- Monthly Department Report
- Pivot Table SOP
- Running an Account Analysis Report
- Missing Wex Receipt Form
WEX FAQ
WEX Card
Using WEX fuel cards will save your department up to 9% in fuel costs.
Card Declined
What do I do if my card is declined at the pump?
When fueling your university vehicle, make sure you are using the correct pin. If the fuel card(s) still will not work prepay inside. If you are still unable to purchase fuel you have two options:
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You may contact WEX Fuel Management by calling the phone number on the back of your WEX fuel card or your organization’s Fleet Management Services department.
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Or you may pay with personal funds and you will be reimbursed.
Odometer
Do I have to enter in the correct odometer reading at the pump?
Yes, this is imperative for record keeping and to prove fuel transactions are acceptable.
Generic PINs
Can I create generic PINs for my staff e.g. driver #1, driver #2, and driver #3?
No. Generic PINs do not allow anyone to know who is purchasing the fuel.
Designated Equipment Card
Can I use a designated equipment card to fuel a vehicle or vice versa?
No. Equipment cards must be used to fuel equipment and vehicle cards must be used to fuel vehicles.
Records
How long do I need to keep hard copy fuel receipts?
It is good practice to keep hard copy fuel receipts for one year and then have the receipt scanned and archived should you ever need it for a fuel audit.
Tutorials
Can I access WEX video tutorials on my own?
Yes, you can find WEX tutorial videos on your WEX account.
These are the steps to watching the videos. Login to your account. Select your initials in the corner of your screen. Select Training from the menu. Select the video topic you would like to learn more about.