{"id":472,"date":"2025-08-27T15:07:38","date_gmt":"2025-08-27T15:07:38","guid":{"rendered":"https:\/\/www.macalester.edu\/160-business-services\/?page_id=472"},"modified":"2025-10-06T22:44:12","modified_gmt":"2025-10-06T22:44:12","slug":"pcard-statement-review","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/business-services\/pcard\/pcard-statement-review\/","title":{"rendered":"Pcard Expense Reconciliation"},"content":{"rendered":"

As a Pcard holder, you are required to review, categorize and describe your charges. <\/strong>You will receive regular Wells Fargo email reminders indicating you have transactions that require coding. You can reconcile your transactions at any time during the month once they have posted to your account, and it is highly recommended you do so on a regular basis. The deadline for prior month’s expenses is always the 6th of the following month (i.e. September expenses must be reconciled by 5 pm on October 6th).<\/p>\n\n\n\n

To review and reconcile your Pcard expenses<\/h4>\n\n\n\n

Getting Started<\/a><\/p>\n\n\n\n

Login to Pcard Portal (Wells Fargo)<\/a><\/p>\n\n\n\n

Reclassify FOAPALs for Expenses<\/a><\/p>\n\n\n\n

Adding Descriptions<\/a><\/p>\n\n\n\n

Splitting Transactions<\/a><\/p>\n\n\n\n

Creating Expense Templates<\/a><\/p>\n\n\n\n

Accidental Personal Purchases<\/a><\/p>\n\n\n\n

Out of Pocket Expenses (Cash Expenses)<\/a><\/p>\n\n\n\n

Out of Pocket Expenses (Cash Expenses): Mileage<\/a><\/p>\n\n\n\n

Upload & Link Your Receipts<\/a><\/p>\n\n\n\n

Fix Incorrect Receipts \/ Upload Receipts Late<\/a><\/p>\n\n\n\n

Complete (Submit) Your Expenses<\/a><\/p>\n\n\n\n

View & Reset Completed Expenses<\/a><\/p>\n\n\n\n

Returned Expenses from Your Approver<\/a><\/p>\n\n\n\n

View Statements<\/a><\/p>\n\n\n\n

Missed Deadline – How to Reconcile Late<\/a><\/p>\n\n\n\n

<\/a>Getting Started<\/h2>\n\n\n\n

The new WellsOne Expense Manager is a transaction based platform, <\/strong>which deviates from the previous statement based platform. This means that you will reconcile and submit your expenses by the transaction, not by the statement as a whole. There is no final “Statement Reviewed” button to press in the new platform; instead, you officially finalize and submit your expenses to your Approver by clicking the Complete<\/strong> button on each expense.<\/p>\n\n\n\n

It is recommended to start your reconciliation process by uploading your receipts first. Please review the Receipt Process<\/a> for more information.<\/p>\n\n\n\n

<\/a>Login<\/h2>\n\n\n\n

Go to the Wells Fargo Commercial Electronic Office sign on page<\/a>. Please note: this is a special sign on website for commercial\/business cards. You will not be able to access your account via the regular Wells Fargo website for individual\/personal accounts.<\/p>\n\n\n\n

Enter in the Company ID: MACAL196<\/strong>, Your User ID, and Password. Click “Sign On”.<\/p>\n\n\n\n

If you receive an error message, try one more time. If you are still unsuccessful, use the Forgot Password link to try and reset your password. If it won’t allow you to reset your password, contact the Pcard Administrator<\/a> to request a password reset.<\/p>\n\n\n\n

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From this CEO home page, click on Payments & Transfers<\/strong>. In the sub menu, click on WellsOne Expense Manager <\/strong>to view your Pcard account.<\/p>\n\n\n\n

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The Home Page will show you a quick run down of your monthly credit limit and your remaining available credit. You can view your Pcards and relevant details in the Accounts<\/strong> tab in the top menu. To reconcile your expenses, click the Expenses<\/strong> tab.<\/p>\n\n\n\n

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Back to top<\/a><\/p>\n\n\n\n

