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Minnesota State University, Mankato Purchasing Card Program Commercial Card Expense Reporting (CCER) with Wells Fargo- Mastercard (Update: 08/23/13) Commercial.

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Presentation on theme: "Minnesota State University, Mankato Purchasing Card Program Commercial Card Expense Reporting (CCER) with Wells Fargo- Mastercard (Update: 08/23/13) Commercial."— Presentation transcript:

1 Minnesota State University, Mankato Purchasing Card Program Commercial Card Expense Reporting (CCER) with Wells Fargo- Mastercard (Update: 08/23/13) Commercial Electronic Office Portal with Wells Fargo Bank Purchasing Cards for Cardholder/Reconciler/Approvers MSU Campus P-Card Administrator Helen Wenner (507)

2 2 Wells Fargo Purchasing Card Wells Fargo is the procurement card provider for MSU, Mankato Commercial Card Expense Reporting or CCER is Wells Fargos online P- card management tool, providing online access 24/7 The program provides flexibility while adhering to university purchasing policies and procedures and The program provides accountability for auditing purposes (Cardholders, Reconcilers, Approvers). The program also provides: Opportunities for departments to customize and plan to their needs One card for multiple cost centers and object codes Spending limits customized to each card (Individual/Dept cards) On-line transaction history for the cardholder to view Customized MasterCard Credit card design and MSU logo Opportunity for Revenue Sharing Program

3 Current Options for Purchasing Goods & Services 1)PCS – Electronic Purchase Order 2)Field Purchase Order (CAO35 Form) 3)Request for Check Writing (CS1400 Form) for prepayment of fees, registrations, subscriptions, etc. 4)Purchase item with personal funds and seek reimbursement on an Expense Reimbursement Form 5)Request Travel Advance (CS1404 or CA036 Forms) 6)Purchasing Card / Group Travel Credit Card A Goal of the purchasing card program is to minimize/reduce the use of 1-5 above.

4 Program Highlights TopicNew Program Notification Method Statement Delivery MethodOn-line Reconciliation PeriodBi-weekly Cycle-to-date Transaction Review CapabilityYes, Available On-line Prior Statement Review Capability for Cardholder and or Approver Yes, Available On-line Supervisor Approval RequiredYes Per Transaction Limit$9,999 or customized Monthly Purchase LimitCustomized to Dept Needs Number of Cards RequiredOne Card Per Person (Cost Center designation is made during the online reconciliation process) Allowable Object CodesMultiple Codes – See Next Slide (Obj Code designation is made during the online reconciliation process)

5 Possible Object Codes - Basic Template 1110 Advertising 1260 Maintenance contracts 1280 Minor repairs, sent off campus-no contract/liability 1460 Printing Other 1730 Software purchase/maintenance 1755 On-Line Subscriptions/System Access Fee 1870 Purchased Services- other Ex: dry cleaning 2870 Memberships 2891 Fixed Fees, licenses, permits 3000 Supplies, Materials, Subscriptions And the following additional object codes

6 Additional Object Codes to utilize with Department Approval Faculty/staff travel only (Not to be used for non-state employees) All faculty/staff travel expenditures require a special expense prior approval 2122Registration fee- in state 2222Registration fee- out of state 2120 Car Rental / Taxi – In State 2220 Airfare / Car Rental / Taxi – Out of State 2130 Hotel / Lodging Tax & Room Charge – In State 2230 Hotel / Lodging Tax & Room Charge – Out State Catering of large events- always requires special expense prior approval 1850Catering of large events - special expense approval Student travel 2710Student Activities 2720Student Travel (Team or group)

7 Full List of Object code expenditures on p card Types of Purchases By Object Code Supplies and Subscriptions Advertising Maintenance Contracts Repairs Minor (sent off campus/ no liability contract) Printing-Other Software License / Purchase / Maintenance On-line Subscriptions / System Access Fee Sodexho Catering of Large Events (Must have special exp approval) Purchased Services – Other (Ex: Dry cleaning) Car Rental / Taxi – In State Registration Fee – In State Hotel / Lodging Tax & Room Charge – In State Airfare / Car Rental / Taxi – Out of State Registration Fee – Out of State Hotel / Lodging Tax & Room Charge – Out State Student Activity Expenses Student Travel Expenses Memberships License Fees, Permits, and Fixed Fees Library Books Library A/V Materials Library Subscriptions

