Finance Foundations – Lesson 5

Macalester Purchasing Card (Pcard)

In this lesson you will learn: 

• What you can use a Macalester Pcard to purchase
• Reconciling your Pcard monthly
• How to check/increase your Pcard limits
• Pcard fraud overview
• Pcard troubleshooting

Purchasing with a Pcard

• What you can pay for with a Pcard
  • Supplies
  • Travel Tickets
  • Conference Registration
  • Invoice payments (if available and no additional fees are charged)
  • Meals
• How to make purchases
  • Online
    • Ensure card info and billing details are entered correctly
    • Use Macalester’s sales tax exemption for any applicable purchases whenever possible
  • In store
    • PINs are typically not required unless withdrawing cash, or potentially when traveling internationally
    • Use Macalester’s sales tax exemption for any applicable purchases whenever possible
• Gift cards, prizes, and awards
  • All gift card purchases must be reported for tax purposes, regardless of dollar amount

Pcard Reconciliation

• Monthly timeline
• Reviewing FOAPALs for each transaction
  • How to split a transaction
• Reimbursement for out-of-pocket expenses
• How to repay Macalester for personal charges incurred on your Pcard
  • Reimburse Macalester via ACH through your Wells Fargo portal
    • Link your personal bank account
    • Mark applicable charges as personal on your pcard statement
  • Reimburse Macalester via check
    • Drop off or send to the Pcard Administrator at 77 Mac, 302
• Descriptions
• Receipts
  • Missing receipt declaration
• What to do if out of office during reconciliation period

Credit Limits & Increases

• How to check credit limits
• How to check credit availability
• How to request an increase

Fraud Overview

• Fraud alerts
• Fraudulent transactions
• Lost/stolen cards

Traveling with a Pcard

• Ensure enough funds are available on your pcard prior to travel
• Confirm fraud alerts are set up
• Save Wells Fargo contact number(s) in case of emergencies
• Contact Wells Fargo immediately if your card is lost or stolen
• Cash withdrawals

Pcard Troubleshooting

• Pcard decline
  • Check limits and available credit; ask for an increase if needed
  • Check for a fraud alert
  • Online purchases
    • Billing address
    • Card number, CVV, expiration date
  • Certain purchases may be restricted or require approval
    • Gift cards
    • ATM cash withdrawal
    • Alcohol
• Forgot Pcard PIN
• Can’t login to Wells Fargo

Go to Finance Foundations at Macalester to find additional lessons.