Guidelines

Cardholder
A cardholder is a Concordia employee who has been assigned a P Card for college business. As a cardholder, you make purchases, regularly review your transactions, document the business purpose of the transaction, allocate transactions to the correct accounting codes and submit receipts to the approver.

Reconciler
A reconciler is a Concordia employee to whom the cardholder has delegated all the cardholder functions associated with post-purchase processing in the card management system. As a reconciler, you cannot make purchases using the card belonging to the cardholder. The cardholder is responsible for all actions taken by the reconciler on his or her behalf.

Approver
An approver is a person who approves purchases that have been made by a cardholder. By approving each transaction, the approver exercises critical control by ensuring authorized and appropriate P-Card use and correct allocation of expenses.

Card Issuance
As a cardholder, you will be asked to complete a cardholder agreement, agreeing to adhere to the guidelines on this site and in the P Card manual. You are the only person entitled to use the card,and the card is not to be used for personal use. As each P Card is linked to a specific area number and individual employee, the card cannot be transferred from one employee to another. Every cardholder must have appropriate training before the P Card and card management system will be available for use.

Upon receipt of your P Card, you will need to activate the account by calling the toll-free number printed on the card. For verification purposes, you will be asked to provide the last four digits of your Social Security Number. Although the card will be issued in your name, your personal credit history will not affect your ability to obtain a card. Concordia College is responsible for payment of all purchases.

Account Maintenance
If there’s a need to change any information regarding your account, such as your e-mail address or expense accounting code, please complete the account maintenance form and forward to Purchase Card Administrator Diane Aafedt.

Card Usage
The P Card can be used at any merchant that accepts Visa, except as Concordia College otherwise directs. It may be used for in-store purchases as well as phone, fax, mail or Internet orders. There is no special terminal or equipment needed by the merchant to process a P Card transaction.  The P Card cannot be used for cash withdrawals, except by preauthorized individuals.

When using the P Card with merchants, please emphasize that an invoice not be sent to accounts payable as this may result in a duplicate payment. For phone, fax and mail orders, please instruct the merchant to send a receipt/packing list only. The receipt/packing list should indicate paid by credit card, have your name listed in any “ship to” fields and then attach the receipt/packing list with your receipts to your monthly report as described below.

Limitations and Restrictions
A credit limit has been assigned to your card. There may also be a single transaction limit placed on your card, which means your card will be declined if you attempt to purchase more than this set amount at one time. Do not split a purchase to avoid the single transaction limit. If you believe the single transaction limit will inhibit optimum usage of the P Card, please discuss this with your approver.

In addition to the single transaction limit, every cardholder has a total monthly dollar limit assigned to his/her account. As limitations vary by cardholder, please discuss the limit with your approver. If you believe your monthly limit to be insufficient for your requirements, please contact Purchase Card Administrator Diane Aafedt to discuss having your limit increased.

The P Card program also allows for merchant category blocking. If a particular merchant category is blocked (such as jewelry stores) and you attempt to use your card at such a merchant, your purchase will be declined. Management has made an effort to ensure that the vendors/suppliers used during the normal course of business are not restricted. If your card is refused at a merchant where you believe it should have been accepted, you can review the decline reason online or call Wells Fargo Bank Purchasing Card Customer Service at 1.800.932.0036. You may also contact Purchase Card Administrator Diane Aafedt.

Depending on the result of your inquiry, you may want to discuss the issue further with your approver. He/she is empowered to advise the Purchase Card Administrator to modify the restrictions.

Important: All requests for changes in limitations and restrictions must be made through Purchase Card Administrator Diane Aafedt.  Requests are made using the P Card request/maintenance form. Wells Fargo Bank will change existing cardholder restrictions only after a written request is received from the PCA. 

Lost or Stolen Cards
You are responsible for the security of your P Card and any purchases made on your account. If you believe you have lost your P Card, or that it has been stolen, you must call Wells Fargo Customer Service immediately at 1.800.932.0036. Then contact Purchase Card Administrator Diane Aafedt. It is extremely important to act promptly in the event of a lost of stolen card to avoid college liability for fraudulent transactions.

As with a personal charge card, you will no longer be able to use the account number after notifying the bank.  A new card should be issued within 48 hours of notice to Wells Fargo Bank.

Customer Service
Automated customer service assistance is available 24 hours per day, seven days per week: at 1.800.932.0036. Select option #1. This menu prompts you with options that will provide the following information:
#1 Current Balance
#2 Report Lost/Stolen Card
#3 Speak with a Customer Service Representative

Information For:

current students
faculty and staff		 parents
alumni		 high school students
admitted students