<\/a>Reclassify FOAPALs for Expenses<\/h2>\n\n\n\n

Please Note<\/strong>: It is recommended to start your reconciliation process by uploading your receipts first. Please review the Receipt Process<\/a> for more information.<\/p>\n\n\n\n

On the Expenses page, the default view shows your expenses that still require action. Click the right arrow to open the expense for editing.<\/p>\n\n\n\n

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If you have multiple Pcards, or if you’re a Reconciler (Delegate) for another person’s card, you can see those expenses by using the filters. Click on Show My expenses<\/strong> to pull up a list of all the cards you have access to, and select which card you want to view.<\/p>\n\n\n\n

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WARNING: ONLY click the COMPLETE button on your expense if you are 100% finished reconciling. This button finalizes the expense and forwards it onto your Approver. You can click the UPDATE button to Save your progress. If you accidentally click Complete before you’ve finished editing your expense, you will need to reset the expense<\/a> in order to edit it again, which will cause you to lose any changes you made to the expense.<\/strong><\/p>\n\n\n\n

Each transaction requires a complete FOAPAL<\/a>. Your Pcard is set to default to your designated FUND, ORGANIZATION, and PROGRAM codes. The ACCOUNT code is pre-populated based on the category of purchase, however, it is not always correct. If the Account code needs to be changed, click on the current code.<\/p>\n\n\n\n

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You can quickly choose from your favorite Account codes by clicking on the desired code, or click Search Account Code codes<\/strong> to open the full list of Account Codes to choose from.<\/p>\n\n\n\n

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After pulling up the full list, you can search by code number or enter in a key word in the Description field and then click Search<\/strong>. You can also scroll down and page through all the options, but this method won’t show every available code, so you will need to use the Search function frequently. If you can’t find the code you need with the keyword you searched, try another keyword. You can also refer to the Account Code (gDoc)<\/a> to see Account names, full descriptions, and examples as a guide to help you choose the most appropriate Account code. If you are still unsure which Account Code to use, please ask your supervisor. Click the most appropriate Account code on the expense once you’ve found it.<\/p>\n\n\n\n

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Once you click on the desired code, you’ll have the opportunity to click the Favorite<\/strong> button to add it to your Favorites list for future easy access. Click Select<\/strong> to add the Account Code to your expense.<\/p>\n\n\n\n

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You can update the FUND, ORG (Organization), PROGRAM, ACTIVITY, and LOCATION codes by clicking in each box and retyping the appropriate code. ACTIVITY and LOCATION codes are not required but can be helpful. Check with your supervisor and\/or Pcard approver to determine if your department uses Activity or Location codes. If you use Activity or Location codes, they must be codes that are already established with Macalester’s official accounting structure.<\/p>\n\n\n\n

Do NOT<\/strong> enter Activity or Location codes if your department doesn’t use them (they should remain blank, do not enter 0<\/strong>), and if they are not officially established codes. NEVER<\/strong> enter alphabetical characters into a FOAPAL field. This will cause an error when processing our monthly data upload, which will require additional manual work to correct. If you want to note who or what a purchase was for as an additional identifier, you can add that information to the Business Purpose<\/strong> (Description).<\/p>\n\n\n\n

Be careful not to mix up the various FOAPAL fields, and double check that you’re entering the correct type of code into the correct field (the Activity field is commonly misused as the Account field for instance).<\/p>\n\n\n\n

Click Update<\/strong> when finished to Save<\/strong>.<\/p>\n\n\n\n

Back to top<\/a><\/p>\n\n\n\n

<\/a>Adding Descriptions<\/h2>\n\n\n\n

Every expense requires a Description, which is referred to as the Business Purpose<\/strong> in Wells Fargo. (See previous image above).<\/p>\n\n\n\n

The description should provide a clear business purpose for the transaction. Descriptions do not have to be long or full sentences. For purchases tied to a specific date such as flights, event tickets, conference registrations, etc., you must enter the date(s) the activity will take place on<\/strong>. This is important because purchases of these types that don\u2019t take place until the following fiscal year (FY) must be put into that year\u2019s budget. See examples below.<\/p>\n\n\n\n

