UM System

Wex Fleet Card

PURPOSE

The University of Missouri fleet card program is designed to allow fuel purchases for University owned vehicles. The WEX fleet card program is separate from the One Card program. Although WEX Fleet Cards cannot be used at any University Gas Pump at this time, the cards are accepted at over 90% of fueling stations in the United States. It is not our intent to compete with the University Gas program, but to offer an alternative to the University Gas Pump when a driver is unable to fuel at those locations.

RESPONSIBILITY

WEX Fleet cards are associated only with the vehicle, specific to the vehicle identification number (VIN), whose license plate number appears on the front of each card.  The department is responsible for updating and notifying of any vehicle, custodial, and billing changes.  Additionally, the department's vehicle custodian(s) will maintain a list of Drivers and associated Driver ID numbers.

ALLOWABLE PURCHASES

WEX Fleet cards are to be used only for fuel purchases or roadside services. Any associated vehicle repairs, parts, or service must be either billed to the University or paid by using the University One Card if limits permit. Large vehicles (box trucks, ambulances) may also purchase oil and fluids, including required fuel additives.

Roadside services covered include towing, mechanical first aid, jump starts, tire changes, lockout assistance, and fuel/water delivery. There are no out-of-pocket expenses at the time of service. The actual costs of services performed will appear as a transaction on the Fleet card.

DISCOUNTS

Select fuel suppliers offer a 1-3¢ per gallon discount when using the WEX Fleet card. Additionally, swiping the card at the pump will remove the Federal excise tax for all fuel suppliers.

DRIVER IDENTIFICATION (DID)

A Driver ID (DID) is assigned to each driver and these DIDs are used to authorize purchases at the point of sale. A DID may be assigned to an individual or to a department, and are generated randomly. When making a fuel purchase, a user will be prompted to enter the Driver ID, as well as the vehicle’s odometer reading.

FLEET CARD LIMITS

The single transaction limit is determined by the profile assign to the card. Profiles are determined by the type of vehicle/tank capacity and are assigned by the Fleet Card Administrator. Each card has a limit of four purchases per day.

RECEIPTS

Transaction receipts may be maintained by the department, but are not required. Receipts generated at the pump will reflect Supplier discounts (where appropriate), but will not include the adjustments for the Federal excise tax. The tax credit will appear as part of the transaction feed into PeopleSoft.

RECONCILIATION

Each WEX Fleet card will have a default MoCode and PS Account. Transactions will be fed daily into PeopleSoft as a Journal Entry (JE) where transaction detail may be viewed. If transactions have posted to an incorrect MoCode or PS Account, the Department should create a Correcting Entry in Web Applications. Although additional reconciliation will not be required, Fleet card activity should be included in a Department’s fiscal review to ensure appropriate procedures are maintained to support internal fiscal compliance.

REPORTING

Reports will be developed throughout the Pilot program as we receive additional data and will be available through Web Applications. Program Administrators have the ability to develop custom reports on an as needed basis.

HOW TO

  • Report issues with the existing profile on an WEX Fleet card -
  • Dispute a charge that is not recognized -
  • Report misuse or abuse of the Fleet Card -

Reviewed 2019-11-01