FUEL CARD
Georgia College & State University Fuel Card Program
Program:
The Georgia College & State University (GCSU) Fuel Card Program is provided by the Georgia Department of Administrative Services, Office of Fleet Management for all governmental entities within the State of Georgia and is managed by Wright Express (WEX). The fuel card can be used to purchase fuel for State vehicles only when conducting State business.
Use of the fuel card automatically deducts federal excise tax, state and county sales taxes on gasoline purchased at
merchants that accept the Wright Express fuel card.
Fuel Cards:
The department manager (director, department head or supervisor), to which the vehicle is assigned, is responsible
for checking the information on the cards for accuracy and placing the cards in the appropriate vehicles. If any
information on a card is incorrect, notify the Fleet Coordinator at 445-4458 for a replacement card. Each State
vehicle is assigned a fuel card that is kept in the vehicle at all times. The information on the card includes
the GCSU account number and prefix, the vehicle card number, the GCSU vehicle number and the expiration date.
The card can be used to purchase fuel only for the vehicle to which it is assigned.
If the card is lost or stolen, the driver must immediately inform their manager and the Fleet Coordinator. 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 the Fleet Coordinator of the incident on the next
business day.
If a card is damaged, contact the Fleet Coordinator for a replacement card.
Driver ID Numbers:
The Driver ID is a four-digit number that is assigned to each driver in the program. Drivers must use this number
when making a purchase with the fuel card. Driver IDs must be kept confidential. A driver who forgets an ID
number must contact the Fleet Coordinator for a copy of it. Wright Express will not give out ID numbers to drivers.
A Driver ID can be used with any fuel card assigned to any GCSU owned vehicle. Each Driver ID is assigned to a
specific GCSU budget account number. All purchases made with a Driver ID will be charged to the assigned GCSU
budget account and expensed to motor vehicles (712100).
Department managers are responsible for alerting the Fleet Coordinator of the termination of employment of a driver
and request the cancellation of the Driver ID before termination occurs. Employee exit procedures require the
cancellation of Driver IDs before issuance of final payroll checks.
Georgia College & State University Fuel Card Program
Billing:
The billing cycle is monthly and each department will be notified by the Business Office when it is time to submit fuel card summary statements. Each department will review statements and attach receipts for fuel purchases made off site. All onsite fuel purchases are billed directly by the Physical Plant. Once summaries are received, charges will be posted to specified accounts.
Any transaction dispute must be faxed to the Fleet Coordinator at 445-4458 within sixty (60) days of the billing date
The card is to be used for official GCSU business only. Personal charges are not allowed and will result
in cancellation of the Driver ID and/or termination of employment. The Driver will be personally
responsible for reimbursing GCSU for any personal charges on billings.
Using the Card:
• Verify the station you are using accepts the Wright Express card. This includes most name brand
stations. You should shop around for the best fuel price among participating stations within a reasonable
distance.
• The Driver ID must be kept confidential.
•The driver must request a receipt for each fuel purchase to compare with the monthly billing.
•Only regular grade gasoline or diesel fuel is allowed.
Procedure:
1) The driver inserts the fuel card into the pump and requests a receipt.
(or)
The card must be used at the pump unless there is a power outage or equipment malfunction. If the
card cannot be used at the pump, the attendant swipes the card inside the station; if the card does not
swipe, the attendant must call 1-800-842-0071 for authorization.
2) The driver inputs the exact odometer reading; do not include tenths of miles.
*Failure for driver to enter correct odometer reading will result in termination of Driver’s ID.
3) The driver inputs the Driver ID number.
Georgia College & State University Fuel Card Program
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 give your Driver ID number to an attendant, contact Purchasing Services for a new
Driver ID number immediately.
•Protect entry of the Driver ID from the view of an attendant(s) and other store customers.
•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.
Georgia College & State University Fuel Card Program
Application for Fuel Card Driver Identification Number
User Agreement:
Each GCSU owned vehicle is assigned a fuel card. That card is kept in the vehicle and can be used to purchase fuel
only for the assigned vehicle when conducting State business. Georgia College & State University does not allow the fuel
card to be used for vehicle maintenance or repair purchases.
The Driver ID number is used to make fuel purchases and must be kept confidential. The fuel card will not control a
department’s budget. Each department is responsible for ensuring that purchases made with the card do not
exceed their budget.
If a card is lost or stolen, the driver must immediately inform their manager or the GCSU Fleet Coordinator at 445-4458.
If the incident occurs after normal business hours, call Wright Express Customer Service at 1-800-492-0669
to cancel the card
Upon a driver’s termination of employment, the manager (director, department head, supervisor) must ensure the
Driver ID is cancelled before issuance of the employee’s final payroll check.
I hereby agree to the terms of this agreement. I understand that I may be held personally
accountable for any unauthorized personal charges on the fuel card that may result in the
cancellation of the Driver ID and/or termination of employment.
_______________________________________________________ __________________________
Driver Signature Date
________________________________________ ____________________________________
Printed Name Department
_______________________________________________________ __________________________
Supervisor Signature Date
_______________________________________________________ __________________________
Mark Meeks, GCSU Fleet Coordinator Date