Orem City Fuel Card Rules
Vehicle Fuel Card- A fuel card is issued for each street-legal vehicle. Most other larger pieces of equipment that can be easily driven or transported to the fueling station also have a fuel card. The vehicle number is written on the front of the fuel card and the fuel card envelope.Β Some small vehicles such as small riding lawn mowers, construction equipment, weed eaters, etc. do not have their own fuel card and should be fueled using a miscellaneous fuel card (see below). A vehicleβs fuel card should not be used to fill other vehicles or equipment.
Miscellaneous Fuel Cards- These cards are issued as needed. A miscellaneous fuel card is used to fuel equipment that is not driven on the road. Examples are small riding lawn mowers, chain saws, weed eaters, generators, etc. When using a miscellaneous fuel card, the department account number is used in place of the odometer/hour meter. Example: The Parks account 7547 would be entered in as the odometer/hour meter reading.Β
Employee Fuel Card Pin Number- Each City employee, including temporary employees who are authorized to drive Orem City vehicles, need an employee fuel pin number. This number can be obtained from the Public Works Secretaries or Fleet Manager (contact info included at the end of this document) in their absence. This employee fuel pin number should not be shared with anyone. In most cases your employee fuel pin number from the old Fuelman fuel card system will be the same number with the new Wex fuel card system.
With the old Fuelman fuel card system all fuel pin numbers were only five digits long (example: 54321). With the new Wex fuel card system all fuel pin numbers are actually six digits long starting with Zero β0β (example: 054321). Using your old five digit fuel pin number still does work at times we have found. However, by using a zero β0β in front of your old five digit fuel pin number, you will greatly reduce the chance of being declined at the fuel pump.
Fuel Card Procedure- When using a fuel card, the odometer/hour meter reading (no tenths) and employee fuel pin number must be entered in correctly. If a mistake is made, cancel the transaction and start over. If the employee realizes a mistake was made after fueling has begun, the employee should notify the Fleet Manager preferably by e-mail as soon as possible so corrections can be made.Β
Defective/Missing Fuel Card- If a fuel card is defective or missing, another vehicle fuel card or a random misc. fuel card should not be used. The employeeβs supervisor and Public Works Secretaries should be contacted immediately for assistance. The defective/missing fuel card will be deactivated and a new fuel card will be assigned. If a fuel card is missing or is inoperable during non-business hours (this typically would only apply to the Fire and Police Departments) a misc. fuel card can be checked out from the employeeβs Lead Supervisor to use temporarily until the concern has been resolved. Please contact the Public Works Secretaries or Fleet Manager the following business day to obtain a new fuel card.
New Vehicle/Miscellaneous Fuel Cards- To obtain a new misc. fuel card the New Miscellaneous Fuel Card Request form must be completed. All new misc. fuel cards must be authorized by the appropriate Section/Division Manager and the Fleet Manager. This does not include fuel cards that are issued to replace a defective or missing fuel card.
Retired Vehicle Fuel Card- When a vehicle is retired, the fuel card must be given to the Fleet Manager. The fuel card will then be disabled and destroyed.
No Car Washes- Car washes are not to be charged to the fuel card.Β
Fuel Tank Above Half Full- For emergency reasons, fuel tanks should be kept above half-full.
Diesel Exhaust Fluid (DEF)- Some diesel-powered vehicles require the use of Diesel Exhaust Fluid to aid with the cleaning of the exhaust particulate filter. This fluid can be obtained from either the warehouse or some gas stations have a DEF pump. When adding DEF at the gas station use the vehicle fuel card and enter in your employee pin number and odometer reading the same as you would with a normal fuel-up.
Wex Network- With the new fuel cards we will now be operating on the Wex network.Β Not all gas stations are on the Wex network . Gas stations that are on the Wex network may or may not have a sign that displays the fact that the Wex fuel card is accepted at their location. Please download the Wex Connect app on your mobile device or refer to the following website to find which gas stations accept the Wex network fuel card: https://go.wexonline.com/online/public_gotoFlow.do?_flowId=flow-acceptingLocationsPreLoginMgmt&_flowExecutionKey=e1s4
If you attempt to fuel-up at a non-Wex network gas station your fuel card will be declined. At times this has been interpreted as a defective fuel card. Before requesting a replacement fuel card, make sure the gas station you are fueling the vehicle at is on the Wex network.Β
Jill Winder
Public Works Secretary office: 801-229-7506 |
Thayne Carter
Fleet Manager office: 801-229-7541 cell: 801-735-2061 |
April Nielson
Public Works Secretary office: 801-229-7509 |
Robbie Conder
Lead Mechanic office: 801-229-7540 cell: 801-400-1923 |