Motor Pool Procedures:

Procedures:

UNIVERSITY VEHICLES — WEX & CO-OP FUEL CARDS

WEX Fuel Cards

• Departments with assigned WEX cards may continue fueling at participating commercial gas stations unless otherwise directed.
• Assigned WEX cards may be used 24 hours a day, 7 days a week.
• Due to university account limitations, certain departments will be directed to use Co-Op as their primary fueling location.

Co-Op Fuel Cards

• The Co-Op fueling facility at 980 Middle Tennessee Boulevard will be available for university vehicles with an assigned Co-Op fuel card.
• Fueling is available 24 hours a day, 7 days a week.
• Unleaded gasoline and regular diesel are available.
• Each Co-Op card requires a unique PIN number to authorize purchases.

Departments Without Assigned Fuel Cards

Departments without an assigned WEX or Co-Op card may check out a shared card from the Motor Pool Clerk.

Location: Holmes Building — Motor Pool Clerk Desk
Hours: Monday–Friday, 7:30 a.m.–3:30 p.m.
Phone: 615-898-2415

Employees must provide their name, MTSU vehicle number, department, and checkout time. The return time will be recorded when the card is returned. Any required PIN will be provided at checkout.

Shared cards must be returned promptly after fueling. No after-hours or weekend checkout will be available.

Co-Op will be the preferred refueling station.

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EQUIPMENT FUELING — TEMPORARY ONSITE TANKS

Temporary unleaded gasoline and diesel tanks will be available for golf carts, utility carts, mowers, tractors, and other equipment that cannot reasonably be fueled off campus.

These tanks are for equipment only. No regular university vehicles are permitted to use the temporary tanks.

Location: Northeast corner of the Facilities Services Maintenance Complex
Hours: Monday–Friday, 6:30 a.m.–3:30 p.m.

Traffic Flow:

• Enter through the far east maintenance complex gate.
• Exit through the center maintenance complex gate.

Employees must complete the fuel log located inside the maintenance complex shed each time they obtain fuel.

The log requires the date, employee name, MTSU equipment number, department, fuel type (gasoline or diesel), and time of fueling.

Please refer to the attached fueling location map for the designated entrance, exit, and temporary tank location.

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FUEL RECEIPTS & ACCOUNTABILITY

Employees using WEX or Co-Op fuel cards should obtain and retain fuel receipts whenever possible and provide them to Facilities Services upon request.

All fuel purchases must be for authorized university business. Please ensure cards are secured, required fueling records are completed, and the correct fuel type is used.

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QUESTIONS OR ASSISTANCE

For questions regarding temporary fueling arrangements, please contact:

Motor Pool Clerk — Holmes Building
615-898-2415

Motor Pool Mechanics Shop
615-898-5076

Jason Young — Grounds, Greenhouse & Motor Pool Manager
615-904-8316

These temporary procedures are expected to remain in effect through the end of February 2027. Any changes or updates will be communicated as needed.

Thank you for your cooperation and flexibility as we complete this important infrastructure improvement.

MTSU Motor Pool Services