P-Card FAQ
Q.How do I access the Wells Fargo Bank sign-on webpage for my on-line statement?
A.Here is the URL to access it: https://wellsoffice.wellsfargo.com/portal/signon/index.js . After you have accessed this web page, please be sure to "bookmark" it for easy future access.
Q.What is the P-Card Program?A.The P-Card program is a corporate VISA credit card program established to provide a more efficient, cost- effective method for departments to make low-cost, high-volume purchases.
Q.Why did Hastings College of the Law decide to offer a Procurement Card Program?
A.With Procurement Card, many of the typical purchasing steps are eliminated including, generating a requisition, preparing a purchase order, matching a packing slip to a purchase order, matching invoices with purchasing requisitions, individual payments of invoices, etc.
Like most companies today, Hastings is exploring ways to streamline processes and reduce costs. Frequently the expenses incurred to process a small dollar purchase can run as high as the price of the item itself. The procurement card streamlines processes and reduces cost associated with low cost, high volume purchases.
Q.Who is eligible to receive a P-Card?
A.Full-time, career College employees who have been delegated responsibility for making purchases on behalf of their department and have the approval of their department head are eligible for a procurement card. The cardholder cannot be the verifier or the approver. Cards may not be issued to independent contractors, temporary employees, students, or any non-employee.
Q.What is the procedure when I pay for something with my Procurement Card?
A.Essentially, the process is the same as when using your personal credit card. You must always ask for a receipt for your records, particularly for online, phone, fax and mail orders and your supervisor must approve your purchases monthly. You must forward the original, itemized receipts for your purchases to A/P.
Q.Are there any restrictions associated with the use of my card?
A.Yes, you may not use the card to make personal purchases. Additionally, the following items are unauthorized purchases:
Any single transaction exceeding $2,500
Employee gifts
Alcohol charged to state accounts
Fixed assets/capital purchases (e.g. computers, furniture, over $2,500)
Cash Advances
Items for personal use not in connection with College business
Cell phones, PDAs, voice/data services, internet service providers
Leases
Computer hardware
Payment to attorneys or law firms for any purpose for any amount.
Contracts (If $2,500 or more and/or extend more than a term of one year)
Payment to individuals for any purpose for any amount without a fully executed Agreement.
Construction services
Personal vehicle expenses, including gas (reimbursement for such costs are made through the mileage reimbursement allowance. Only purchases for College vehicles are permitted on a P-card.)
Copyrights
Purchases charged to Federal Grants
Donations to any individual or organization
Trademark items
Q.How will I know if I have exceeded my monthly limit?
A.You can check your balance and purchases online at any time. You may also call the toll-free 1-800-932-0036
Wells Fargo Bank Customer Service number to confirm the balance available.
Q.What should I do if a supplier does not accept the Procurement Card?
A.Please contact your Department or Managing Program Administrator, provide him/her with the supplier's name, address, and phone number.
Q.How will I know if Hastings is being billed correctly for the purchases I have made?
A.You will be able to check all purchases online at any time. You should review your statements on a weekly basis as well as monthly, at the end of each billing period. This statement review also allows you to reconcile your purchases. You must review the statement in a timely manner, as any disputed or fraudulent transactions must be reported to Wells Fargo Bank in a timely manner.
Q.How will my monthly Procurement Card bills be paid?
A.You are not responsible for the payment of your authorized purchases. Accounts Payable will make one monthly payment to Wells Fargo Bank covering expenses for all college employees using the card.
Q.What should I do if I have a problem associated with something I bought with my Procurement Card?
A.If there is a discrepancy, it is imperative that the issue be addressed immediately! Depending on the type of discrepancy, you will need to contact either the merchant or Wells Fargo Bank to resolve the disputed transaction. Cardholders may also contact the P-Card Program office, (415) 565-4605, for assistance.
Q.Once I receive the card, can I begin using it immediately?
A.Once you receive your card, you will be instructed to call Wells Fargo Bank's toll-free number and provide certain information (e.g., Employee ID # or other meaningful data) to activate the card. This procedure ensures a secure card issuance process and helps to prevent fraud. You and your supervisor will also need to complete cardholder and approver training before you can begin using the card.
Q.What should I do if my card is lost or stolen?
A.It is extremely important to call Wells Fargo Bank's Customer Service toll-free number 1-800-932-0036 immediately in the event your card is lost or stolen. You must also notify your Program Administrator.
Q.Can another employee utilize my card for purchases?
A.No, each Procurement card is embossed with the individual employee's name. The employee is responsible for the proper use of his/her card. At no time should another individual utilize your card.
Q.Can the Procurement Card be used outside the United States?
A.Yes, the Procurement Card is accepted worldwide. Purchases can be made in any currency and are billed in U.S. Dollars.