1. Minnesota State University, Mankato Purchasing Card Program Commercial Card Expense Reporting (CCER) with Wells Fargo- Mastercard (Update: 08/2/16)
Commercial Electronic Office Portal with Wells Fargo Bank
Purchasing Cards for Cardholder/Reconciler/Approvers
MSU Campus P-Card Administrator
Helen Wenner (507)

2. Wells Fargo Purchasing Card
Wells Fargo is the procurement card provider for MSU, Mankato
Commercial Card Expense Reporting or “CCER” is Wells Fargo’s 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
PCS – Electronic Purchase Order
Field Purchase Order (CAO35 Form)
Request for Check Writing (CS1400 Form) for prepayment of fees, registrations, subscriptions, etc.
Purchase item with personal funds and seek reimbursement on an Expense Reimbursement Form
Request Travel Advance (CS1404 or CA036 Forms)
Purchasing Card / Group Travel Credit Card
A Goal of the purchasing card program is to minimize/reduce the use of 1-5 above. 3

4. Program Highlights Topic New Program Notification Method Email
Statement Delivery Method
On-line
Reconciliation Period
Bi-weekly
Cycle-to-date Transaction Review Capability
Yes, Available On-line
Prior Statement Review Capability for Cardholder and or Approver
Supervisor Approval Required
Yes
Per Transaction Limit
$9,999 or customized
Monthly Purchase Limit
Customized to Dept Needs
Number of Cards Required
One Card Per Person (Cost Center designation is made during the online reconciliation process)
Allowable Object Codes
Multiple Codes – See Next Slide (Obj Code designation is made during the online reconciliation process) 4

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
2122 Registration fee- in state
2222 Registration 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
25xx Intl travel codes for faculty/staff Reg,Airfare,Hotel
Catering of large events- always requires special expense prior approval
1850 Catering of large events - special expense approval
Student travel
2710 Student Activities
2720 Student 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
25xx - Intl travel codes for faculty/staff Reg,Airfare,Hotel
Student Activity Expenses
Student Travel Expenses
Memberships
License Fees, Permits, and Fixed Fees
Library Books
Library A/V Materials
Library Subscriptions 7

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. 8

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. Importance of Approver’s 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 MCC’s (Merchant Category Codes).

11. Sample Template of Processing Date Calendar

12. Steps Involved in Becoming Part of the P-Card Program
Cardholders must complete a new purchasing card application form and obtain supervisor approval. The form is available at this link.
Program Administrator review application and orders card.
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)
Cardholders are encouraged to utilize the new card to make purchases.
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) 12

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

14. Cardholder Experience

15. E-Mail 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.
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.

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. E-Mail Notification 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 cardholder’s behalf by accessing the Wells Fargo Commercial Card Expense Reporting system.
This is an automated . Please do not reply to this message. 

18. E-Mail Notification 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.

19. APPROVER EXPERIENCE

20. Approver 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 p-cardholder, department head, and p-card administrator of unresolved non-compliancy issues.
Ensuring the maintenance of p-card documentation (including receipts).
Approve all account maintenance including requesting new accounts and closure of existing accounts.
Approving limit changes and blocks/unblocks of MCC’s (Merchant Category Codes).

21. E-Mail Notification Sample for Approver
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 cardholder’s behalf by accessing the Wells Fargo Commercial Card Expense Reporting system.
 This is an automated . Please do not reply to this message.

22. E-Mail Notification Sample for Approver
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.

23. On-Line access How to sign on WellsOne Commercial Card
Minnesota State University, Mankato
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. Go to www.wellsfargo.com. Click on the “Commercial” tab
Logging In
Go to Click on the “Commercial” tab

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
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. Change Password
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.

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. Next Steps 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

33. Edit the Profile so we can offer more personalized support

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

36. Cardholder Experience

37. 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. Reclassify Screen
Click the icon to reclassify General Ledger Code
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. Split and Reclassify Screen
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

47. Dispute Transaction Screen
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.

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

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…
Click to retrieve current available credit
Available Credit field is the remaining balance of the cardholder’s existing credit limit

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

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. 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 Reclassifications
View transaction details
Make changes if necessary

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. 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. 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.