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 Fule Express Card Pin

• To obtain a PIN, you must have your supervisor or vehicle coordinator's authorization. Your supervisor or vehicle coordinator must email Purchasing Services requesting a Wright Express Fuel Card PIN for you.
• Complete and sign the Wright Express Fuel Card agreement. Have your supervisor and vehicle coordinator sign the agreement. Return the agreement to Purchasing Services.
• Upon approval, contact Purchasing Services to receive a valid PIN.

User Responsibilities 

• Only use the fuel card assigned to the vehicle you are driving. 
• 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 Purchasing Services.
• Report a missing card to your supervisor or to Purchasing Services.

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. Reconciliation should be performed by someone who is not a fuel card user.
• Notify Purchasing Services of any changes of authorized PIN users (separation from the department or from Brown, name changes, etc.), or lost or stolen cards.