Good Examples:<\/strong>
Lunch with J. Smith about reunion
Donor meeting with J. Smith class of \u201872
Breakfast bagels for staff meeting
J. Smith Flight on 8\/24\/23 to AAA conference
J. Smith AAA conference registration (8\/15\/23-8\/18\/23)
Standard office supplies \u2013 pens, post it notes, paper, etc.
Test tubes for J. Smith Research Grant
Gift Card for student worker, J. Smith \u2013 end of year thank you
Personal Charge \u2013 used wrong card<\/p>\n\n\n\n

Back to top<\/a><\/p>\n\n\n\n

<\/a>Splitting Transactions<\/h2>\n\n\n\n

Occasionally, you may need to Split a transaction into multiple FOAPALs. This may happen if you’re splitting an expense with another department, if you need to mark only part of a purchase as a Personal expense<\/a>, or if you purchase multiple types of products in one transaction (I.E. Books, Clothing, Office Supplies, etc…). To Split a transaction, click the Split<\/strong> button below the expense amount. It will automatically be split into two, but you can add extra splits if needed by clicking +Add line<\/strong>. If you don’t want the transaction split evenly, you can un-toggle the Split evenly button and add in the desired amounts. Click the Split button at the bottom of the Split pane when finished.<\/p>\n\n\n\n

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For each part of the split, select the appropriate Account code as described above in the Reclassify FOAPALs section<\/a>. Change the Fund, Org, Program, Activity, and Location codes if necessary.<\/p>\n\n\n\n

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If part of your purchase was a Personal expense, toggle the Personal button for the part that you are reimbursing Macalester for. When finished, click Update<\/strong> to Save.<\/p>\n\n\n\n

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Back to top<\/a><\/p>\n\n\n\n

<\/a>Creating Expense Templates<\/h2>\n\n\n\n

If you have recurring purchases, you can create Expense Templates to memorize specific FOAPALs and descriptions so that you can quickly and easily reconcile expenses.<\/p>\n\n\n\n

<\/a>Accidental Personal Purchases with your Pcard<\/h2>\n\n\n\n

If you accidentally make a non-work related personal purchase with your Pcard, use the following instructions to reimburse Macalester. <\/p>\n\n\n\n

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  1. Connect your personal bank account<\/a> to your Wells Fargo Pcard account<\/li>\n\n\n\n
  2. Open the expense on the Expenses page<\/li>\n\n\n\n
  3. Enter in the Business Purpose (description) field that it is a “personal charge”<\/li>\n\n\n\n
  4. Toggle the Personal button<\/li>\n\n\n\n
  5. Change the Fund to 100000 <\/strong>if it is different<\/li>\n\n\n\n
  6. Change the Account Code to 200005<\/strong><\/li>\n\n\n\n
  7. The Org, Program, Activity, and Location fields should be empty. Delete any of these codes if they’re filled in<\/li>\n\n\n\n
  8. If the charge is $50 or more a receipt must be uploaded. Use this PDF<\/a> as the receipt if needed.<\/li>\n\n\n\n
  9. Click Complete<\/li>\n<\/ol>\n\n\n\n

    Wells Fargo will automatically withdraw the funds from your personal bank account and reimburse Macalester around the 11th<\/sup> of the month after the statement period is locked. You will receive an email from Wells Fargo alerting you. No further action is required.

    If you are unable to get your bank account connected before the 10th, you will need to write a check to Macalester and send it to the Pcard Administrator at 77 Mac, 302. If you don’t have checks, you can send exact cash<\/strong>. If you don’t have exact cash, you can get change from the Student Accounts Office on the first floor of 77 Mac.

