WellsOne
Commercial Card Program Overview
Welcome to the
St. Thomas WellsOne Commercial Card Program.
The Commercial
Card program was implemented to help streamline and simplify the
purchasing and payment process for the University of St. Thomas
transactions. The card is intended to be used in compliance with the
WellsOne Policy and Procedures and in conjunction with the Employee
Reimbursement Policy, Purchasing Services Policy and UST’s Spending
Policy.
Who can
request a card:
Full-time
employees who purchase on behalf of their department on a regular
basis, travel frequently on UST business, or accompany groups of
students on trips.
How to
request a card:
Please read
through the WellsOne Commercial Card Program Policies and Procedures
before filling out the WellsOne application. The completed form with
the appropriate approvals should be forwarded to Accounts Payable in
AQU204 for processing. This process takes approximately 5 – 10
business days and you will be notified by email when your card has
arrived.
Card Fees:
There is a
one-time $20 fee to issue a new card. This fee is taken out of the
cardholder’s department budget. Lost cards also incur a $20
replacement charge. There are no annual fees associated with this
card.
Card
Issuance:
As a
cardholder, you will be required to sign a User Agreement form. By
signing this form, you have agreed to adhere to the Policies and
Procedures of this program. The card is issued in your name and you
are provided the privilege of using this card to make purchases
using university funds. It is not intended to be used for personal
use. You are responsible for all charges on your card.
Reconciliation and Approval
We require that
cardholders log into the online tool to reconcile their
statement each month. If a cardholder is traveling during the
reconciliation period, they should log in prior to their trip to
enter the descriptions and make any accounting changes. This way the
approver will be able to approve their statement during the approval
period.
Online
approvals are required in order to be in compliance with UST’s
accountable plan.
Policy and Procedures
Application
Reconciliation and Approval Process
Dispute Form – Wells Fargo
Declaration of Forgery – Wells Fargo
Sales Tax Exemption Form
Lost Receipt Affidavit
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