City Director Wells Fargo

Host Credit Card Manual

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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 - 17

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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 https://wellsoffice.wellsfargo.com 2. Click on Commercial Card Expense Reporting 3. Click on your Approver Role

4. Click on Mange Users and then select Create New User

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5. Enter your Token Authentication. If this is your first time using your token, jump to Using Token for the First Time on page 7.

6. Enter the following information on the new user page.

Enter  the  host  name  

Put  your  email  address    

Come  up  with  a  different  four  digit  code  for  each  person.  Make  sure  you  write  it  down.    

Leave  unchecked  

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”  

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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    

Select  “Host”  from  the  available  group  column  and  then  click  the  right  facing  arrow.    It  should  look  like  this  example    Click  the  save  button  once  all  information  is  entered  

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You have now created a new user and card. A request will be sent to the program administrator for approval.

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    

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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:

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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:

.

Provided  when  you  created  their  account    All  initial  passwords  are  CSM8200  

CSM34232  

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Have  your  host  give  you  the  password  they  create.  You  

could  come  up  with  one  that  all  your  

staff  uses.  

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9. Select “Commercial Card Expense Reporting”

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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 1st 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.

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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. Email 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 email 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 https://wellsoffice.wellsfargo.com 2. Click on Commercial Card Expense Reporting 3. Click on your Approver Role

4. Click on Mange Users and then select Mange Cards

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5. Leave boxes blank and Click on Search

6. Select the user whose card you would like to cancel and then select “Cancel Card”

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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 https://wellsoffice.wellsfargo.com 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”

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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 https://wellsoffice.wellsfargo.com 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

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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 https://wellsoffice.wellsfargo.com 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

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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.