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DACC Business Office Reconciler

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DACC Business Office
Internal Procurement Card Process
• Scanning Requirements Are
in Addition to the Current
Internal Process
•Original Receipts and PCard
Cover Sheet Are to be
Submitted to DACC Business
Office
• Responsibilities:
• PCard Holder:
пѓ�Submitting Original Receipts and
Completed PCard Cover Sheet to DACC
Business Office in a Timely Manner
пѓ�Scanning and Emailing Receipt Packets
to Wells Fargo
• DACC Business Office Reconciler:
пѓ�Maintain Original Receipts
пѓ�Enter information (index & account code)
into Wells Fargo Credit Card System
пѓ�Verify Receipt Attachments Received and
Submit for Approvals
•Submitting Original Receipts and
Completed PCard Cover Sheet to DACC
Business Office
1. As Purchases are Made the Pcard
Holder Should Make a Copy of Receipt
to be Scanned to Wells Fargo
2. Submit Original Receipt with Completed
PCard Cover Sheet to DACC Business
Office
Scanning and Email Options
•PCard Holders Have Two Options for Obtaining
Copies of Wells Fargo Coversheet and Statements
1. PCard Holders Log Into Their Wells
Fargo Account and Print Coversheet and
Statement.
2. DACC Business Office Reconciler
Provide a Copy of PCard Holders
Coversheet and Statement: Skip to
Preparing Scanning Packet Slide
Notification That Statement is Available to Review
Steps For PCard Holder to Login, Obtain
Wells Fargo Coversheet and Statement
3
2
1. Well Fargo Website: https://www.wellsfargo.com/com/
2. Choose Commercial Tab
3. Click Sign In
1
1. Enter Company ID, User ID, Password as Assigned by NMSU
2
1
1. Click on Review Open Statement
2. Drop Down Menu to Print Statement and
Coversheet
1
1. Click Print Statement
1
2
1. Click Print Coversheet
2. Obtain Statement Ending Date To Be Entered on Email Subject Line
3. Click Close
3
1
1. ****Do Not Click Statement Review This Will Process Your Statement For Approval****
Preparing Scanning Packet
1. Wells Fargo Coversheet
Obtain Statement Ending Date to
be Entered on Email Subject Line
2. PCard Holder Statement
3. Receipts
пѓ� Receipts or Copied Receipts Are to be Combined to Fill a 8.5 X 11 Page
пѓ� Receipts Are to be Numbered to Match Up with Statement Listing
Scanning and Emailing Packet
•Scanning
пѓ�One PDF File Per Statement Period
пѓ�One PDF Per Cardholder
пѓ�Combine as many receipts to one page
пѓ�Use any reference for document name
•Email To:
пѓ�TO: Wf_ccard_receipts@mail2image.com
пѓ�CC: rmr_pcard_receipts@mailman.nmsu.edu
пѓ�Subject Line: Statement Period mm-dd-yyyy (Get The Date From Coversheet)
пѓ�You Can Use Any Reference for Document Name
Confirmation Email:
пѓ�You will receive a confirmation email that Wells Fargo has received your email
пѓ�DACC Business Office Reconciler will confirm that attachment has been received
General Information & Deadlines
1. Required Receipt Attachment is Effective March
8th
2. If You Would Like to Have Your Coversheet and
Statement Provided to You by the DACC
Business Office Please Submit a Request to
AccountsPayable@dacc.nmsu.edu
3. If You Need to Obtain Your PCard Login
Information Contact NMSU PCard Purchasing
Office at pcard@nmsu.edu
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