COMMON QUESTIONS AND CONCERNS

•    Why did the city decide to participate in a Commercial Card Program?

Like most companies today, we are 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.

With a commercial card, many of the typical purchasing steps should be 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, and the like.

•    What is the procedure when I pay for something with my commercial card?

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.

•    Are there any restrictions associated with the use of my card?

Yes, in addition to our city policy stating the type of products you can buy and our preferred vendor list, other controls and limits may be placed on your card including:

•    Monthly dollar limit

•    Daily dollar limit

•    Per transaction dollar limit

•    "Blocked" merchant categories

Please see your Department Head or Program Administrator for your specific restrictions.

•    How will I know if I have exceeded my monthly limit?

You can check you balance and expenditures online at any time. You may also call the toll-free Wells Fargo Bank Customer Service number on the back of your card.

•    What should I do if a supplier does not accept the WellsOne Commercial Card?

Please contact your Program Administrator and provide him or her with the supplier's name, address and phone number.

•    How will I know if the city is getting billed correctly for the purchases I have made?

You will be able to check all transactions online at any time. You will also review your statements at the end of each period. This statement is for your review only and 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.

•    How will my monthly commercial card bills be paid?

You are not responsible for the payment of your commercial card bills. The monthly statement you receive is for your review and reconcilement only. Accounts Payable will make one monthly payment to Wells Fargo Bank covering expenses for all city employees using the card.

•    Who in our city may I talk to if I have questions going forward?

We have designated the following individual(s) as Program Administrators) (PA). Administrative Services Director, the PA should be contracted for any questions you have regarding limits, usage and other issues.

Only the PA has the authority to change any existing information or restrictions to a cardholder's account.

•    What should I do if I have a problem associated with something I bought with my WellsOne Commercial Card?

Please refer to the "Disputed or Fraudulent Charges" section of this guide for complete details. It is extremely important that you address these items immediately.

•    Once I receive the card, can I begin using it immediately?

Once you receive your card, you will be instructed to call Wells Fargo Bank's toll-free number and provide certain information (e.g., Social Security Number or other meaningful data) to activate the card. This procedure ensures a secure card issuance process and helps to prevent fraud.

•    What should I do if my card is lost or stolen?

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.

•    Can another employee utilize my card for purchases?

Each WellsOne Commercial Card will be embossed with the individual employee's name. The employee is responsible for the proper use of his or her card. At no time should another individual utilize your card.

•    Can the WellsOne Commercial Card be used throughout the United States?

Yes, the WellsOne Commercial Card is accepted worldwide. Purchases can be made in any currency and billed in U.S. Dollars.

•    What should I do if I need to change my monthly or single purchase limits?

You may request a credit limit change online under the Personal Profile tab or contact your Program Administrator.

(Res. 2008-011, passed 2-19-2008)