CIVIL AIR PATROL. WEX Credit Card for Minor Vehicle Maintenance CITIZENS SERVING COMMUNITIES

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1 CIVIL AIR PATROL WEX Credit Card for Minor Vehicle Maintenance CITIZENS SERVING COMMUNITIES

2 PROGRAM OVERVIEW WEX Credit Cards are issued to each Corporate Owned Vehicle (COV) in the Civil Air Patrol fleet. Cards are used for vehicles expenses of $500 or less with a maximum of $1,000 per billing cycle. Tires are authorized up to $200 each/$800 per set. Not including disposal fees, etc. Control Numbers are not required from NHQ. NHQ pays the credit card directly. For Wings using WEX for fuel, NHQ will pay maintenance portion of bill electronically directly to WEX. The Wing will pay the balance.

3 CONTACT INFORMATION Jeanne Stone-Hunter handles all credit card related items ext 430 Gary Schneider remains the contact for maintenance questions and will continue to issue control numbers for repairs over $500 or tires over $200 each ext 271 Submission of Credit Card Forms with monthly expenses

4 ABOUT WEX Since 1983, WEX has been a fleet card pioneer, steadily building a proprietary U.S. network that has earned site acceptance at over 90 percent of the nation's retail fuel locations and over 45,000 vehicle maintenance locations. This extensive network has earned the trust of commercial and government fleets, which use our charge cards for their over 7.7 million vehicles to purchase fuel and maintenance services.

5 WEX and CAP WEX was chosen because of the number of locations that except the card for maintenance. WEX allows a wide range of controls over card usage and reporting. Set limits on uses and dollar amounts View purchase details Set Driver IDs (PINs) Order/cancel cards Detailed reporting

6 ACCOUNT SET-UP WEX accounts were established by NHQ for each Wing and Region for all vehicles in the Operation Resource Management System (ORMS). Cards have been shipped to all Wings. The Wing decides which key personnel will have online access and they or Ms. Stone- Hunter establish the online user(s).

7 DETERMINE RESPONSIBILITIES Who handles the program locally is up to the Wing Commander and his/her staff. Some examples: Task: Maintenance Oversight (scheduling, etc) Online Set Up of Driver IDs (PINS), etc. Control of location of cards, authorized users, methods of use, etc. Receipt Collection WEX Credit Card Certification Form (monthly billing) Approval of WEX Credit Card Form Submission to NHQ of WEX Credit Card Form Generally Handled by: Unit and Wing Transportation Officer (TO) Wing TO, WA or Ms. Stone-Hunter Unit and Wing TO Wing TO and/or Wing Administrator (WA) Wing TO and/or WA Wing TO, WA or Wing CC Wing TO, WA or Wing CC

8 LOCALLY DETERMINED Who can use cards? How will Driver IDs (PINs) be determined and issued? Will Departments be use on WEX Online (Locations)? Will the Wing Issue an Wing Policy on the program? Will Responsible Parties sign for cards?

9 WHO CAN USE THE CARDS Local staff will determine who can use the cards. Examples - Unit CC Transportation officer and their assistants Any trusted member of unit staff

10 CREDIT CARDS All Wing credit cards are under the same account number. Vehicle numbers are embossed on the cards.

11 DETERMINING DRIVER IDs Driver IDs (aka PINs) are required by WEX and the NHQ Policy. When a payment transaction is processed, the member will be prompted for the Driver ID and vehicle mileage. It is acceptable, unless you have specific security concerns, to issue one Driver ID per card and allow key staff to share it.

12 DETERMINING DRIVER IDs Driver IDs are four numeric digits and can be a number you select or a system generated. It is recommended that you select a system of assigning the IDs. If you are assigning IDs to each individual you might opt to allow them to choose their own number. If you are assigning on ID to the Unit it might be something involving the Unit s Charter Number, i.e for Alabama Squadron AL-087. If you are assigning the ID to the Vehicle you could opt to use part of the Vehicle number, i.e. vehicle or 9015.

13 DEPARTMENT/LOCATIONS WEX Online includes Departments as an additional level of tracking and reporting for cards. It is not required to use Departments. Departments can be used to further define locations of vehicles. Examples - Which Squadron is assigned the vehicle - AL087 or Bessemer. What city it is located in - Mobile. Which Group the vehicle belongs to Group 1.

14 WING OIs Wing staff may opt to issue a policy to further refine how cards are used. Examples: Who can use the cards? How they will be stored? Is preauthorization required from the Wing Transportation Officer? Time limit for submission and to whom to send receipts? Approved vendors? Will a member sign for the card?

15 WEX vs CAP WEX All cards can be used on any vehicle Driver IDs belong to one person Driver IDs can be used on any Wing card Any number of Driver IDs can be created Fuel is an authorized purchase CAP Cards are assigned to a specific vehicle Driver IDs may be shared among members Driver IDs are used with one card/cov/unit Any number of Driver IDs can be created Fuel is not an allowable expense (unless previous arrangements have been made with NHQ)

16 Accepting Locations WEX Online has a detailed list of vendors who accept their cards Verify with the vendor prior to service to ensure the listing was accurate Verify vendors take all WEX cards and not just WEX GSA cards. Your preferred vendor not on the list? Ask them to add WEX.

17 WEX Connect

18 MONTHLY REPORTING TO NHQ The WEX billing cycle generally ends the 15 th of the month with a few exceptions. WEX sends a notification to everyone with online access to the account when invoices and billing detail are available, generally the day after the bill closes. Ms. Stone-Hunter will download the invoice and billing detail and send it to the Wing staff. Designated staff member will complete the WEX Credit Card Certification Form (Excel spreadsheet). Receipts are scanned in organized manner into one PDF document. Certification Form (in original Excel format) and receipts are ed to NHQ within 10 days of invoice date vmx@capnhq.gov

19 WEX BILLING DETAIL REPORT 31 DIFFERENT INFORMATION FIELDS FOR EACH TRANSACTION PROVIDES EXCELLENT DETAIL FOR TRACKING, VERIFYING AND DOCUMENTING EACH CARD USAGE

20 WEX CERTIFICATION FORM

21 PROBLEMS? Problems and/or program questions: Call Jeanne Stone-Hunter ext 430 Lost, stolen or damaged cards: Call Ms. Stone-Hunter Use WEX Online Problem at the vendor and after hours: Call WEX customer service (number is on back of cards). They can troubleshoot account and driver ID issues.