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Frequently Asked Questions (FAQ)
FAQ Table of Contents
Answers
How many days do I have to reconcile my on-line pcard statement?
The cardholder and reconcilor has six calendar days to perform the on-line reconciliation within the Wells Fargo system. Day one starts on the 1st of the month and ends on the 6th of the month.
Note:
Calendar days include Saturdays, Sundays and Holidays.
How many days does my approver have to approve the on-line statement?
Your approver has four calendar days to approve the on-line statement. Day one starts on the 7th of the month and ends on the 10th of the month. Calendar days include Saturdays, Sundays and Holidays. When a cardholder completes their on-line reconciliation before their six days have ended, the approver gains the number of days the cardholder did not use. In other words - the earlier the cardholder reconciles and reviews their on-line statement, the more days the approver has to complete the on-line approval.
What billing telephone number do I enter when placing an on-line order?
For on-line orders that require a telephone number that matches with the billing address use the general swithboard number 651-696-6000.
Do I need to notify anyone when I am traveling and will be using the pcard for College purchases?
Yes, you need to notify Wells Fargo at 1-800-932-0036 and let them know your dates of travel and destination(s). This phone number is also located on the back of your pcard. It is also helpful to let the Pcard Administrator in the Purchasing and Payables Department at the College know of your travel plans so they can monitor any declines of purchases on your pcard. Alerting Wells Fargo and the College's Pcard Administrator is especially important when traveling out of the country. Wells Fargo monitors charges outside of your normal travels and frequently contacts the College to verify legitimacy of expenditures.
When are pcard charges reflected on my budget in Banner?
Pcard charges will be uploaded into Banner by the 20th of the month following the statement period. (For example: January 26 - February 25 statement period will be reflected in your budgets by March 20th) "Why does this take so long?" you ask. Here are the processes that take place behind the scenes.
- Cardholder reconciliation = 6 calendar days
- Approvals = 4 calendar days
- Wells Fargo Download period = 7 calendar days (Pcard Administrator reviews an average of 2000 charges for accuracy)
- Banner Upload period = 7 calendar days (Accounting Assistant further reviews charges for accuracy, Accountant approves final JE, Accounting Assistant performs Banner upload process)
What do I need to report when paying for meals for other people?
The cardholder shall provide information about the business purpose, beginning and ending dates, location, event type & names of participants for all dining transactions.
- The IRS requires that this information be collected and stored centrally.
- Employee meals without a business purpose may be considered a benefit and taxable income to the cardholder
How do I reconcile my pcard statement before the end of the month?
You may add descriptions and edit FOAPALs at anytime in the statement cycle. In the event pcard reporting is not in the open statement period, click on the "Cycle-to-Date Transactions" button to access you charges.
How do I report fraud on my pcard?
There are several things you can do to report fraud on your pcard.
- Call the Macalester College pcard administrator in the Purchasing and Accounts Payable department.
- Perform the online dispute process in your Wells Fargo statement. The dispute button is located at the botttom of your charges.
- Call Wells Fargo Customer Service at:
- 1-800-932-0036 in the U.S.
- Call collect 1-415-243-1935 when traveling internationally
What is "phishing" and how do I protect myself—and my company's cardholders—from falling victim to a phishing scheme?
"Phishing" refers to fraudulent e-mails that solicit sensitive account information. The most common form of phishing is a fake e-mail that mimics the look and feel of a genuine company communication. The e-mail asks the recipient to reply via e-mail, or to click on an embedded Web site link, then provide private information.
Wells Fargo does not ask for confidential information through an unsolicited e-mail, a Web site link within an e-mail, or unsolicited telephone calls.
To protect yourself from phishing schemes:
- Never respond to or click a link within an unsolicited e-mail.
- Never give out your password, account number or ID, or other authorization credentials via e-mail, the Web, or text messages.
- Protect your Commercial Electronic Office® (CEO®) password, token passcode, and PIN number.
- Never offer account information over the telephone unless you initiate the call or are certain you are speaking with a Wells Fargo representative.
To report phishing or fraudulent attempts to gather information, e-mail ReportPhish@wellsfargo.com or contact your account manager.
Identity theft is an ongoing issue for consumers. How does my WellsOne Commercial Card safeguard my company cardholders?
Identity theft—the assumption of an individual's personal account information and credit history for fraudulent purposes—can wreak havoc on card programs with individual liability.
The good news for Commercial Card clients is that because the program operates with corporate liability, where the organization secures the accounts, it is rare for any personal credit or account information to be compromised. Any information associated with your Commercial Card account will be at the company level; the social security numbers and employee identification details that fraud perpetrators look for are unavailable. Employee cardholders should use their Commercial Card with confidence.
Can I purchase computers with my pcard?
NO. All computer purchases, including software and peripherals must be purchased through the Macalester College
Information Technology Services (ITS) department. Should you decide to purchase computing equipment with your pcard, please be aware your equipment will not be supported by ITS.
If I have made a personal charge on my pcard, how do I repay the College?
Making personal charges on your pcard is not recommended, however, this does occasionally happen by mistakably pulling out the wrong credit card. You are able to repay the College by utilizing the OOP (out-of pocket) option in Wells Fargo. Once you have signed up, all you need to do is place a check mark in the "personal" column on your Wells Fargo statement.
 Just like the OOP reporting which electronically reimburses you for out-of-pocket expenses, the personal check mark tells Wells Fargo to
electronically pull the funds from you to pay Macalester College back. This is a very efficient, safe and secure way to process personal spending and out-of pocket reimbursements.
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