How to request for vehicle MX

INFO:

All routine maintenance (MX), repairs, or servicing of COVs for $500 and below can be approved by the Wing Commander, Wing LG, or Wing LGT. All maintenance, repairs, or servicing of COVs for $500 or over must be approved by CAP/LGT. Any maintenance, repairs, or servicing over $500 without CAP/LGT’s approval may not be reimbursed and will be funded by the wing. This does not give the wing any inherent right to prevent said vehicle from being retired. All routine maintenance, repairs, and servicing less than $7,500 can be paid for with the vehicle’s Electronic Funds Source (EFS) Card. Members are not authorized to perform any maintenance, repairs, or servicing on COVs, and must use state certified/licensed facilities, where available.  

Trailers fall under the COV umbrella. However, trailer maintenance is the responsibility of the unit to fund.

Learn your wing’s procedures for vehicle maintenance requests under $500.

CAP/LGT does not do “blind approvals”, blind approvals are approvals without seeing an estimate. Do not call or text CAP/LGT for blind approvals.

Any type of maintenance/repair request for vehicle body, damage, or paint needs to be accompanied by pictures.

If a Report of Survey (ROS) is needed, MX will not be approved until ROS actions are taken by unit/wing. Click here for How to initiate a ROS.

 

STEP-BY-STEP GUIDE:

COV Maintenance (MX) Process:

1. Take the vehicle to a state certified/licensed facility.

2. Get a documented estimate of the repairs/services.

- If the repairs/services are over $3,000.00, an additional estimate/quote is needed (this can be obtained by calling another vehicle MX facility but needs to be a document as well)

- If it is unsafe to drive the vehicle (to any MX facility), you are authorized to use the EFS card for a tow truck

- Ensure the estimate has the facility's name, service, and total cost visible

3. Submit a COV MX request via the CAP Maintenance Request Form. The wing/region LG/LGT will have the link. If you do not have the link, coordinate with your wing/region before reaching out to CAP/LGT. Questions can be sent to COVServices@capnhq.gov.

*If you do not get a response in 48 hours (besides weekends or holidays), please reach out again

If you need your request expedited, call CAP/LGT at 334-508-1193. You must submit your request first, as CAP/LGT will not approve MX request over the phone, which is called a blind approval.

5. MX Approval/ Denial.

Approval: If your MX request is approved, you will be sent an email notification letting you know that your request is approval, with the maintenance request number, and the approval amount.

**This is your authorization from CAP/LGT and CAP/FM to get the vehicle’s MX completed and paid for via the EFS card.** 

Denial: If your MX request is denied by CAP/LGT, you will be sent an email notification of the reason why the request was rejected.

6. Once maintenance is completed and paid for, please complete the following steps:

1. Upload a copy of the paid receipt to ORMS
2. Send a copy of the paid receipt to Brany King (bking@capnhq.gov)
3. Close the MX request by clicking "Open Update Form", selecting “Yes”, then clicking “Submit”

7. Once the receipt is uploaded in ORMS, email is sent, and the request is closed; the MX process is completed.

Vehicle MX requests over $7,500.00 cannot be expedited.

More Documents is required and coordination will be completed through COVServices@capnhq.gov.  The repair facility has to be in our financial system for payments over $7,500.00. In order for them to be added, a W9 is needed. A W9 is a taxpayer identification form that all businesses in the United States use. Also have the MX facility complete a CAP Direct Deposit form if they want to be paid via direct deposit. The only other option of payment is via mailed check. CAP/LGT will notify you of the approved facility and if anything, else is required.

Click here for a W9 form.

Click here for a CAP Direct Deposit form.

 

KEY NOTES:

- Only pay for the approved MX

- If something else is paid for (such as fuel), then the override is cancelled. You will need to reach back out to Brandy King in order to get the override back in place

- Click here for How to upload vehicle MX into ORMS.

- Learn your wing’s procedures for vehicle maintenance requests under $500.

- CAP/LGT does not do “blind approvals”, blind approvals are approvals without seeing an estimate. Do not call or text CAP/LGT for blind approval.

- Request for tires need to be under the $250 per tire limit.

- If a Report of Survey (ROS) is needed, MX will not be approved until ROS actions are taken by unit/wing. Click here for How to initiate a ROS.

- Click here to see How to upload vehicle MX into ORMS.