8 8 Three On-line Roles Cardholder - Reviews their statement, reclassifies expenses (assigns Dept. Id's, Account Codes), provides a business description and completes the review function online biweekly. Prints out reconciliation and attaches original detailed receipts along with any prior approval and/ or special expense forms and forward to approver for signature. Cardholders have an allotted number of days to finalize their statement before the billing cycle closes, but can review and edit p-card statements daily if desired. Reconciler (optional role) - Performs the same function as a cardholder in completing statements. This is a role you can assign to staff in order to oversee a certain cardholder or a group of cardholders p-card expenses. This is an optional role that departments may choose to use if needed. Approver - Reviews, edits, and approves p-card statements for cardholders assigned to them. This is done after the cardholder has reconciled and before data is uploaded to financial reports. The approver also must review and sign in approval on the paper copy of the reconciliation. Approvers also have a pre-determined number of days to review and approve p-card expenses on-line. This role is generally performed by the Department Head/Supervisor.

9 Cardholder / Reconciler Responsibilities Collect receipts to verify purchases for auditing and reclassifying expenses (contact vendor in case of any missing receipts). Receipts provided must show the itemized list of what was purchased. Cannot provide a receipt that simply shows the total. Obtain prior approvals for travel and special expenses Watch for unauthorized transactions on your statement and report/dispute them immediately with program administrator Dispute any incorrect charges with the vendor directly and report to Program Administrator Make sure your reconciliation is completed and in our office by the due date each billing period Keep the card (and card number) confidential

10 10 Importance of Approvers Role The Approver is responsible for: Reviewing, editing, and approving online allocations by required due date. In most areas, the Approver is the department head, and is responsible for: Reviewing department p-card purchases to ensure compliance with University purchasing policy and procedure. Notifying cardholder, department head, and p-card administrator of unresolved non-compliancy issues. Ensuring the maintenance of p-card documentation (including receipts). Approval of all account maintenance including requesting new accounts and closure of existing accounts. Approving limit changes and blocks/unblocks of MCCs (Merchant Category Codes).

11 Sample Template of Processing Date Calendar

12 1.Cardholders must complete a new purchasing card application form and obtain supervisor approval. The form is available at this link. 2.Program Administrator review application and orders card. 3.When card arrives, a cardholder training meeting is scheduled to review how to access and navigate through the Wells Fargo website and to review purchasing policies. (Approximately 1 hour) 4.Cardholders are encouraged to utilize the new card to make purchases. 5.Follow up cardholder training is scheduled with Program administrator within two weeks of initial training session to review actual purchase transactions, reclassify and reconcile purchases. (Approximately ½ hour) Steps Involved in Becoming Part of the P-Card Program

13 13 P-card References Purchasing Card application forms and additional information can be found online at: x.html

14 Cardholder Experience

15 Cardholder Statement Ready for Review Statement Review for 11/6/20XX Dear Cardholder: Your most recent statement is ready for review by accessing the Wells Fargo Commercial Card Expense Reporting system for the following card(s): xxxx-xxxx-xxxx-1234 Please complete your review in a timely manner and forward your receipts as appropriate. This is an automated . Please do not reply to this message. Notification - Cardholder If you are on vacation or do not have access to a computer, contact your program administrator so a reconciler can be assigned.

16 Reconciliation Cycle (Cardholder to Approver) Approver Period/Deadline An will be sent to the Approver once the cardholder has finished reviewing the statement indicating to the approver that the statement is now ready to be reviewed/approved. This is done by the Cardholder/Reconciler clicking the Statement Reviewed button in Wells Fargo. Approvers must have all statements approved by 4 calendar days after the end of the cardholder period. If a Cardholder/Approver fails to approve expenses before the approver deadline, the expenses will be paid from the default cost center and applicable expense corrections with justification coordinated through Business Services. If you are on vacation or do not have access to a computer, contact your program administrator so a secondary approver can be assigned to your cardholders. Approver Deadline: Approvers have a 4 calendar day window after the cardholder review period is over.

