How to Obtain a Carleton Purchasing Card 

Employees who will be employed at the College for 12 Months or more and will have regular business expense purchases, may apply for a Carleton purchasing card – with manager approval. This application process is now available in Workday and is free of email threads, forms, and signatures. The Workday Help Article linked below covers steps to initiate an application.

Purchasing Card Application Process

Purchasing card transactions and employee/student out-of-pocket business expenses are submitted using the Workday Expenses Hub application. Workday Help Articles are available using key words in the Workday search bar. Some helpful examples of articles involving Expenses are linked below:

Workday Tasks/Notifications

Approvals will be sent to your Workday Tasks (Inbox Icon). Workday Notifications (Bel Icon) will alert you to expenses requiring reconciliation and approval. Plan to check your tasks and alerts regularly so that transactions will be reconciled promptly, within 30 days of the purchase.

Reconciling Purchasing Card Transactions

Cardholders are individually responsible for the reconciliation of their purchasing card transactions using Expense Reports in Workday. 

Reconcile Purchasing Card Transactions

Reimbursements (Out of Pocket)

Employees may request reimbursement for out-of-pocket business expenses using Expense Reports in Workday. 

Expense Reports: Requesting an out-of-pocket reimbursement

Spend Authorizations and Cash Advances

Spend Authorizations are a travel planning tool or are used to request a Cash Advance that has been preapproved.

Spend Authorizations (preparing for conference travel, cash advances, etc.)

Creating an Expense Report to reconcile a Spend Authorization

Approvals

Expense Reports and Spend Authorizations will be sent to the appropriate approver upon report submission.

Approving Expense Reports and Spend Authorizathorizations

Delegations

Expense Reports and Spend Authorization tasks may be delegated to another individual. Note, cardholders are still responsible for timely reconciliation regardless of a delegation.

Delegate Expense Reports and/or Spend Authorizations

Workday Mobile App

The Workday Mobile App may be used to upload receipts and submit Expense Reports. Do not create quick expenses for purchasing card expenses, instead allow 2-3 days for these expenses to show up in the application.

Workday Mobile for Expenses

Limits

Each Card has been set with a default monthly and single-purchase limit to meet the needs of routine monthly purchases. The monthly balance refreshes on the first calendar day of each month. Temporary limit increases can be requested by contacting the Business Office, with authorization from the related fund manager.

Reporting Fraud and Disputes

Reconcile your card transactions in Workday frequently in order to regularly monitor expenses. Call WellsOne Customer Service at 1.800.932.0036 to report any fraud immediately. Your Unique ID is the last four digits of your Employee ID, found on your pay slip or back of your OneCard.

  • FRAUD: Wells Fargo will contact the cardholder and Business Office if they identify suspicious activity on your card, via fraud alert notification emails. The card will be placed in a temporary security hold until the cardholder or Business Office contacts Wells Fargo to confirm validity of the charges. Confirmation of fraudulent charges requires a follow-up call either by the cardholder or Business Office to open a fraud case, close the card, and order a replacement. If a follow-up call is not made, the card will remain unusable in a security hold status.
  • Fraudulent charges that post to the purchasing card have been charged to the College and need to be reconciled in Workday to the cardholder’s home department. The Wells Fargo fraud case number should be provided as the Memo description and email communication with Wells Fargo can be provided as the receipt documentation. Any proceeding resolution credits will appear as an amount in parenthesis and should be applied to the same budget that was originally debited, along with a Memo description of the related fraud case number. The Business Office can help with Workday reconciliation of fraudulent transactions upon request.
  • DISPUTES: A cardholder may dispute a charge by contacting Wells Fargo or the Business Office within 60 days of the transaction date. Disputes are transactions with a known merchant that have issues such as a wrong amount, duplicate transaction, or canceled transaction. Attempts to resolve directly with the vendor should be made first before filing a dispute with Wells Fargo. If the merchant is entirely unknown, please follow the process to report the transaction as fraud.
  • Disputed charges still need to be reconciled in Workday to the cardholder’s home department. The Wells Fargo dispute case number should be provided as the expense Memo description and email communication with Wells Fargo can be provided as the documentation. Resolution credits will appear as an amount in parenthesis and should be applied to the same budget that was debited along with a Memo description of the related dispute case number. The Business Office can help with Workday reconciliation of disputed transactions upon request.

Purchasing Card Contact Information

Nick Sahli
Expense Specialist
507-222-5509
nsahli@carleton.edu

Kara Lloyd
Assistant Comptroller
507-222-5934
klloyd@carleton.edu

Randie Johnson
Purchasing and Risk Manager
507-222-4178
rajohnso@carleton.edu