CIVIL AIR PATROL
WEX Credit
Card User
Guide
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.
WEX Program Overview
Maintenance Examples
Basic Oil Changes
Windshield Repair or Replacement
Batteries
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 preauthorized by Gary Schneider and charged to
the WEX cards. Ms. Stone will temporarily
increase credit limits for the estimated amount.
WEX Program Overview
WING POLICY
Wings 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
 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. **
WEX Program Overview
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 Pay™
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 Vendors
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 Connect
QUESTIONS?