Electronic Processing for GSA Fleet



1. Transactions under $100.00:

  • GSA Fleet is to be processed as a Local Cash Fleet. Fleet is listed as “GSA (WEX CARD)”
  • Provide service recommendations to the customer and perform service iftotal amount will be under $100.00 (IMPORTANT: If invoice is going to be over $100.00, skip down to #2)
  • Swipe the customer’s card and follow the requests for information at the card terminal.
  • After the information has been entered the card terminal will process.

2. GSA Fleet Transactions Over $100.00:

  • Attach vehicle to Local Cash Fleet“GSA (WEX CARD)”
  • If during the service review the service(s) will exceed $100.00, you must call GSA at 1-866-400-0411 for a work invoice reference number BEFORE beginning service.
  • Be prepared to provide the following information:
  • Store’s telephone number
  • Driver/Vehicle information(Odometer Reading / Tag #)
  • Card information (Account # / Expiration Date)
  • Sales Information(Invoice # / Date of Service / Sales Amount)
  • Once the invoice reference number is issued, you can begin the service.
  • Upon completion of the approved work, you must call GSA at1-866-400-0411 and give the invoice reference number (from the first call) to complete the transaction.
  • Once the transaction is finalized over the phone, the GSA representative will give you a Master Card number, expiration date, CVC2 number (security code on the back of the card if required by the system), purchase order number, and approved dollar limit for service that will allow to be posted to the credit card at ring out.
  • Put the Purchase Order # they give you over the phone into the “PURCHASE ORDER” rules field on the local fleet.
  • Select the payment card option and enter the approved dollar amount.

Note: This amount must match that of the invoice amount.

  • Proceed to the credit card screen
  • Select the manual credit option. This will bring you to the manual card section

  • In this screen you will need to enter the method of payment issued, the credit card number, expiration date, and customer’s name
  • Note: A CVC2 (security code on the back of the card if required by the system) is issued as well.
  • Verify the information is 100% correct and hit send.
  • The invoice will then be processed to the Method of Payment.

Note: Do not use this screen to process the credit information provided to you by the representative at GSA. Failure to comply can result in non-payment.

Dept of Defense / Dept of Energy GSA Cards

These cards are to be processed just like the GSA Fleet cards talked about earlier. The only difference is that you do not have to call for approval if the total goes over $100.

1. All Transactions:

  • GSA Fleet is to be processed as a Local Cash Fleet. Fleet is listed as “GSA (WEX CARD)”
  • Provide service recommendations to the customer and perform services as customer authorizes.
  • Swipe the customer’s card and follow the requests for information at the card terminal.
  • After the information has been entered the card terminal will process.

Frequently Asked Questions?

Do I have to attach the vehicle to the Local Cash Fleet?

Yes, it is very important that with each transaction you attach the vehicle to the local fleet. All of these vehicles are tax-exempt, and this makes sure that we don’t charge sales tax.

When can I call WEX to obtain an authorization?

Wright Express representatives are available 24 hours a day, 7 days a week, 365 days a year

Some Account Numbers are 13 digits, whereas others are 18 digits. Why?

At this time, for most Wright Express cards, the Account Number is 13 digits in length and a 5 digit Vehicle Card Number appears on a separate line in the middle of the card. When the Account Number is 18 digits in length, the

Vehicle Card Number is located on the same line as the Account Number and is its last 5 digits.

What should I do if my card reader is not working?

Should this happen, follow these steps while the driver is still at your store:

  • Call for authorization at 1-866-544-5792.
  • Take a manual imprint of the card and obtain the following information:
  • Fleet Account Number (located in center of card)
  • Driver ID
  • Odometer Reading
  • Expiration Date (MM/YY)
  • Invoice Number
  • Authorization Number provided to you by GSA
  • Once the terminal is operational, you must enter the sale information, odometer reading, Driver ID number, and authorization number provided to you by GSA.

You must complete these steps in order to be paid!

IMPORTANT NOTE: Do not run the card manually if the terminal declines the card without calling the customers service number listed on the back of each card. Failure to comply will cause non-payment.