle maintenance. The division was previously using general credit cards or more specialized fleet cards for these purchases. However, they faced challenges with these cards as they didn't have many controls, leading to potential abuse and increased administrative work due to the need for manual reconciliation of bills and paper reports from employees.
The Solution
The State of Oklahoma’s Fleet Management Division adopted the TRIPCard, a p-card backed by MasterCard that can be used by organizations to purchase fuel and other authorized items. Unlike any other fuel or fleet card on the market, it integrates directly into FleetFocus in near real-time, where it is readily available for all FleetFocus functions, such as reporting, dashboards and billing. When employees make purchases using TRIPCard, pre-authorization data is sent immediately to the TRIPCard portal for review. Once the transaction has been processed, the completed transaction data is received into the TRIPCard portal where the information is verified against the data in FleetFocus. Fleet managers can set authorization parameters for each user or vehicle, such as limiting a number of gallons to be dispensed or specifying gasoline versus diesel. Any purchases that fall outside the normal parameters flags the completed charge as a failed transaction so that managers can review it immediately.
Operational Impact
Quantitative Benefit
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