Frequently Asked Questions
In addition to Lehigh University’s Travel and Business Expense policy stating allowable expenses, the following limits are placed on your OneCard: Single Transaction Limit, Monthly Credit Limit and blocked merchant categories
Complete a OneCard Maintenance Form, including your name, last four digits of your card number, the increased amount needed, the dates the increase is needed, your signature and your primary approver signature. Send the OneCard Maintenance form to 306 S New Street Suite 428 or email to firstname.lastname@example.org
Your single transaction limit, monthly credit limit and available balance can be viewed online in your OneCard Commercial Card Expense Reporting (CCER) profile.
Scan and email the receipts to yourself. Save them to your desktop. If the receipt is in an email, save the attached receipt to your desktop. When in the OneCard statement on the transaction that the receipt is for, click the green plus sign. This allows you to select the location and filename from your desktop. Make sure to save the changes in your statement.
If using your smart phone, take a picture of the receipt. Via the CEO Mobile app on your smart phone, access the statement. Attach your receipt to the appropriate transaction by selecting it from your camera roll. Make sure to save the changes in your statement.
In the Commercial Card Expense Reporting (CCER) system, click the box next to the transaction to select it and then select the red “Split and Reclassify” button. You can split the transaction by percentage or dollar amount. For more information, refer to the Cardholder Quick Reference Guide on the Purchasing OneCard website.
Please refer to Page 11 of the OneCard Policy on the Purchasing OneCard website. It is extremely important to address these items immediately.
You will need to call Wells Fargo, the number on the back of your card, to activate your card prior to the first use. Your unique ID is the last four digits of your LIN.
It is extremely important to call Wells Fargo, 1-800-932-0036, immediately in the event your card is lost or stolen. You will need the last four digits of your LIN for your unique ID.
Each OneCard will be embossed with the individual’s name. The OneCard must be used only by the person whose name is embossed on the physical card.
The OneCard is accepted worldwide. Purchases can be made in any currency and billed in U.S. dollars. The currency, as well as the foreign exchange rate utilized, is stated for each transaction on your statement. The Wells Fargo phone number when traveling abroad is 415-243-1935. When traveling outside Pennsylvania, call Wells Fargo. Have them add a note to your account with the dates you are traveling and where you are traveling. You will identify yourself with your unique ID – the last four digits of your LIN
You need to include as much detail as possible in the description field for each transaction on your OneCard statement. There is a character limit of 200 and punctuation other than periods should not be used or the Wells Fargo system will not save your entries. If you have multiple transaction that you would like to use the same business purpose for, you may copy and paste for each transaction.
If the index number is not in the drop down menu, then you have not been given authorization as Financial Manager, Authorized Signer or OneCard Signer. If the index number is new and believe you should have authorization, contact the OneCard Administrator at email@example.com for information. Using an index number you are not authorized to use, requires written documentation from the Financial Manager or Authorized Signer. The written documentation must be included as part of the receipts.
If you and/or your reconciler are unable to complete your statement review by the required due date, please email the Program Administrator at firstname.lastname@example.org.
If the expense is under $75, a detailed receipt is not required under the Travel and Business Expense policy. If a detailed receipt is required, contact the vendor and have the detailed receipt emailed to you. You can then attach it to your statement. If you cannot obtain a copy of the receipt, please submit as part of your receipts a written statement, signed by your approver, documenting the expense. See the “Lost Receipts” section of the Travel and Business Expense Policy.
There is a 1% cross border transaction fee for international charges and a 1% ATM withdrawal fee.
Clicking the Statement Reviewed button is required by the required due date. Clicking the Statement Review button sends your statement to your approver. The Statement Review button is available only during the cardholder review period.
You will receive an email from Wells Fargo with the decline reason. For more information, contact your Program Administrator at email@example.com
Wells Fargo sends you an email stating that your account ending in #### is scheduled to be disabled on <date>…to prevent disablement of your ID, change your password before <date>. For more information, contact your Program Administrator at firstname.lastname@example.org
A personal Wells Fargo account is not required in order to be reimbursed. To enter your bank information into the Wells Fargo Commercial Card Expense Reporting (CCER) system, click on User Information and then Bank Information.
Obtain the per diem rate for the travel location from the General Services Administration (domestic) or the U.S. State Department (international) website and print the appropriate rate for the time of travel. Calculate the total per diem reimbursement due taking into account the number of full and partial days of travel. Enter the total per diem reimbursement amount as an Out Of Pocket expense in the Amount box. In the Description field, explain the purpose of the travel, that reimbursement is on a per diem basis, the travel location and the number of days you traveled. When you submit your receipts for that statement period, include the website printout supporting the rate you used. For a complete description of the University policy for submitting per diem reimbursements and website links, please refer to the Travel and Business Expense Policy and Procedures that is posted on the Controller’s Office website.
During the cardholder review period, select “Review Open Statement” from the menu on the left hand side of the screen, then click on the Out of Pocket Expenses tab. On the right hand side, click on Add An Expense. This must be completed prior to clicking your Statement Review button. The reimbursement will occur approximately the 18th of the month. If entering an Out of Pocket expense not within the cardholder review period, click on Cycle To Date. Then click on the Out of Pocket Expenses tab. On the right hand side, click on Add An Expense. These reimbursements will occur approximately the 18th of the following month.
You will receive a direct deposit reimbursement one to three business days (approximately the 18th of the month) following the end of the approval period in which they were approved. You will receive an email notification from Wells Fargo stating the deposit will occur within three business days.
Do not approve a statement that is not complete, including all required, detailed receipts and business purposes. The Cardholder, Reconciler, Primary Approver and Secondary Approver all have the ability to upload receipts into the Wells Fargo system to the specific transaction after the statement period has closed.
First, click on the Out of Pocket expense tab. Review the OOP transactions and receipts, if applicable. Select the OOP transaction. Scroll to the bottom of the statement and click Approve. Now click on the Charges tab. Review the transactions and receipts, if applicable. Click Approve Statement when in ready to approve both OOP and charges.
If, during the Controller’s Office audit, any expense is found to be unallowable per the guidelines listed in the University’s Travel and Business Expense Policy, the OneCard Accounting Coordinator will reach out to the cardholder to request additional information to substantiate business purpose. If the expense is deemed unallowable, the cardholder will need to reimburse the University via check or payroll deduction.
Contact your Program Administrator in Purchasing Services at 83266 or email@example.com to reset your password. If calling outside of business hours, call Wells Fargo Customer Service at 1-800-932-0036. Your unique ID is the last four digits of your LIN.
Download the CEO Mobile app onto your smart phone. Once installed, you can log in using the same credentials you use on your laptop/desktop for Wells Fargo. Via the app, you can enter business purposes, and upload receipts.
The billing address is your campus address. Example 19 – Packard Lab. Via your Wells Fargo profile, you can view your billing address by selecting “User Information” and then “Personal Profile” from the menu on the left hand side of the screen.
This is being piloted beginning Spring 2019
We ask that you retain your original receipts for the one entire fiscal year
Please click on the "+" sign to overlay the OneCard Google calendar to your own calendar
The OneCard Maintenance form must be completed and forwarded to Purchasing Services. The OneCard Maintenance form is located on the Purchasing website.
OneCard direct deposit is not associated with payroll. They are separate entities. When needing to update your banking information, you must do so both with payroll and within the OneCard system.