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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 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 over $7,500.00:
**The EFS card is not used to pay for anything over $7,500.00**
1. Take the vehicle to a state certified/licensed facility.
2. Get a documented estimate of the repairs/services.
- The estimate needs to have the facility’s name, address, number and be clearly readable
- Will need an additional estimate/quote (this can be obtained by calling another vehicle MX facility)
- 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 service and totals visible
3. Send the estimates to CAP/LGT via email emanning@capnhq.gov.
- Ensure the email has the attached estimates/quotes and the vehicle number
- Pictures of the estimate are acceptable if everything is visible
- Links do not work and are unacceptable
- CAP/FM (CAP Finance) is not apart of this process and should not be included in email.
4. CAP/LGT will assess your request. Vehicle MX requests over $7,500.00 cannot be expedited. During this assessment, CAP/LGT will determine which MX facility the work will be approved for.
*If you do not get a response in 48 hours (besides weekends or holidays), please reach out again
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.
5. More Documents Required. 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 these forms are required, if not, go to the next step.
Click here for a CAP Direct Deposit form.
Have the approved MX facility complete the appropriate forms and email them back to CAP/LGT, replying to the same email chain.
**This is not authorization to have MX started**
6. MX Approval. CAP/FM (finance) has to add the vendor to our payment system. Then CAP/LGT has to submit a request in this system and get it approved.
Approval: If your MX request is approved, you will get an email from CAP/LGT saying the "MX has been approved and once MX is completed, submit the final invoice to CAP/LGT for payment."
**This is your authorization from CAP/LGT to get the vehicle’s MX completed.
7. Getting the MX completed. Often times, during larger repairs, the vehicle may need additional repairs. When this amount exceeds 10% of the approved amount, have the MX facility stop the MX, get an updated estimate, and submit for additional approval. CAP/LGT will notify you when the additional MX is approved.
8. MX completed and Final Invoice.
Once MX is completed, email the final invoice to CAP/LGT and upload the invoice to the vehicles Maintenance tab in ORMS.
DO NOT USE THE EFS CARD.
Click here to see How to upload vehicle MX into ORMS.
9. Coordinate with the MX facility to pick up the vehicle. You will not know when payment will be received by MX facility.
Once the final invoice is sent to CAP/LGT, uploaded in ORMS, payment has been made, and vehicle picked up from MX facility, this MX process is completed.
COV MX FLOW CHART:
