Frequently Asked Questions About Fueling & Fuel Cards
Where can I purchase fuel?
Fuel purchased for Texas A&M University departmentally owned vehicles within the Bryan/College Station area is to be purchased from the Fleet Department located on Agronomy Road. Fuel can be purchased 24 hours a day, seven days a week, 365 days each year. The fueling facility is equipped with 2 unleaded, 2 diesel and 2 high flow diesel pumps.
When purchasing fuel outside of the Bryan/College Station area, customers are required to use a state fuel card (Voyager Card) issued to the vehicle. If the departmental vehicle does not have a state fuel card, contact the Fleet Service Center at 979.862.8662 to order one.
Do you sell propane?
We no longer offer propane at the Fleet Service Center. Propane can be purchased at Sevcik’s Service Center located at 2200 Longmire Drive in College Station, Texas. The department, vehicle number and meter reading is required to purchase propane. After fueling, the receipt must be taken to the Fleet Service Center. The Fleet will bill departments for propane purchased at Sevcik’s.
How do I purchase fuel at Fleet Services?
To collect data for state reporting, we have a system that tracks fuel and mileage for each vehicle using a canceiver or a data key. Canceivers are installed at the time the vehicle is assigned. If your vehicle does not have a canceiver, a data fuel key is needed. These keys are vehicle specific and should only be used to fuel the vehicle for which the key is assigned. Fuel keys can be obtained at the Fleet Service Center.
What should I do if I get an error message at the fuel pump?
The fuel pumps validate every mileage entered. If the mileage is not in range, a message will appear. The most common errors are “Invalid Meter” or “Invalid Key”. If you receive an error message while fueling, bring the key into the Fleet Service Center and the attendant there will correct the problem.
What do I do in the case of a fuel spill?
Remain calm. Stop the source of the spill by either cutting off the nozzle, or by hitting the emergency shut off valve that is located on the wall to the right of the Fleet Service Center front entrance. Inform a Transportation Services employee of the problem.
If you are fueling after hours and no Fleet Service Center employee is present, obtain fuel spill clean-up supplies from the fuel spill supply cabinet. Spill pads and other supplies are available to help contain the spill. After the spill is contained, call Environmental Health and Safety at 979.845.4311. You will need to inform them of the spill and the location.
How do I purchase fuel for lawn mowers or other equipment?
Many departments on campus need to fill small pieces of equipment, such as small lawn mowers, or fuel cans with fuel. In these cases, the Fleet Service Center will provide the department with a bulk fuel key to meet these incidental-fueling needs. Bulk fuel keys are not vehicle specific and allow customers to purchase unleaded or diesel fuel. Bulk fuel keys can be obtained at the Fleet Service Center.
How do I purchase fuel while traveling?
Fuel purchased outside of the Bryan/College Station area must be paid with a state fuel card issued by Fleet. In the event a state fuel card has not been issued to the departmental vehicle or if a fuel card has been lost, contact the Fleet Service Center at 979.862.8662.
How do I get a State Fuel Card?
To request a State Fuel card, contact the Fleet Service Center at 979.862.8662.
Do I have to get a State Fuel Card?
No, the Fleet Services Center has State Fuel cards available to check out if you do not have one.
Who accepts the State Fuel Card?
The current State Fuel Card is US Bank merchant card called Voyager. It is accepted at many convenient stores and gasoline station throughout the US. To locate a merchant, use the Voyager Acceptance Locator.
How do I use the State Fuel card?
You can use these cards at the pumps, but occasionally you may need to complete your sale at the cashier station. You will be asked to enter the odometer reading onto a keypad at the pump. The PIN number is zeros followed by the vehicle number for a total of six digits. Keep the fuel receipts to compare them to the monthly invoice received from Fleet.
Do I have to use the State Fuel card?
Yes, the fuel card allows the Transportation Services to collect vehicle data required for state reporting.
What do I do if the State Fuel card doesn’t work?
If the credit does not work, have the attendant call the Voyager 1-800-282-7496 (this number also located on the back of the card) for further assistance. If the problem was unable to be resolved, you may have to pay with cash or use your personal credit card. Notify Fleet Services at 979.862.8662 or email fleet@tamu.edu of the problem or any inconvenience you may have experienced while using the Voyager card. Reimbursement for fuel must be approved by the Transportation Services before sending it to your department for payment. To collect the required fuel data for state reporting, a copy of the receipt must be turned into the Fleet Service Center along with the vehicle number and a meter reading.
What do I do if the vendor doesn’t accept the state fuel card and I have already fueled the vehicle?
Unfortunately, you may have to pay with cash or your personal credit card. Reimbursement for fuel must be approved through Transportation Services before sending it to your department for payment. To collect the required fuel data for state reporting, a copy of the receipt must be turned into the Fleet Service Center along with the vehicle number and a meter reading. Before fueling verify if facility accepts Voyager.
What should I do if the State Fuel Card is lost or stolen?
Notify Fleet immediately at 979.862.8662. The card will be canceled, and another card issued. If you are on a long trip you may have to pay for the fuel purchases with cash or your personal credit card. Keep all receipts for reimbursement.