    If you didn’t mark a personal purchase as personal in Wells Fargo and it is past the reconciliation deadline,     inform the Pcard Administrator promptly via email<\/a>.
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    Back to top<\/a><\/p>\n\n\n\n

    <\/a>Out of Pocket Expenses (Cash Expenses)<\/h2>\n\n\n\n

    If you have Out of Pocket (OOP) expenses (referred to as Cash Expenses in Wells Fargo) for which you need to be reimbursed by Macalester, you can enter these expenses in your Pcard account for direct reimbursement to your personal bank account. To utilize this option, you must link your personal bank account<\/a> to your Wells Fargo Pcard account. Submitting your College related expenses via your Wells Fargo Pcard account is an easy reimbursement method and is highly preferred. If you don’t want to connect your personal bank account, you must submit a Check Request or Petty Cash form<\/a> to Business Services.<\/p>\n\n\n\n

    NOTE: See the Mileage<\/a> section for specific mileage reimbursement instructions<\/strong><\/p>\n\n\n\n

    To Add OOP Expenses, navigate to the Expenses page in your Wells Fargo Pcard account. Once there, click on the big blue Add<\/strong> button. If you are Delegate for another cardholder and need to add an OOP Expense for them, you must first click the Show My Expenses filter, and then select the person’s account. <\/strong><\/p>\n\n\n\n

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    The Create Cash Expense pane will open. Don’t attach the receipt on this initial Create Cash Expense pane; we’ll do that in a later step. Referencing the receipt you have for your expense, enter the store\/merchant name in the Description field (there is a different Description\/Business Purpose field later in this process for the purchase description), the Date of Expense, and the Amount you need to be reimbursed for (excluding sales tax that Macalester would be exempt from). Once finished, click Next<\/strong>.<\/p>\n\n\n\n

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    You must go through this Spend Wizard process for OOP Expenses on the Coding tab. Do not click the Details tab. The Spend Wizard cannot be skipped like with regular Pcard Expenses. <\/strong>Select the appropriate expense category (scroll down to see all choices). If you click a category and can’t find the type of expense you’re looking for, click Back, and try another category.<\/p>\n\n\n\n

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    You will see multiple expense types to choose from. Please note that each OOP expense needs to be entered SEPARATELY. <\/strong>You should only use multiple fields here (I.E, books, clothing, cleaning supplies) if they were part of the same receipt. You can click Allocate Remaining Balance on whichever item is applicable to easily populate the amount, or you can type in the dollar amount. Leave the comment field blank. When finished, scroll down and click Next<\/strong>.<\/p>\n\n\n\n

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    The base default FOAPAL will be automatically populated, but you can adjust it if needed following the same process as you would normal Pcard expenses. This is also where you can now add your purchase description<\/a> in the Business Purpose<\/strong> field. You can hit Update to save your progress. You must hit Complete to fully submit the expense to your approver.<\/p>\n\n\n\n

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    <\/a>If you need to View, Edit, or Delete OOP (cash) expenses, you can do so on the Expenses page. <\/strong>If you didn’t Complete the expense yet, it will show up on the main Expenses page without having to change any of the filters (unless it’s a Delegated account of yours). If you already Completed the cash expense, you will need to filter the Status <\/strong>to either Pending Approval<\/strong> or Completed. <\/strong>If the expense has a Completed status, that means the expense was already approved, and you will need to ask your approver to reset the expense. If it’s still Pending Approval, it will show up once you filter for that status. The Expense Type<\/strong> filter should automatically be on All Expense Types<\/strong>, but you can filter for Cash Expenses if needed. If you need to Edit or Delete OOP expenses for one of your additional Pcards or for someone else you reconcile for, click on Show My Expenses <\/strong>and choose the account you want to view.<\/p>\n\n\n\n

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    Once you’ve found the expense, click on it. The expense will open, and on the bottom right corner click the Options<\/strong> menu. Click on Edit<\/strong> if you want to keep and edit the expense, or click Delete<\/strong> to fully delete the expense.<\/p>\n\n\n\n

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    <\/a>Out of Pocket Expenses (Cash Expenses): Mileage<\/h2>\n\n\n\n

