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Home > Administrative Offices > Finance and Administration > Business Services > Purchasing Services > Procedures > Fuel Card

Purchasing Services

FuelCard Agreement and Application

Fuel Card Procedures

To use the State Fuel Card the Supervisor of a VSU employee must approve the application for the employee to get a Driver ID PIN. Click the following link Application for Fuel Card Driver ID

Card for Over the Road Vehicles

The State of Georgia Fuel Card system is a credit card, using a personal identification number (PIN) issued to an employee, that allows drivers of state owned vehicles to purchase gas and diesel fuel tax exempt at many stations around the State of Georgia. The fuel card automatically deducts federal excise tax, state and county sales taxes on gasoline purchased at merchants in the State that accept the Wright Express fuel card. In addition, diesel fuel purchased in the US will be exempt from the Federal tax.

The card is to be used at the stations that accept the Wright Express/Wex card. Charges for fuel are to the card company who will either credit or remove applicable taxes when they bill VSU for the charges. The card is accepted at over 100 stations in the Valdosta area and nearly 8,000 stations in the state. It is accepted at most major brand stations. You can find a list of stations for any area you will be visiting by using the Wright Express web page for Accepting Locations. If the Wright Express or Wex symbol is not on the pump with the other credit cards accepted for payment please verify with the cashier that it is accepted.

Equipment Fuel Card

There are fuel needs for other than over the road vehicles. Fuel cards for equipment such as tractors, mowers, off road utility vehicles, and generators will be issed when requested. The use of this type of card cannot be closely monitored since most of the equipment does not have an odometer/hour meter to determine usage. To use the card with these items the PIN number is used and zeros can be entered reading.

Procedures for Using the Card

The fuel card is to be used to purchase fuel for State vehicles being used for State business. The card will be issued by the Fuel Card administrator when the vehicle, tag, and title are received and the vehicle is entered into the State Fleet system.

The department manager (director, department head or supervisor), to which the vehicle is assigned, is responsible for placing the card in the appropriate vehicle, and checking the information on the card for accuracy. If any information on a card is incorrect, notify the VSU Fuel Card Contact for a replacement card. The fuel card for a vehicle is to be kept with the vehicle and used only for the assigned vehicle. The card can be used to purchase only fuel for the vehicle to which it is assigned.

If the card is lost or stolen, the driver must immediately inform their manager and the VSU Fuel Card Contact. If the incident occurs after office hours or on weekends, the driver must call Wright Express Customer Service at 1-800-492-0669 to cancel the card, and then notify their manager or VSU Fuel Card Contact of the incident on the next business day.

If a card is damaged, contact the VSU Fuel Card Contact for a replacement card.

Driver ID Personal Identification Number (PIN)

To apply for a Driver ID PIN click the following link Application for Fuel Card Driver ID

The Driver ID (PIN) is an individual six-digit number assigned to each person who is authorized to purchase fuel. The number must be used when making a purchase. The number must be kept confidential and a driver who forgets an ID number must contact the VSU Fuel Card Contact for a copy of it. Wright Express will not give out the number.

The number can be used with any fuel card assigned to any VSU owned vehicle. Each number is also assigned to a specific VSU budget account number. All purchases made with that number will be charged to the assigned VSU budget account and expensed to motor vehicles (712100).

Department manager is responsible for alerting the VSU Fuel Card Contact of the termination of employment of a driver and if possible request the cancellation of the number before termination occurs.  Employee exit procedures require the cancellation of number before issuance of final payroll checks.

The Driver will be personally responsible for reimbursing VSU for any unauthorized charges on billings.

Billing

The billing cycle closes at the end of the month and the fuel charges will appear in the departmental budget reports the following month. Any Federal tax on diesel will be credited following month. Billing will be derived from the VSU department account assigned to each Driver. If another account number is to be charged for a particular purchase, the department must submit a journal to Financial Services to move the expense to the appropriate account. The receipt for each fuel purchase is to be compared to the details on the monthly billing.

Any transaction dispute must be faxed to the VSU Fuel Card Contact at 333-2159 within sixty (60) days of the billing date of the transaction. The Wright Express Loss Prevention Department will investigate the dispute.

Using the Card

1. Purchase regular unleaded or diesel fuel only.
2. Shop around for the best fuel price among participating stations within a reasonable distance.
3. Verify the station you are using accepts the Wright Express card.
4. Driver inserts the fuel card into the pump and request a receipt, or a ttendant swipes card in the station; if card does not swipe, attendant must call 1-800-842-0071 for authorization.
5. Driver inputs the exact odometer reading; do not include tenths of miles.
6. Driver inputs Driver ID PIN number

Fraud Prevention Guidelines

• Do not keep cards and Driver IDs together or write the Driver ID on the card.

• Avoid giving a Driver ID to a station attendant – insist on entering the number without the help of the attendant. During times of electronic outages, etc, you may be asked to disclose your Driver ID for sale authorization. If you believe the integrity of your Driver ID has been compromised for any reason, report it to the VSU Fuel Card Contact as soon as possible so the number can be canceled and a new number issued.
  
  
• Do not allow the card out of sight during a sales transaction.

• Verify the purchase information is correct before signing the receipt.

• Avoid signing blank receipts or receipts without dollar or date information.

• Always check your card when returned to you after a purchase. Make sure it is your card.

• Do not leave cards or receipts accessible.