MDS Vehicle Fuel Cards

Fleet fuel cards have been placed in each MDS vehicle. These cards should remain in the vehicle (clipped to the driver’s side visor) at all times and are restricted to fuel purchases only. The account will be managed by the Project Logistics Coordinator from the Binational MDS office.

Please communicate fleet fuel card procedures with all long-term volunteers who may be driving MDS vehicles.

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For ALL MDS Volunteers:

  1. Find a WEX participating fuel station.(Just about any station that has a Debit/Credit card reader)
  2. List of participating fuel stations:
  3. Swipe card at the pump.(If pump asks if transaction will be Debit or Credit, ignore and just swipe the card)
  4. Enter odometer reading when prompted.(Use the keypad at pump to enter current odometer reading at each fuel up)
  5. Enter Driver ID# when prompted.(It is a (4) digit pin which always begins with 00 and then the vehicle unit number, Ex. “0073” or “0025”)
  6. Begin fueling.(MDS recommends REGULAR 87 octane fuel)
  7. Print Receipt.(Write MDS Vehicle #, odometer reading, and volunteer name on each receipt.)
  8. Turn into Office Manager immediately.

For Office Managers:

  1. Use physical file #32 for fuel receipts each month.
  2. Create an envelope for WEX Fuel Card receipts marked with:
  3. Project Name
  4. Month, YEAR
  5. Fuel paid by project accounts will continue to be filed under #32 and noted on project ledger.
  6. Separate receipts by vehicle.
  7. Keep in order by date.
  8. Be sure that each receipt has MDS Vehicle #, odometer reading, and the volunteer name.
  9. WEX Fuel Card receipts will NOT be tracked through the project ledger.
  10. Each transaction with an MDS fleet fuel card is billed centrally to the MDS Lititz office.
  11. Lititz office will track, manage, and pay fuel bill monthly.
  12. Place WEX Fuel Card receipt envelope with other ledger receipt envelopes at end of month.

FAQs

  • Can volunteers still use project debit cards for fuel purchases?
  • We encourage the use of fuel cards for all vehicle fuel purchases. If a project debit card is used for a fuel purchase, be sure to use the project ledger to track this expense.
  • Can volunteers use fuel cards to purchase fuel for other equipment like generators, skid steers, etc.?
  • No. Use the project debit card for these purchases. Each fuel card is to be used for fuel only for the vehicle it is assigned to.
  • What if the card is lost?
  • Contact the Project Logistics Coordinator in the Lititz Binational office immediately. The card will be cancelled and a new replacement will be ordered and mailed to the project. This process takes about 2 weeks.
  • How do I know if the gas station will accept the fleet fuel card?
  • Look for the WEX or Wright Express icon on the pump. The WEX program is used in over 4 million fleet vehicles and is accepted at over 90% of gas stations and almost every major chain.
  • What should I do with receipts when moving vehicles from one project to another?
  • Turn receipts into the MDS project office where equipment is dropped off.
  • What if I have question that is not answered in the FAQs section?
  • Contact the Project Logistics Coordinator in the Lititz Binational office.