Wells Fargo Credit Card FAQ


When should I not use my credit card?

Great question, I’m glad you asked.

  • Vendor specific restrictions: Credit cards should NOT be used when making purchases through
  • Ferguson Facilities Supply
  • HD Supply
  • Lowes
  • Lowes Pro Supply
  • OfficeDepot
  • Sherwin Williams
    • Purchases with the above listed vendors should be made through the catalog set up in Yardi.
  • Amazon
    • We have a corporate account with Amazon through which purchases should be made. If you need login information for this account, please use this ticket with “Purchasing” chosen as the area best to handle your request.
  • Menards, and
  • Home Depot
    • Trips to Menards and Home Depot should be limited by having a good supply of frequently used items in stock for repairs and maintenance.
  • On site work: Using credit cards for onsite work creates a lot of issues concerning liability. Please DO NOT use a credit card as a way to avoid getting a vendor approved.
  • CapEx: Anything CapEx should not be purchased using your credit card.
  • Personal expenses

 

What are the important dates?

  • Cardholder coding and OOP reimbursement request need to be completed end of day the 23rdof each month
    • Out-of-pocket expenses need to be submitted for reimbursement within two months of the expense occurrence or they will not be reimbursed.
  • Supervisory approvals need to be completed end of day the 25thof each month
    • If OOP expenses are approved after the 25th payout will not occur until the following period’s payout

Although coding and approvals need to be completed by those specific dates coding can happen anytime between the date of the purchase and the 23rd. Approvals can take place anytime between coding and the 25th. As a result my recent favorite phrase has become CODE AS YOU GO!

 

… but what if I’m out of the office those dates?

If you know you will be out of the office specifically between the 20th and 25th, please delegate your card and/or approval role before leaving – even if you don’t think you will have any expenses/approvals requiring action. This will ensure nothing is missed. If you are an OOP only user, put it in before you leave.

 

When do I need a receipt?

Always! Every credit card transaction should have a receipt attached to it; this is an audit requirement. The WellsOne app is an extremely helpful tool when it comes to receipts, even auto linking receipts to transactions with matching totals!

  • OOPs should also have some type of support attached. Mileage forms can be found on Home or click here.
  • So what happens if I submit an expense with out a receipt? Your approver should send it back to you, but if you realize before your approver catches it, change your filters from “To Do” to “Pending Approval.” This will allow you to see the expenses that have been pushed to the approval stage. Here you should be able to add the receipt.

Approvers – if a transaction does not have a receipt attached it should not be approved.

 

What if an expense needs to be coded to more than one property?

If an expense needs to be split between multiple properties, you can split the expense using the “Split” button located next to the “Personal” box on the coding lines. This split function will automatically split the expense evenly for however many properties you are splitting the expense. Otherwise you can type the percentage or amount for each property to total the transaction amount.