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Purchasing Cards

Purchasing Card Policy & Procedure

Purchasing Card Training

PaymentNet4 Purchasing Cardholder Quick Reference Card

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**Please note that the training modules will be updated soon to reflect the transaction limit increase effective 4/1/13**

Purchasing Card Module 1

Purchasing Card Module 2

Purchasing Card Module 3

Wright Fuel Express Card

The Wright Fuel Express Card program is Brown University's vehicle fuel procurement system. It is only for fuel purchases. Every University vehicle is assigned a fuel card and the card restricts purchases to individuals with a valid personal identification number (PIN). The following policies and procedures ensure the program operates effectively.

To Obtain a Wright Fuel Express Card PIN

To obtain a PIN, you must have your supervisor's authorization. Your supervisor must email the Purchasing Department requesting a Wright Express Fuel Card for you.

Complete and sign the Wright Express Fuel Card agreement. Have your supervisor sign the agreement. Return the agreement to the Purchasing Department.

Upon approval, contact the Purchasing Department to receive a valid PIN.

User Responsibilities

Use the fuel card assigned to the vehicle. Do not use the fuel card for any vehicle other than that to which it is assigned.

Obtain a receipt and give the receipt to the department employee responsible for monitoring the account.

Enter the correct odometer reading at the time of fuel purchase.

Do not share your PIN. PINs must be kept confidential.

Report any misuse of the fuel card to your supervisor or to the Purchasing Department.

Report a missing card to your supervisor or to the Purchasing Department.

Department Responsibilities

Keep documentation on the Wright Express Fuel Card vehicle assignments by card number.

Keep documentation on authorized drivers.

Sign-up for view access on the Wright Fuel Card Website.

Review transactions online regularly to ensure odometer readings are correct, and to spot transactions that are unusual for your department. Investigate unusual transactions.

Reconcile fuel purchases with ledger charges. Reconciliation should be performed by someone who is not a fuel card user.

Notify the Purchasing Department of any changes of authorized PIN users (separation from the department or from Brown, name changes, etc.), or lost or stolen cards.