Minnesota State University, Mankato

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Minnesota State University, Mankato Commercial
Electronic Office Portal with Wells Fargo
Bank Purchasing Card Program 10/1/08 Program
Administrator- Helen Wenner, Business Services
WA236 507-389-2269
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Why Change?

• The current Wells Fargo Purchasing Card Program
  (SMART DATA) is being eliminated and replaced
  with a new version (CEO- commercial Electronic
  Office).
• The new program provides more purchasing
  flexibility and accountability. (Cardholders,
  Reconcilers, Approvers) as well as significantly
  more efficient for both the University and
  external vendors.
• Also provides
• Opportunities for departments to customize the
  plan to their needs
• One card for multiple cost centers and object
  codes
• Increased spending limits to 4999 per
  transaction
• On-going transaction history for the
  cardholder to view
• New Mastercard Credit card design and MSU logo
• Opportunity for Revenue Sharing Program

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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

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Comparison of the Old and New Programs
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Comparison of the Old and New Programs(Continued)
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Possible Object Codes- Basic Template

• 1110 Advertising
• 1260 Maintenance contracts
• 1280 Repairs other
• 1460 Printing Other
• 1730 Software purchase/maintenance
• 1870 Purchased Services- other
• 2870 Memberships
• 2891 Fixed Fees, licenses, permits
• 3000 Supplies, Materials, Subscriptions
• And the following additional object codes

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Additional Object Codes to utilize with
Department 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 and room chg only/ in
  state
• 2230 Hotel/lodging tax and room chg only/out of
  state
• 1850 Catering of large events- special expense
  approval
• 2720 Student Travel (Team)
• 2710 Student Activities

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How does it all work?...3 online roles

• Roles
• Cardholder- Reviews their statement, reclassifies
  expense (assigns Dept Id's, Account Codes),
  provides a business description and completes the
  review function online biweekly. 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
  wanting to.
• Reconciler (optional role)- Performs the same
  function as a cardholder in completing
  statements. This is a role you can assign to
  staff that oversee a certain cardholder or a
  group of cardholders p-card expense. This is an
  optional role departments may choose to use if
  needed.
• Approver- Reviews and edits p-card statements for
  cardholders assigned to them before data is
  uploaded to financial reports. The Approver also
  has a pre-determined of days to review
  approve p-card expense each month. This role is
  generally performed by the Department
  head/supervisor.

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How to Get Set up for the New Purchasing Card
Program

• Department heads and administrative assistants
  should schedule a meeting with Helen Wenner to
  learn more about how the program is structured
  and to determine their departments needs.
• Cardholders must complete a new purchasing card
  application form and obtain supervisor approval.
  The form is available at this link.
  http//www.mnsu.edu/busoff/purchasingcard/forms/pu
  rchasingcardapp1208save.pdf
• Helen Wenner will order purchasing cards for the
  Department.
• Once the cards are received, an initial
  cardholder training meeting should be 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
  Helen Wenner within two weeks of initial training
  session to review actual purchase transactions,
  reclassify and reconcile purchases showing first
  statement. (Approximately ½ hour)

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CARDHOLDER EXPERIENCE
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How does it all work?... Reconciling your
statement

• Cardholders reviews their cardholder statement
  and provides a specific business purpose for each
  purchase.
• Some departments assign a Reconciler to assist in
  this process
• Cardholders authorize biweekly p-card purchases
  as a necessary business expense by completing the
  Cardholder Review function online, and printing
  their statement.
• Original receipts and any required forms should
  be attached to the statement.
• EX Special Expense or Prior approval forms
• Any required departmental documentation
  authorizing expense
• The completed statement with back-up attached is
  submitted to the Department Approver for review
  as soon as the Cardholder Review function is
  completed.
• The Department P-card Approver reviews and
  approves online information for posting to
  University financial reports and forwards to
  Business Services.

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How does it all workcont

• If you miss the Cardholder Review completion due
  date, your Approver
• will have to complete your statement. Your
  statement will remain in
• open status, and you will need to sign the
  printed statement
• acknowledging review as complete.
• Failure to complete your review by the required
  due date is considered non-compliance with p-card
  policy and account deactivation may be warranted
  in some cases.

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• HINT
• Cardholders do not have to wait for an email to
  begin the online allocation process
• Log in daily or weekly and edit your cycle to
  date transactions as they post-
• Set reminders in your Outlook Calendar to check
  your statement online-

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P-card References

• Purchasing Card application forms and additional
  information can be found online at
• www.mnsu.edu/busoff/purchasingcard/index

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E-Mail Notification Sample
SAMPLE_ Cardholder Statement Ready for
Review Statement Review for mm/dd/yyyy 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 xxxx-xxxx-x
xxx-5678 Please complete your review in a timely
manner and forward your receipts as
appropriate. This is an automated email. Please
do not reply to this message.
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CEO Home Page
Select My Profile to edit Secret Questions
Select Commercial Card Expense Reporting from the
My Services Menu
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PASSWORDS

