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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, repairs, or servicing, other than glider trailers, are 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:
Maintenance (MX) request for repairs costing $500-$7,500.00:
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. Send the estimate to CAP/LGT via email emanning@capnhq.gov.
- Ensure the email has the attached estimate/quote and the vehicle number
- Pictures of the estimate are acceptable if everything is visible (but do not text them)
- Links do not work and are unacceptable
- CAP/FM (CAP Finance) is not apart of the initial approval process and should not be included.
4. CAP/LGT will assess your request.
*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 334-953-9102. You must email your estimate first, as CAP/LGT will not approve MX request over the phone, which is a blind approval.
5. MX Approval/Assistance/Denial.
Approval: If your MX request is approved, you will get the below in an email from CAP/LGT.
“Maintenance is approved.
This is for the NEXT EFS Card purchase only.
Please upload the paid receipt into ORMS and send a copy to myself and Brandy.
Brandy, please set the card on Veh XXXXX to $XXXXX.”
**This is your authorization from CAP/LGT to get the vehicle’s MX completed.
Assistance: If more information is needed to process/assess your MX request, CAP/LGT will ask for what is needed. Sometimes a Vehicle Retirement Assessment worksheet is needed. Click here for a Vehicle Retirement Assessment Worksheet. Complete the assessment as completely and as best as possible. This assessment will give us a good subjective view on whether the MX should be conducted or if the vehicle needs to be retired.
Denial: If your MX request is denied by CAP/LGT, you will be sent the reason why in an email and be given guidance to start the vehicle retirement process.
6. CAP/FM will send you an email saying that the vehicle EFS card limit has been raised to the approved amount. The email normally says the words “override in place for the next transaction”.
** This is your authorization from CAP/FM to pay for the vehicle’s MX.
7. Get the MX completed on the vehicle and pay for it using the EFS card.
- 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 CAP/FM in order to get the override back in place
Click here for How to use the EFS Card.
8. Once the MX is paid, make sure you get a receipt.
9. Upload the receipt to the vehicles Maintenance tab in ORMS and email a copy to CAP/FM by replying to the approval email.
Click here for How to upload vehicle MX into ORMS.
Once the receipt is uploaded in ORMS and sent via email, this MX process is completed.
COV MX FLOW CHART:
