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You will need to contact WellsFargo Bank at 1-800-932-0036. Be prepare to provide your unique identification number. The customer service representatives are open 24 hours to assist you.
Any regular full time 1.0 FTE NMSU employee whose position requires them to routinely complete purchase requisitions and has obtain proper autorization from their Department Head/Dean/VP.
With certain limitations the NMSU P-Card works similar to a credit card. When you present the card to a vendor, they will request authorization through the credit card network. If the purchase is within the pre-established limits, you will be asked to sign for the purchase and receive the item. You must also retain a detailed receipt listing the purchased items for your records.
No. NMSU receives a bi-weekly statement for transactions from the previous period and has thirty days to pay the statement.
Yes. The P-Card can be used just like a regular credit card for phone orders. The vendor will ask you for the P-Card number and expiration date. Be sure to review tax issues in the Business Procedures Manual: 4.00.40 Tax Exemption
No. Although the card is issued with your name, it is not reported against your credit rating.
Reconciler: Is the primary person assigned to process transactions on behalf of a cardholder. If the reconciler does not process the transactions it becomes the cardholder's responsibility to ensure that the transactions are processed in the pcard system.
The charge is processed as an unallowable charge. University Accounts Receivable sets up a receivable in the cardholder’s name and they are responsible for reimbursement.
No. The WellsFargo CCER system does not allow you to disapprove and correct.
If the transactions is at the Approver level they can correct the transaction. If the transaction has already posted in Banner then a journal voucher will need to be processed.
Yes. They are processed the same way as a regular charge.
You can change your reconciler and approver at any time as long as you obtain the needed signatures.
To cancel or make changes to any procurement cardholder information including default account numbers, you must use the P-Card Maintenance form and submit to Accounts Payable.
The Security Access form needs to be filled out and submitted to Central Purchasing prior to your card being ordered. It is recommended that you complete the form prior to attending training.
Refer to the Business Procedures Manual 4.00.40
All card purchases will be automatically charged to the assigned unrestricted index number with the default account code being 738010.
To cancel or make changes to any procurement cardholder information including default account numbers, you must use the P-Card Maintenance form and submit it to Accounts Payable.
Both purchase requisition and other purchase documents (purchase orders) must be held for six years after close of fiscal year created (NM State Law 1.15.5). Federal regulations require the retention of all grant and contract purchase records for three years after the year of the final closeout award. Therefore, grants and contracts and purchase records should be retained for six years or for three years after the fiscal year of the final closeout, whichever is the longest.
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