Reconcilement and Payment
Unlike personal credit cards, the P Card program is handled as corporate liability. Your personal credit history has not been taken into account when a card has been issued in your name. Concordia’s Accounts Payable Department is responsible for paying the invoice each month. You are not responsible for direct payment of your account balance.It is your responsibility, immediately upon receipt of your e-mail from the Commercial Card Expense Reporting (CCER) system, to sign in and reconcile your statement online. Please provide a business purpose for each transaction in the description box and place a check mark in the “receipt attached” box, indicating you are submitting a receipt for each purchase and verify that all expense coding is correct. When you have ensured that everything is in order, select the “review complete” button at the bottom of the screen. Then, forward a copy of your statement and your receipts to your approver. Your Approver will review your receipts, approve your statement (both the copy and online) and then forward them to the PCA for a final review and filing.
You are required to keep all receipts. For orders placed via phone, fax or mail, you must request a receipt, detailing merchandise price, sales/use tax, freight, etc., be included with the goods mailed/shipped. It is recommended you request the receipt be faxed to you, prior to the goods being shipped, to ensure you have a receipt for statement reconciliation. (Note: a merchant should not reject this request, as it is a Visa policy). It is extremely important to request and retain purchase receipts, as this is the only original documentation to substantiate the purchase as a valid business expense.
You are responsible for the following:
- Retaining all receipts for items purchased with your P Card
- Entering a business purpose in the description box for each transaction
- Sending all receipts to your approver after you have reconciled your statement
- Ensuring all transactions posted are legitimate purchases
If you incurred cash out of pocket expenses or need to claim for mileage reimbursement, enter this information in the Out of Pocket expense section of the P Card statement and include a business purpose. Please select from the drop down menu the item that closely associates with this expense.
Online Features
Your new Wells Fargo VISA P-Card can be administered completely online! Input your company ID, user ID and password. The first time you log in you will need to change your password and agree to the terms laid out on the Web site. Mac’s are not supported by this system, so we recommend using a PC.
You can review and manage your transactions, including splitting charges, reclassifying to another unit or account, adding a description, disputing a charge or marking as receipt attached. Changes to transactions will be passed to the general ledger, so please verify that any changes you make are coded correctly. You must provide a description for every transaction and always include business purpose. When appropriate, include travel destinations, names and positions of those you have paid for their dining/entertainment expenses, and any other pertinent information.
Current statements, previous statements (up to 13 previous months), and cycle-to-date transactions are all available for viewing. You may access your Purchase Card activity online at anytime. At cycle end, e-mail prompts will be sent to remind you to review your monthly statements if you have not done so already. After you have made all necessary changes and done a final review of your statement for the month, you will need to select the “review complete” option and it will be forwarded on for approval.
For additional guidance, after signing in select “Access online help for your enrolled services” under Online Training on the left side of the screen. Then under Commercial Card Expense Reporting select “Cardholder Quick Reference Guide.” Detailed instruction will also be provided at cardholder orientation sessions.
Online Approvers
Approvers have the same options as cardholders available to them when reviewing the cardholder statements, including reclassifying charges, disputing charges and adding descriptions. Approvers may also run various ad hoc reports based upon cardholder, dates, amounts, and/or status. The approver must approve or decline the cardholder’s statement based upon the rules in this manual. After reviewing the cardholder statement, the approver will forward the statement (with original receipts attached) to the Business Office for final review. If areas of concern or non-compliance are noted on the cardholder's statement, the approver will inform the cardholder and help resolve the issue.
Billing Cycle
The automatic billing cycle ends the last day of each month, but it is strongly recommended that you review your statement throughout the month so errors can be detected immediately. Listed below are several important dates to remember when reconciling your monthly statement:
| Day 1 | An email is sent to all cardholders that statement is ready to review. |
| Days 1-4 | Cardholder completes reconciliation of statement. |
| Day 5 | If cardholder has not completed the reconciliation process, cardholder receives e-mail indicating this. |
| Days 5-7 | Cardholder is given three additional days to complete statement reconciliation process and submit to approver. |
| Day 8 | Cardholder is locked out of statement. Approver has only access to statement. |
| Days 8-10 | Approver reviews and approves cardholder's statement. |
| Day 11 | Approver and cardholder no longer have access to statement to make changes. |
| Day 12 | Statement printout and supporting documentation are due in the Business Office. |
Disputed or Fraudulent Charges:
If there is a discrepancy on your statement, it is imperative that the issue is addressed immediately. Depending on the type of discrepancy, you will need to contact either the merchant or Purchase Card Administrator Diane Aafedt to resolve the disputed transaction.
If you believe the merchant has charged you incorrectly or there is an outstanding quality or service issue, you must first contact the merchant and try to resolve the error or problem. If you are able to resolve the matter directly with the merchant, and the error involved an overcharge, a credit adjustment from the merchant should be requested and will appear on your next statement.
If the merchant disagrees that an adjustment is necessary, you may dispute this transaction online using Wells Fargo’s Commercial Card Expense Reporting or you should contact Purchase Card Administrator Diane Aafedt who will work with Wells Fargo to resolve the dispute. Wells Fargo will request complete details of the dispute in writing in order to research the item in question. The details of the disputed transaction should be reported on the Wells Fargo Bank dispute form or on the dispute screen available online.
Wells Fargo Bank must receive any charge dispute within 60 days of the transaction date. While pending resolution, Wells Fargo will credit Concordia’s account for the amount of the disputed transaction. Although Wells Fargo acts as the arbitrator in any dispute, you should never assume that a dispute would be resolved in your favor.
If the dispute is not resolved to your satisfaction, and you believe the merchant has unfairly treated you, please notify your PCA with the relevant details. If the merchant is one of our preferred vendors, we may take further action.
Any fraudulent charge, i.e., a charge appearing which was not authorized by yourself, must be reported immediately to Purchase Card Administrator Diane Aafedt. Prompt reporting of any such charge will help to prevent Concordia from being held responsible. Please complete a declaration of forgery or unauthorized use form.
Purchase Cards
