NAU WEX Card Guidelines
The WEX Card is the payment method for fueling official NAU vehicles and gasoline-powered equipment and is issued by WEX Inc. (Wright Express Corporation.)
One card is issued per vehicle and includes:
- Vehicle number — a three-digit “G” number followed by a six-digit asset number assigned by the University. [Example “123-123456”]
- 15-digit card number.
- Expiration Date.
The back of the card has an encoded magnetic strip to swipe at the pump or credit card terminal and a toll-free telephone number to call for assistance or to report a lost or stolen card.
Only use the WEX Card for fueling NAU vehicles and equipment.
Do not use the WEX Card to fuel personal vehicles, equipment or containers for subsequent personal use.
Please contact Fleet Services at 928-523-2469 with questions about NAU vehicle operation and the WEX Card. Refer to Motor Vehicle Operation Procedures for more information on the use of university vehicles.
NAU must annually report all fuel usage to the state.
Using the WEX Card
NAU assigns one WEX Card per vehicle and the card is to remain in the NAU Fleet provided folder in the vehicle’s glove box or assigned location.
The WEX Card may be used at all major gas stations. Use the card at the self-service pump or give it to the cashier to process the transaction.
For all on-campus fueling, use the designated key fob located on the vehicle keys.
Departments must maintain a vehicle use log that records the driver’s name, destination, purpose of travel, and departure and return times to support citation verification, vehicle tracking, and review of WEX Card transactions.
Approved WEX transactions:
- NAU Vehicle Fuel.
- Electronic Vehicle (EV) Charging (including applicable fees).
- Car Washes – to keep NAU Vehicles clean of debris/salt.
- Repairs/Maintenance – only approved in emergency situations where a traveler needs roadside assistance, tire replacements, or repair services on an NAU Vehicle, especially during NAU non-operational hours.
- MISC – Only approved for EV Charge Fees due to how WEX categorizes these purchases.
***General merchandise purchases are prohibited. ***
All non-fuel related expenses will be reviewed and NAU Procurement Policies will apply for prohibited purchases.
Reviewing WEX Card Transactions
Each month, Fleet Services receives the master bill for NAU from WEX, reviews transactions, and charges departments weekly via a Fuel & Oil ticket in WebTMA.
WEX Card verifications will be requested annually to confirm the card is still active and located in the assigned location.
Contact Fleet Services at 928-523-2469 to request more detailed backup documentation to help resolve discrepancies.
As with the P-Card and all NAU financial activity, all employees and supervisors are responsible for complying with university policies and procedures. Northern Arizona University will discipline those involved with card misuse.