• Requirement Change Password EVERY 60 days
• NOTE CCER Users must log in at least once a
  month.
• If you dont, you will need to reset your
  password.
• This can be done online IF you know your "secret"
  questions-
• Contact P-card Administrator if not-

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PASSWORD SCREEN
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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.
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Answer Two Secret Questions

• To edit your Secret Questions, go to My Profile
  and Edit Secret Questions
• Select a question from the drop down list
• Provide an answer
• Repeat the process with a different question
• Print out the answers and keep them in a secured
  location

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Note If you have dual roles in CCER, be sure to
select your role
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Manage Your P-card Account by using the four
Function Tabs-

• Tab 1 Statement Review
• Select Open Statement or Cycle to Date for
  current transactions-
• Tab 2 Personal Profile  This lists your
  cardholder data (email address, credit limits,
  PIN or Unique Id Number that will WF requires to
  assist you via phone). It also provides your
  REMAINING CREDIT BALANCE for the billing cycle.
• Tab 3 Transaction Reports
• Cardholder can run reports on purchases made
  over past 13 months
• Tab 4 View Declines This is a very important
  tab. It provides a list of any declined charges
  and the reason so you ensure your transactions
  are processed.

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4 Function Tabs (Gray)
Function Buttons (Red)

• TAB 1 Statement Review - Open Statements
• This is the default view after log-in. These are
  transactions awaiting cardholder review.

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• TAB 1 Statement Review - Previous Statements
• Allows you to select view up to past 13 months
  statement history

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• TAB 1 Statement Review- Cycle-to-Date
  Transactions
• Transactions that have posted to your statement
  during current month-

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Allocating P-card Expense
Note Status If Open Cardholders can continue
to make changes. If CH Reviewed, only
Approvers can make changes.
Function buttons
Function buttons (in red) Split and Reclassify
divide one transaction multiple ways Reclassify
reallocate an entire transaction Add Description
provide business purpose of purchase Dispute
dispute a transaction Copy Request request a
copy of a receipt
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Allocating P-card Expense Split and Reclassify
You can divide a transaction by amount or
percentage between multiple Dept IDs or between
multiple Account Codes (or both). Transaction can
be split multiple times if necessary.
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Allocating P-card Expense Reclassify

• Dept Group is set at a default Dept Id selected
  by Department Coordinator.
• Each transaction on the card will produce a GL
  entry (BSU Expense Account Code) for some
  expense categories, 999999 is displayed which
  MUST be reclassified.
• You can edit the default Account Code as well,
  and in some case, this must be done.

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Allocating P-card Expense Reclassify
The Select All button allows you to
Reclassify all transactions at one time or Add
Descriptions to a list of transactions
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Allocating P-card Expense- Dept ID
To change Dept ID, click on the file folder icon.
If the Dept ID begins with a different 3 digit
prefix from your default Dept ID, you must
change the Dept Group prefix first.
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Allocating P-card Expense-GL Codes
If needed, add Project Code or Chartfield
code- Employee Travel- Add Travel Req (T590)
Select the 6 digit account code from drop-down
box of frequently used account codes. Manually
add account code below if its not an option in
frequently used field. Be sure its a valid
account code!
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You can use periods, commas and hyphens in your
descriptions. Please Do NOT use the following
characters lt gt ( ) \ ? I

Allocating P-card Expense-Description
Be especially careful not to use the carriage
return key, as its invisible!
Enter the BUSINESS PURPOSE of each transaction in
the field provided under the Description column
(descriptions are mandatory). Copy and paste
works! 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.
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Allocating P-card Expense-Dispute

• Please try to contact the vendor FIRST to obtain
  a refund or correction
• If unresolved after working directly with the
  vendor, complete the online form
• Notify Program Administrator of dispute
• If the merchant is unknown to you, contact the
  Program Administrator before proceeding to
  dispute
• You have 60 days from the posting date to dispute
  a transaction

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Allocating P-card Expense-Dispute
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Allocating P-card Expense- Copy Request

• Order a copy of a missing receipt - there is a
  charge for this service
• Try calling the vendor first to get a copy
  thats most likely free!

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Allocating P-card Expense-Review Complete
Once you have reviewed your statement and made
any necessary changes, select Review Complete.
You will see a message box that indicates that an
email will be sent to your approver. Once the
Review Complete button is clicked, you can no
longer edit your transactions. Only your
approver can make changes to your statement at
this point. Print a copy, sign and attach
receipts and provide to your Department
Coordinator.
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TAB 2 Personal Profile
Check to ensure your email address is correct.
If your name changes, please coordinate through
your Department Coordinator or University P-card
Administrator.
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TAB 2 Personal Profile Continued
Billing address for your p-card
Default Dept ID
Monthly Limit Single Transaction limit Click to
retrieve your real time available credit amount
Available credit.field presents the remaining
balance within the cardholders existing credit
limit.
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TAB 3 Transactions Report Tab

• Previous Statements
• 13 months of history
• Note Split transactions do not appear as
  allocated on transaction report. Wells Fargo is
  working on a fix for this issue-Check cardholder
  statement, click on SPLIT to see split detail-

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TAB 3 Transactions Report Continued