17 Approver Mail (after grace period end date) Cardholder Statement Review overdue for 05/31/20XX Dear Approver: The following cardholder(s) have not reviewed their most recent statement: Lastname, Firstname xxxx-xxxx-xxxx-1234 Lastname, Firstname xxxx-xxxx-xxxx-5678 Notifications have been sent to each cardholder but they have still failed to review their statement. If you choose, you may review the statement on the cardholders behalf by accessing the Wells Fargo Commercial Card Expense Reporting system. This is an automated . Please do not reply to this message. Notification

18 Cardholder Review of Statement is Complete Cardholder Statement Review Complete Dear Approver: The most recent statement has been reviewed for the following cardholder: Lastname, Firstname xxxx-xxxx-xxxx-1234 xxxx-xxxx-xxxx-5678 The statement(s) are ready for your review by accessing the Wells Fargo Commercial Card Expense Reporting system Please complete your review in a timely manner. This is an automated . Please do not reply to this message. Notification

19 19 APPROVER EXPERIENCE

20 20 Approver Role The Approver is responsible for: Reviewing, editing and approving online allocations by required due date. Reviewing, editing and approving online allocations by required due date. In most areas, the Approver is the department head, and is responsible for: Reviewing department p-card purchases to ensure compliance with University purchasing policy and procedure. Reviewing department p-card purchases to ensure compliance with University purchasing policy and procedure. Notifying p-cardholder, department head, and p-card administrator of unresolved non-compliancy issues. Notifying p-cardholder, department head, and p-card administrator of unresolved non-compliancy issues. Ensuring the maintenance of p-card documentation (including receipts). Ensuring the maintenance of p-card documentation (including receipts). Approve all account maintenance including requesting new accounts and closure of existing accounts. Approve all account maintenance including requesting new accounts and closure of existing accounts. Approving limit changes and blocks/unblocks of MCCs (Merchant Category Codes). Approving limit changes and blocks/unblocks of MCCs (Merchant Category Codes).

21 21 Approver Mail (after grace period end date) Cardholder Statement Review overdue for mm/dd/yyyy Dear Approver: The following cardholder(s) have not reviewed their most recent statement: Lastname, Firstname xxxx-xxxx-xxxx-1234 Lastname, Firstname xxxx-xxxx-xxxx-5678 Notifications have been sent to each cardholder but they have still failed to review their statement. If you choose, you may review the statement on the cardholders behalf by accessing the Wells Fargo Commercial Card Expense Reporting system. This is an automated . Please do not reply to this message. Notification Sample for Approver

22 22 Cardholder Review of Statement is Complete Cardholder Statement Review Complete Dear Approver: The most recent statement has been reviewed for the following cardholder: Lastname, Firstname xxxx-xxxx-xxxx-1234 xxxx-xxxx-xxxx-5678 The statement(s) are ready for your review by accessing the Wells Fargo Commercial Card Expense Reporting system Please complete your review in a timely manner. This is an automated . Please do not reply to this message. Notification Sample for Approver

23 23 Minnesota State University, Mankato WellsOne Commercial Card On-Line access How to sign on Click on commerical tab Click sign on to Commerical Electronic Office Portal Compnay ID: MIM630 Complete User ID and Password sign on

24 Logging In Go to Click on the Commercial tabwww.wellsfargo.com

25 Logging In Click on Sign On

26 Commercial Electronic Office Sign On Simply enter your: Company ID CO ID User ID Unique to user Password Unique to user Remember to bookmark this page for future access

27 Your First Sign-On Change your temporary password Answer two Secret Questions Accept the CEO Terms of Use Agreement Create a User Profile: Name, Title Telephone Number Address

28 Change Password

29 After selecting a new password, you will see a message box indicating the successful change of the password along with the date when the password will expire. Change Password

30 Answer Two Secret Questions Reset your own password in CCER Select a question from the drop down list Provide an answer Repeat the process with a different question Remember the answers!

31 This screen lets you know what you have left to accomplish: Step 1: Accept the CEO Terms of Use Step 2: Create a User Profile Next Steps

32

33 Edit the Profile so we can offer more personalized support

34

35 CEO Home Page Select Commercial Card Expense Reporting from the My Services menu

36 © 2009 Wells Fargo Bank, N.A. All rights reserved. Confidential. Cardholder Experience

37 © 2009 Wells Fargo Bank, N.A. All rights reserved. Confidential. Reconciler Experience Reconcilers have the same ability as cardholders to review, edit, and reclassify expenses. They may complete the review process on behalf of single indivual or group of cardholders each cycle.

