WEX Credit Card User

Guide

CIVIL AIR PATROL

CITIZENS SERVING COMMUNITIES

WEX Program Overview Pre-authorization and control

numbers are not required from NHQ.

NHQ pays the credit card directly. There is no wing expenditure or finance committee oversight.

WEX Pay™ provides a one-time use MasterCard number to process purchases at non-WEX vendors.

Maintenance ExamplesBasic Oil Changes Windshield Repair or ReplacementBatteries Any Maintenance under $500.00

Tires up to $200 each + fees also do not require NHQ pre-approval

***Charges in excess of $500 may be pre-authorized by Gary Schneider and charged to the WEX cards. Ms. Stone will temporarily increase credit limits for the estimated amount.

WEX Program Overview

WING POLICYWings may create additional policies and/or

issue an Operating Instruction (OI).

Wings will determine what oversight, if any, is required before maintenance is performed.

Wings will identify a person responsible for receipts and NHQ reporting – often the WA or LGT.

Ensure you know your Wing policies before using the card.

WEX Program Overview

WEX Program Overview Fuel is generally not authorized.

A few wings have exceptions and fuel may be purchased.

Some special activities have been authorized fuel purchases as a test, i.e. MER SAR College, NESA.

** DO NOT CHARGE FUEL UNLESS YOU ARE ABSOLUTELY CERTAIN IT IS AUTHORIZED FOR YOUR WING OR ACTIVITY. **

Using the card:Present the card at time of check out. You will prompted to provide your driver ID

(PIN). You may enter it into a keypad like a debit card or the clerk may enter it at the terminal. Contact your Wing LG, LGT or WA for your driver ID.

You will be prompted for the vehicle’s mileage.

Ensure you receive a clear, detailed invoice/receipt in addition to the credit card receipt.

WEX Program Overview

After use:

Send the invoice and/or receipt to the wing/region designee. They are required to provide documentation of all monthly charges to NHQ. A scanned copy is acceptable.

Follow wing/region procedure for recording the maintenance, preferably in ORMS.

WEX Program Overview

WEX Pay™ can be used at any vendor who accepts credit cards not just WEX accepting locations.

The vendor calls 800.438.9140 with the card number, driver ID and mileage and is issued a sixteen digit, one-time use MasterCard number. The Government Services Agency (GSA) uses this option so many vendors are familiar with it. The process takes 20 or so minutes because of the phone call.

WEX Pay™

Charges post to WEX billing and invoice just like direct charges.

This option should be used at all Goodyear and Safelite locations because of processing issues with regular WEX charges.

Order key fobs (shown below) through the Wing representative - jstone@capnhq.gov.

WEX Pay™

WEX Online has a detailed list of vendors who accept their cards http://www.wexinc.com/wex-locations

Verify with the vendor prior to service to ensure the listing is accurate.

Your preferred vendor not on the list? Ask them to add WEX or use WEX Pay™.

WEX Vendors

WEX Connect

QUESTIONS?