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DACC Business Office

Scanning Requirements Are in Addition to the Current Internal Process Original Receipts and PCard Cover Sheet Are to be Submitted to DACC Business Office. DACC Business Office. Internal Procurement Card Process. Responsibilities: PCard Holder:

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DACC Business Office

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  1. Scanning Requirements Are in Addition to the Current Internal Process • Original Receipts and PCard Cover Sheet Are to be Submitted to DACC Business Office DACC Business Office Internal Procurement Card Process

  2. Responsibilities: • PCard Holder: • Submitting Original Receipts and Completed PCard Cover Sheet to DACC Business Office in a Timely Manner • Scanning and Emailing Receipt Packets to Wells Fargo • DACC Business Office Reconciler: • Maintain Original Receipts • Enter information (index & account code) into Wells Fargo Credit Card System • Verify Receipt Attachments Received and Submit for Approvals

  3. Submitting Original Receipts and Completed PCard Cover Sheet to DACC Business Office • As Purchases are Made the Pcard Holder Should Make a Copy of Receipt to be Scanned to Wells Fargo • Submit Original Receipt with Completed PCard Cover Sheet to DACC Business Office

  4. PCard Holders Have Two Options for Obtaining Copies of Wells Fargo Coversheet and Statements • PCard Holders Log Into Their Wells Fargo Account and Print Coversheet and Statement. • DACC Business Office Reconciler Provide a Copy of PCard Holders Coversheet and Statement: Skip to Preparing Scanning Packet Slide Scanning and Email Options

  5. Notification That Statement is Available to Review

  6. Steps For PCard Holder to Login, Obtain Wells Fargo Coversheet and Statement 3 2 Well Fargo Website: https://www.wellsfargo.com/com/ Choose Commercial Tab Click Sign In

  7. 1 Enter Company ID, User ID, Password as Assigned by NMSU

  8. 2 1 • Click on Review Open Statement • Drop Down Menu to Print Statement and Coversheet

  9. 1 • Click Print Statement

  10. 1 3 2 • Click Print Coversheet • Obtain Statement Ending Date To Be Entered on Email Subject Line • Click Close

  11. 1 • ****Do Not Click Statement Review This Will Process Your Statement For Approval****

  12. Preparing Scanning Packet Wells Fargo Coversheet Obtain Statement Ending Date to be Entered on Email Subject Line

  13. 2. PCard Holder Statement

  14. 3. Receipts • Receipts or Copied Receipts Are to be Combined to Fill a 8.5 X 11 Page • Receipts Are to be Numbered to Match Up with Statement Listing

  15. Scanning and Emailing Packet • Scanning • One PDF File Per Statement Period • One PDF Per Cardholder • Combine as many receipts to one page • Use any reference for document name

  16. Email To: • TO: Wf_ccard_receipts@mail2image.com • CC: rmr_pcard_receipts@mailman.nmsu.edu • Subject Line: Statement Period mm-dd-yyyy (Get The Date From Coversheet) • You Can Use Any Reference for Document Name

  17. Confirmation Email: • You will receive a confirmation email that Wells Fargo has received your email • DACC Business Office Reconciler will confirm that attachment has been received

  18. General Information & Deadlines Required Receipt Attachment is Effective March 8th If You Would Like to Have Your Coversheet and Statement Provided to You by the DACC Business Office Please Submit a Request to AccountsPayable@dacc.nmsu.edu If You Need to Obtain Your PCard Login Information Contact NMSU PCard Purchasing Office at pcard@nmsu.edu

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