    If you have Out of Pocket (OOP) expenses (referred to as Cash Expenses in Wells Fargo) for which you need to be reimbursed by Macalester, you can enter these expenses in your Pcard account for direct reimbursement to your personal bank account. To utilize this option, you must link your personal bank account<\/a> to your Wells Fargo Pcard account. Submitting your College related expenses via your Wells Fargo Pcard account is an easy reimbursement method and is highly preferred. If you don’t want to connect your personal bank account, you must submit a Check Request or Petty Cash form<\/a> to Business Services.<\/p>\n\n\n\n

    To Add OOP Expenses, navigate to the Expenses page in your Wells Fargo Pcard account. Once there, click on the big blue Add<\/strong> button. If you are Delegate for another cardholder and need to add an OOP Expense for them, you must first click the Show My Expenses filter, and then select the person’s account before clicking the Add button.<\/strong><\/p>\n\n\n\n

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    The Create Cash Expense pane will open. Select the date of the trip and add a trip description. Do not enter a dollar amount on this first screen for mileage reimbursements.<\/strong> Once finished, click Next<\/strong>.<\/p>\n\n\n\n

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    You must go through this Spend Wizard process for OOP Expenses on the Coding tab. Do not click the Details tab. The Spend Wizard cannot be skipped like with regular Pcard Expenses. <\/strong>For mileage, select Domestic Travel.<\/p>\n\n\n\n

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    Enter the number of miles driven in the right side Miles field. The dollar amount will automatically populate based on the current IRS mileage rate. Leave the comment field blank. When finished, scroll down and click Next<\/strong>.<\/p>\n\n\n\n

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    The base default FOAPAL will be automatically populated, but you can adjust it if needed following the same process as you would normal Pcard expenses. This is also where you can now add your purchase description<\/a> in the Business Purpose<\/strong> field. Your \u2018receipt\u2019 can be a map or driving directions for the distance calculated. Click Update<\/strong> to save your progress. Only click Complete<\/strong> when you are done editing; this will fully submit the expense to your approver.<\/p>\n\n\n\n

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    If you need to Edit or Delete OOP (cash) expenses, you can do so on the Expenses page. <\/strong>If you didn’t Complete the expense yet, it will show up on the main Expenses page without having to change any of the filters (unless it’s a Delegated account of yours). If you already Completed the cash expense, you will need to filter the Status <\/strong>to either Pending Approval<\/strong> or Completed. <\/strong>If the expense has a Completed status, that means the expense was already approved, and you will need to ask your approver to reset the expense. If it’s still Pending Approval, it will show up once you filter for that status. The Expense Type<\/strong> filter should automatically be on All Expense Types<\/strong>, but you can filter for Cash Expenses if needed. If you need to Edit or Delete OOP expenses for one of your additional Pcards or for someone else you reconcile for, click on Show My Expenses <\/strong>and choose the account you want to view.<\/p>\n\n\n\n

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    Once you’ve found the expense, click on it. The expense will open, and on the bottom right corner click the Options<\/strong> menu. Click on Edit<\/strong> if you want to keep and edit the expense, or click Delete<\/strong> to fully delete the expense.<\/p>\n\n\n\n

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    Back to top<\/a><\/p>\n\n\n\n

    <\/a>Upload & Link Your Receipts<\/h2>\n\n\n\n

    Receipts are required for ALL transactions regardless of dollar amount. They must be uploaded to your Wells Fargo Pcard account and linked to the corresponding transaction.<\/strong><\/p>\n\n\n\n

    It is easiest to upload receipts to your Image Library before reconciling your expenses. The receipt uploading feature has a built in AI that attempts to match receipts to your transactions, which will save you time in the end. The system is almost always accurate if it successfully auto-links a receipt, but you still need to verify the correct receipt was linked.<\/p>\n\n\n\n

    There are a variety of methods for uploading receipts to make it as easy as possible. First, you need to save your receipts as image or PDF files. For paper receipts, you can snap a photo with your cell phone or scan them with one of Macalester’s printers. Save the files to your phone, your Google Drive, or your computer depending on the upload method you choose to use.<\/p>\n\n\n\n

    Upload Methods- Mobile Phone App<\/strong><\/h3>\n\n\n\n