• Run Transaction Reports with various filters
• You are notified via e-mail when the report is
  ready

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TAB 3 Transactions Report Continued
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TAB 3 Transactions Report Continued
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Sample of Transaction Detail Report View option-
1,999.00 100.00 _________ 2,099.00
Select Download option and save your
transaction report to your computer (report can
be viewed as Excel spreadsheet for easier sorting)
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TAB 4 View Declines
Check this tab weekly to ensure transactions are
processing. Contact Wells Fargo to obtain
same-day decline information at 1-800-932-0036.
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RECONCILER EXPERIENCE Reconcilers have the same
ability as cardholders to review, edit, and
reclassify expense. They may complete the review
process on behalf of single individual or group
of cardholders each month.
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• Statement Review Tab
• Open Statements (default)
• View and Edit Open Statements

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• Statement Review Tab
• Previous Statements
• 13 months of history

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• Statement Review Tab
• Cycle-to-Date Transactions appear on your
  statement as they are posted by the bank-

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APPROVER EXPERIENCE
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Approver Role(Department P-card Coordinator)

• The Approver is responsible for
• Reviewing, editing and approving online
  allocations by required due date each month-
• In most areas, the Approver is also the
  Department P-card Coordinator, 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.
• Maintaining p-card documentation for a minimum of
  5 years (including original receipts).
• Account Maintenance including requesting new
  accounts and closure of existing accounts.
• Requesting limit changes and blocks/unblocks of
  MCCs (Merchant Category Codes).

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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   Notific
ations 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 email. Please do not reply to
this message.  
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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-12
34 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 email. Please do not
reply to this message.
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With final approval, please print a copy of the
Queue for submission to Dept Head/ Business
Manager

• Statement Approval Tab Statement Approval
  Queue
• Appears when the statement cycle is ready for
  review-

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• Statement Approval Tab Cycle-to-Date Transactions
• Approvers can view individual cardholder
  statement for the cardholders assigned to them

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View Splits and Reclassifications
1500.00

• View the Splits and Reclassifications of
  transactions by the cardholder
• Edit if necessary

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View Description/Business Purpose

• View the descriptions provided by the cardholder
• Description should provide a clear business
  purpose for auditors.
• Edit if necessary

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Statement Approval
1500.00
1527.00

• Review transaction detail, descriptions, and
  check the receipts attached box to confirm all
  necessary back-up has been provided-
• Approve the card expenses by clicking Approval
  Complete

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Authorization of P-card expense

• Important distinction
• The Online Approver is approving the posting of
  the expense to a
• Dept ID/account code while the department
  head/business manager
• is responsible for ensuring that expense is
  legitimate and necessary
• for business-
• Cardholders print their statements, attach
  receipts and forward to p-card coordinator/approve
  r for review and storage (minimum of 5 years).
• Approver prints the Approval Queue statement for
  the month for department head/business manager to
  review and sign, as well as a Transaction Detail
  Report for expense review.
• These two reports are attached to cardholder
  statements for review
• Manager signs the Approval Queue statement
  authorizing expense.

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Standard Reports Offline Reports
Generate a monthly Transaction Detail Report for
the cardholders that roll up to you for delivery
to the manager
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APPROVER REVIEW

• Approve Statement
• Make changes to the statement as required
• Click on the Approval Complete button
• Print Statement Approval Queue Provides a
  summary of cardholder expense for billing period-
• Cardholder totals for billing cycle will appear
  on screen.
• Make sure youve completed all necessary
  approvals (Status should be Approved)
• Print, obtain department head signature, keep
  original on file with departmental p-card records
• Print Transaction Detail Report This report (or
  cardholder statements if your area only has a few
  cardholders) needs to be attached to Statement
  Approval Queue form for department head/business
  manager review and signature-
• 1. Select the Standard Reports tab
• 2. Select Offline Reports
• 3. Select New Report
• 4. Select Transaction Detail Report from the
  Report Type list box
• 5. Select a specific Cardholder Name or select
  All
• 6. Input the date type, date range, transaction
  amount, and/or status you would like to view
• 7. Click on the Generate action button. An e-mail
  will be sent to you when the report is available
  in your reports summary list

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Print the Approval Queue after approval is
complete
NOTE STATEMENT IS OPEN, REVIEW WAS
INCOMPLETE- APPROVAL WAS INCOMPLETE- PCARD
ACCOUNT WILL BE DEACTIVATED UNLESS P/A IS
NOTIFIED-
I have reviewed and authorized the above p-card
expense for 01/08 P-card Signature
________________________Printed
name__________________ Must be Dept.Head,
Dean, Director, or Business Manager signature
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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

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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 1/800-932-0036
Safety online Wells Fargo does not request or
send sensitive information such as account
numbers or passwords in an unsecured email, or
by directing you to an unsecured website. You can
forward suspect emails to reportphish_at_wellsfargo.c
om Questions, concerns?    University P-card
Administrator  Business Services, WA236, Helen
Wenner 507-389-2269Helen.wenner_at_mnsu.edu Check
the online P-card site for forms, references and
information http//