In 2021 we installed a new fuel management system that provides 24/7 service for university-owned vehicles (and gas cans, mowers, golf carts, etc.) and uses white GASBOY/WEX fuel cards. Drivers use their six-digit personnel number as a PIN when fueling (see below for how to find a personnel number).
All university vehicles (and departments that use gas cans, golf carts, mowers, etc.) were issued a white GASBOY/WEX card with campus vehicles limited to on-campus fueling only. If the vehicle travels out of Hamilton County, please email Motorpool@utc.edu to confirm the card is set up to be used off campus. Please give 48 hour notice of any changes needed.
Per UT Fiscal Policy, whenever possible, please fuel all university vehicles on campus.
When fueling on or off campus, a PIN will be required at the pump. This PIN will be the driver’s 6-digit personnel number (example: 123456). To find the personnel number, there are several ways to find this information:
- Payroll statement, directly under the employee’s name.
- Check with departmental administrative staff.
- Check bi-weekly or monthly timesheet.
- If unable to find the number, email Motorpool@utc.edu.
Students or volunteers that are not in IRIS should not be driving university vehicles (Fiscal Policy FI0725 – Use of University Vehicles) as they are not covered by the university’s liability insurance and will not be able to fuel university vehicles. Additionally, student drivers must have a valid driver’s license, be in work status while driving, have driving as part of their job description and have the permission of their supervisor to drive a university vehicle.
If a card is lost or damaged, send an email to MotorPool@utc.edu ASAP. We will cancel the lost/damaged card and order a replacement.
If new faculty, staff or students will be driving university vehicles and need to use the fuel card, email MotorPool@utc.edu with the driver’s full name and personnel number. Please include a completed Acknowledgment of Policies (attached) to be kept on file.
Additionally, for those that travel off campus, the white GASBOY/WEX card can be used for emergency purchases only (batteries, tire repair, etc.). If driving a newer vehicle (2019–2022), please use a vehicle warranty (roadside assistance) first. The WEX fuel and service station information is attached. If a vehicle needs to be towed, is in the Chattanooga/North Georgia area, and it is after normal business hours, please call Cain’s Wrecker Service at 423-265-1728. If on the road, check with the towing company to see if they will accept the WEX card if the vehicle is not covered by a warranty. Note: Any unnecessary purchases will be charged back to the department.
A list of brand-name fuel stations that accept our fuel card is attached. Please note that not all stations are required to accept our cards. If the station doesn’t accept the card, please try another station before using a personal credit card. Travel cards should not be used for purchasing fuel for a university vehicle.
Facilities Planning and Management Transportation Services Coordinator