38 Cardholder/ Reconciler Responsibility Collect receipts to verify purchases for auditing, reclassify expenses. Watch for unauthorized transactions on your statement and report/dispute them immediately Dispute any incorrect charges with the vendor directly and report to Program Administrator Complete your reconciliation by the due date each billing period Keep the card (and card number) confidential

39 Manage Statements Review Open Statements (default)

40 Manage Statements View Previous Statements 13 months of history

41 Manage Statements View Cycle-to-Date Appear on your statement as they are posted through the Visa ® system

42 If a vendor transmits additional details with the transaction, the Merchant name is red and underlined Select the Merchant name to access the detail screen

43 Available functionality includes: Reclassify - reallocate an entire transaction Add Descriptions - provide transaction details Split and Reclassify – divide a transaction multiple ways Dispute – dispute a transaction

44 Click the icon to reclassify General Ledger Code Reclassify Screen Enter a business description Click the icon to choose values to reallocate the transaction Enter a business description, review/reclassify custom fields and the GL code Avoid special characters - % ; ( ) & + \ # ? { } I ^ ~ [ ] Please note the system will timeout without notice after 15 minutes of inactivity. You will receive a 10 minute warning on all Action screens. Click OK to reset the timer.

45 Reclassify Screen

46 Divide and reallocate a transaction into multiple entries Split by Amount or by Percentage Select Add to create a new row and begin the split process Split and Reclassify Screen

47 Please try to contact the vendor FIRST to get a refund or correction. If unresolved after working directly with the vendor, Notify Program Administrator. You have 60 days from the post date to dispute a transaction. Dispute Transaction Screen

48 This is not an option on the MSU, Mankato Purchasing card program. OOP Reimbursement

49 Complete your Review Select Statement Reviewed and a message box appears indicating that an will be sent to your approver Print out reconciliation by clicking Print Version at the top right corner, attach receipts, prior approvals, and label with signature. Forward to your approver

50 Personal Profile

51 Personal Profile Continued… Available Credit field is the remaining balance of the cardholders existing credit limit Click to retrieve current available credit

52 View declined transactions to determine the reason for the decline Declines usually appear within 48 hours View Declines

53 Contact Information Wells Fargo Call immediately if your card is lost, stolen or suspected missing, then contact the Program Adminstrator at MSU. For immediate decline information To access the automated Voice Response System for the following information: Current balance Available credit Contact a Program Administrator if: You have questions about your card Need to increase your credit limit Change jobs Need to order cards for other employees Need Assistance with dispute Program Administrator Helen Wenner (507) Business Services WA236

54 © 2009 Wells Fargo Bank, N.A. All rights reserved. Confidential. Approver Experience

55 Manage Statements Statement Approval Queue (If the cycle is ready for review) Notify Program Administrator if a Secondary Approver is needed

56 Manage Statements Cycle-to-Date Transactions Approvers can view the same activity screens for the cardholders that roll up to them for approval

57 View transaction details Make changes if necessary View Reclassifications

58 Statement Approval Review transaction details and descriptions, and make sure all are in compliance with company policy. Approve the card expenses by clicking Approve Statement

59 Reports – Offline

60 60 Record Keeping Business Services maintains p-card documentation a minimum of 7 years. Be sure your documentation provides a complete business purpose for each p-card expense. The following documentation is required for auditing purposes. Cardholder Statement (including business purpose) with original detailed receipt- Back up documentation P-card special expense, Prior approvals Published meeting agenda List of attendees Signature form (signed by Manager) Signed Statement Approval Queue Be sure to keep a copy of your reconciliation and receipts in case something gets lost.

61 61 P-card Security Lost or Stolen P-card: Cardholders should immediately report lost, misplaced, or stolen cards directly to: Wells Fargo P-card Account Services 1/ Safety online – Wells Fargo does not request or send sensitive information – such as account numbers or passwords – in an unsecured , or by directing you to an unsecured website. You can forward suspect s to Questions, concerns? University P-card Administrator: Business Services, WA236, Helen Wenner Check the online P-card site for forms, references and information

62 Thank You! © 2009 Wells Fargo Bank, N.A. All rights reserved. For public use.


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