SC State Fuel Cards

Instructions/Frequently Asked Questions - Wright Express (WEX) Cards

Fueling Procedures

When choosing a fuel facility, ensure that it will accept the Wright Express Card. (Look for Wright Express logo, usually displayed on a sign or on a decal placed either directly on the pumps or in the window of the facility.)

Pull vehicle up to appropriate self service fuel pump, regular fuel only.

Check the vehicle odometer reading. You will be prompted to enter this number. Enter mileage without tenths.

If the facility has "pay at the pump" dispensers, insert your card into the card reader as shown on the pump. Follow the instructions as prompted by the computer screen. You will be asked to enter your 6 digit PIN, and the odometer reading.

If the facility you choose does not have the "pay at the pump" dispensers, simply pump your fuel then present the cashier the fuel card to pay for the purchase. The cashier may be prompted to hand you a PIN Pad for you to enter your PIN and the odometer reading. If the cashier does not offer you a PIN Pad, that facility may not have the level of automation required to capture odometer and PIN data. In cases where the cashier is prompted for a PIN, but a PIN Pad is not available, you may be required to give the cashier your PIN. Most facilities should have these levels of automation.

IMPORTANT NOTE: Always obtain a receipt for purchases made at commercial facilities. These receipts should be turned in to Vehicle Management with the monthly Trip Logs. Purchases made at state-owned facilities do not require a receipt.

Emergency Repair Procedures (For emergencies occurring after normal business hours)

Emergency repairs: Defined as those repairs that cannot be anticipated and requiring immediate attention during holidays, weekends, or after normal duty hours, when Vehicle Management is closed.

Locate vendor that accepts card, and can make the required repairs under $250.00. For repairs over $250.00, wait until the next business day and contact Donnie Longshore at 803-777-4444.

Have repairs made.

Use card to pay for repairs.

After the repair authorization is completed, obtain a receipt to give to your agency fuel card coordinator.

Important: Any expenditure for routine maintenance other than car washes is not allowed. The card may not be used for oil changes or any other maintenance that can be scheduled and planned for!

What may be purchased with the new fuel card?

The state fuel card may be used to purchase fuel and car washes up to pre-designated limits for state owned vehicles. The card may also be used to obtain emergency repairs up to $250.00 with proper authorization. (See Emergency Repair Procedures)

Where can the card be used?

The new state fuel card has a Wright Express affiliation and is accepted at fuel vendors and car washes displaying the Wright Express logo (Even at the new "pay at the pump" fuel locations). The new card may also be used at state owned facilities that have been converted to accept the new cards. Site conversions should be completed by August 15, 2000. A site directory is available here.

How does it work?

The new card works just like any other credit card, however there are a few additional procedures listed in the accompanying instructions that need to be followed.

Who can use the new cards?

Any state employee or contract worker having a valid PIN (Personal Identification Number) may use the card.

What is my PIN?

For information concerning your PIN number, contact Chris Howard at 777-9345. Never Give anyone your PIN!!! Your PIN identifies you as making a purchase with the fuel card.

What do I do if my card is rejected?

Call for Customer Service at the toll free number listed on the back of the credit card. The customer service representative should be able to let you know why the card was rejected. If the customer service representative is unable to provide manual authorization for the purchase, the driver must pay for the purchase and request reimbursement from their agency. Please inform your agency fuel card administrator of the rejection to avoid future problems.

What do I do if the card is lost or stolen?

Notify your supervisor immediately, along with your agency fuel card administrator.

Agency Fuel Card Administrator: Chris Howard - 777-9345.

Is the price of fuel different at each fueling facility?

No! The State has secured a prearranged price for self service fuel purchased with this new card. The price is the same regardless of pump prices shown. This means that state employees should never deviate from their route to obtain fuel for state owned vehicles.

Important notes

State fuel cards are to be used only for the purchase of fuel/petroleum products and car washes for state owned vehicles, and emergency repairs as explained above.

Items such as drinks, food, or other items of a personal nature may not be purchased with the State fuel card. Any unauthorized purchase will be reported to your agency and to State Fleet Management within 72 hours. Do not purchase fuel from full service pumps. This is considered an unauthorized purchase.

If you enter an incorrect PIN 4 times in a row, the card will deactivate, and must be replaced.

Only your Agency Fuel Card Administrator may order replacement cards in the event the card is lost, stolen or does not work properly.

Return to Vehicle Management Home Page