Fueling Information

Refueling Procedure

As Of 1 September 2020

a.      Refueling Levels per Aircraft Type.   Due to various aircraft types, various fuel tank sizes, various useful loads and the need to be mission capable with a 3 person aircrew, this letter sets forth the refueling requirements and the required pre-flight and post-flight procedures for NCWG aircraft.

b.      Pre-Flight Fueling Procedures for all NCWG Aircraft except C172P-Std Tanks

(1)   Measure fuel levels in each tank with the appropriate fuel stick and verify it is at the level specified in the table above.

(a)   If fuel stick is missing, notify your FRO and/or AMO prior to flight.  If not reported, you will be subject to replacement or replacement cost.

(b)   On C172 R/S models, there is an obstruction that may prevent the fuel stick from resting on the bottom of the tank resulting in inaccurate readings and improper refueling.  Angling the fuel stick slightly rearward at the back edge of the filler neck may help avoid this obstruction.

(2)   Report discrepancies in excess of +/-3 gallons (Total) to your FRO/AMO so they can corroborate.  Discrepancies not reported prior to flight become the responsibility of the PIC of the current flight.  If possible, the PIC should give a courtesy call to the previous PIC to see if some arrangement can be worked out to resolve the issue.

(3)   Additional fuel may be added prior to the flight based on specific mission needs subject to weight and balance limitations.

(4)   On G1000 equipped aircraft, set the Fuel totalizer to the measured fuel levels.
 

c.       Post-Flight Refueling Procedures for all NCWG A/C except C172P-Std Tanks

Due to multiple aircraft types, some with fuel tabs, some without, some with tabs that don’t represent the desired refueling levels, the following refueling procedure is required for these A/C types:

(1)   Measure fuel levels in each tank with appropriate fuel stick

(2)   Subtract the measured amount from the prescribed level specified in the table above.

(3)   Provide the FBO line personal the required gallons per side.

(4)   Verify post-refueling levels by

(a)   By direct measurement,

(b)   By observing the fuel truck meter during refueling or

(c)    By verifying the receipt gallons match that which was requested.

(5)   The PIC should remain with aircraft during refueling when possible.  If the airport is closed upon arrival, you should call in the gallons per side as soon as possible, have the FBO fax or email you the receipt for upload into WMIRS and verify the gallons match what you requested.

d.      Pre-Flight / Post-Flight Fueling Procedures (All C172P with Std Tanks).

(1)   Pre-flight are the same as above except fuel levels are visually inspected and should be “FULL” or less than 1” from the top during preflight.  No fuel stick is required for this A/C type. For discrepancies, refer to 1-b above.

(2)   On Post-Flight, the fuel levels should be “topped-off” and visually verified to be within 1” of the top.

Receipt Requirements

When being reimbursed for fuel a number of items are required to be documented on the receipt prior to it being uploaded. Without the below items properly notated the reimbursement may not be processed and the Squadron may be required to pay for the flight.

Documented on the Receipt:

1. Mission Number
2. Sortie Number(s)
3. Payment Information
   • NHQ Paid or
   • Member Paid - member name and CAP ID required 

Circled on the Receipt:

1. Vendor Information (with Name and Address)
2. Date (within 24hrs of sortie. If not explanation is required)
3. Aircraft Tail Number
4. Total Gallons
5. Total Cost

Sample Receipt

NHQ Fuel Card Usage Procedures

Below is a presentation on how to properly use the NHQ fuel card for each aircraft. 

NHQ Fuel Card Procedures 

Usage Information: 

• Driver ID: First Four Digits of Tail Number
  • N938CP = 9380
  • N9930E= 9930
• Odometer = Members CAP ID Fueling Aircraft
• Billing Zip = 36112

NCWG Sortie Closeout - NHQ Paid

Below is a presentation on how to properly close out sorties after using the NHQ fuel card.

Sortie Fuel Closeout