City Director Wells Fargo Host Credit Card Manual

Transcription

1 City Director Wells Fargo Host Credit Card Manual

2 Table of Contents Creating a New User and Credit Card - 3 Using your Wells Fargo Token for the First Time - 7 Hosts Logging on to the CEO portal - 10 Host Accounting with New Credit Cards - 14 Canceling a Card and Temporary Restriction - 15 Increasing Credit Limit

3 Creating a New User and Credit Card You will be ordering cards for your seasonal staff. Once you setup a new user a new card will be created for the user. The cards are set to the Home office from Wells Fargo and then the Home Office will send them to your city. Please allow two weeks for this process. The following steps are for creating a new user with a card: 1. Log onto the Wells Fargo CEO portal at 2. Click on Commercial Card Expense Reporting 3. Click on your Approver Role 4. Click on Mange Users and then select Create New User 3

4 5. Enter your Token Authentication. If this is your first time using your token, jump to Using Token for the First Time on page Enter the following information on the new user page. Enter the host name Leave unchecked Put your address Come up with a different four digit code for each person. Make sure you write it down. Select what is listed for Agent Name and Division in this example Select your city for Unit Select GF General Fund Leave Blank Enter your City Code Select GL MAP 1 4

5 DO NOT CHANGE THE ADDRESS Enter the host name as shown in this example Enter CSM in this box Enter the max # of daily transactions your host will have Leave blank Enter the max you host will spend in one day Enter 2000 in this box Leave blank Do not change anything in this area Leave both items unchecked Click the save button once all information is entered Select Host from the availabl group column and then click th right facing arrow. It should look like this example 5

6 Once you hit save at the top of the next page will be the new Login ID for the user your just created. Please keep a file with all the usernames and unique IDs. All initial passwords will be csm8200 You have now created a new user and card. A request will be sent to the program administrator for approval. 6

7 Using your Wells Fargo Token for the First Time You will be using your Wells Fargo token when creating new users and cards. Setting up your token for the first time can be a little confusing but all you need to do is follow the steps. The following are steps to setup your token the first time you use it: 7

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10 Host Logging on to the CEO portal The first time logging on to the CEO portal can be confusing. You will need to assist your hosts with logging on for the first few times. The following are the steps for logging onto the CEO for the first time:. CSM34232 Provided when you created their account All initial passwords are CSM

11 Have your host give you the password they create. You could come up with one that all your staff uses. 11

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13 9. Select Commercial Card Expense Reporting 13

14 Host Accounting with New Credit Cards We are still working out the best way to do accounting with the new credit cards. Here is our suggested method but would be open for improvements. Two things that must be done during this process is that we code all transactions correctly and we have all the receipt for the transactions. Here are the steps for Hosting Accounting: 1. Host will still use the current Host Accounting Excel sheet for the cash you give them each week. That process will stay the same. 2. You will provide the Host with a credit card schedule which is a group schedule that has the restaurants and places they will be using their credit card highlighted. 3. The host will use their credit card through the week/weekend. 4. When the group is done, the host will attach their credit card receipts to the credit card schedule. The host will submit this to the City Director 5. The city director will verify that the host has the correct receipts according to the credit card schedule. 6. The city director will hold onto the credit card schedule and receipts for the host until the monthly statement is produced. Here are the steps for Monthly Host Credit Card Accounting: 1. On the 1 st of each month the host will have 7 days to review their credit card transactions. 2. The host will log onto the CEO portal and review their statement. The host will make sure that all accounting codes are correct and add a small description to each transaction. 3. The host will get back their credit card schedules and receipts 4. The host will print out their statement and attach all the receipts in the order they are listed. 5. The host will give the City Director the statement and receipts 6. The City Director will make sure that there are receipts for every transcations 7. City Director will log on to the CEO Portal and approve the host s statement. 14

15 Canceling a Card and Temporary Restriction When a staff leaves CSM for good or for a few weeks, we need to cancel or temporary restrict the card. Canceling a Card A card can be canceled by the Approver of the user or the Program Administrator. Once a card is canceled the transaction detail will no longer be accessible. Before you cancel a card make sure all transactions are coded correctly and you have all the receipts. The Program Administrator can temporary turn off the card when the staff person leaves in order to provide time for transactions to post and be coded. the Program Administrator with the staff person name in order to turn off the card. Temporary Restriction If a host is going home for a few weeks or coming back for another season, we can temporary turn off their card. To temporary turn off their card the Program Administrator with the staff person name and the dates they will be off site. The following are the step to cancel a card: 1. Log onto the Wells Fargo CEO portal at 2. Click on Commercial Card Expense Reporting 3. Click on your Approver Role 4. Click on Mange Users and then select Mange Cards 15

16 5. Leave boxes blank and Click on Search 6. Select the user whose card you would like to cancel and then select Cancel Card 16

17 Increasing Credit Limit Each host will have a limit of $2000 for each month. It is possible that the host may need more than that depending on the month. It is your job to make sure they have enough of a credit limit on their card. There are two way to figure out the credit balance. The first way is to have your host log on and let you know the balance. The second way is for you to log in under the host user information and check it for yourself. The following are the steps to check remaining credit balance: 1. Log onto the Wells Fargo CEO portal at 2. Click on Commercial Card Expense Reporting 3. Select User Information and Click on Personal Profile 4. Scroll down to the bottom of the page to view Available Credit 17

18 If you need to increase the credit limit for your card or another user, you can send a request online. The following are the steps to request an increase for your credit card: 1. Log onto the Wells Fargo CEO portal at 2. Click on Commercial Card Expense Reporting 3. Select User Information and Click on Credit Limit Change Request 4. Enter the new monthly credit limit in Requested Monthly Limit box and click submit. 5. Your request will first be sent to your Approver for approval and then to the Program Administrator 18

19 The following are the steps are for requesting a credit increase for a user who you are the Approver for: 1. Log onto the Wells Fargo CEO portal at 2. Click on Commercial Card Expense Reporting 3. Click on your Approver Role 4. Click on Mange Users and then select Mange Cards 5. Leave boxes blank and Click on Search 19

20 6. Select the user whose credit limit you would like to increase and then select Change Credit Limit 7. Enter the new monthly credit limit in Requested Monthly Limit box and click submit. 8. A request will be sent to the Program Administrator of approval. 20