Purchasing Card

The Purchasing Card system is a card provided to you based on your need to purchase items on behalf of the University.

Purchasing Card Materials are on the Finance and Facilities Fountain SharePoint Site

Wells Fargo to U.S. Bank

As part of the transition to Workday, pcards are transitioning from Wells Fargo to U.S. Bank.

If you currently have a Wells Fargo Purchasing Card (pcard), your new U.S. Bank pcard & activation information will be available for pick-up in the Business Services (WA236) starting Monday, June 24. The U.S. Bank cards will be turned on and should be used starting July 1. Wells Fargo cards will no longer work beginning July 1.

To help with the transition, we are asking pcard holders to reconcile transactions as soon as possible in the Wells Fargo Expense Manager.

Turn in your Wells Fargo pcard

Bring your Wells Fargo card with you to turn in when you pick up your new card. Do not dispose of your Wells Farog card on your own, they must be turned in.
New Reconciliation Method in Workday
With the introduction of the new cards, all card reconciliations will now be conducted through Workday. This new process aims to streamline and simplify expense management. Please watch this short demonstration video. We will be working on sending out more in-depth training after our go-live date.

Key Dates to Remember

Starting June 24
- Pick up your new U.S. Bank pcard in the Business Services WA236, M-F between 7:30 am – 4 pm.
June 30
- Last day to use your Wells Fargo pcard.
July 1
- Wells Fargo pcards will be deactivated.
- Start using your new U.S. Bank pcard
- Reconcile new transactions in Workday now

Reconciliations

All US Bank credit card reconciliations will be done in Workday, you will no longer email pcard reconciliations. Please see the SharePoint for training materials. After we go-live, we will be working on in-house training videos to share with all of you.

Expense Hub - Workday App - Add

July 1 - Please add the Expense Hub application to your Workday Menu.

In the upper left corner, select the Menu icon.
Select the Add Apps icon (bottom menu area) to add an application.
Type Expense Hub
Select the + sign to add
Select back to menu

To reorder your apps listing

Select the Sort icon to sort your applications by Your Saved Order, Recently Used, or Frequently Used.
Or manually by selecting the Edit icon
Select Save Changes.

Approvals

Your approver is now your current supervisor. If your approver chooses to delegate their work to allow someone else to approve, please review the delegation job aid on the SharePoint site.

Requesting a Pcard - Job Aid Update

• Applicant Name (this is the Cardholder name - the name that will be on the card)

• Employee ID (not your Tech ID - the MinnState ID - see your Profile in Workday)

Your Employee ID (MinnState ID) for Workday is within your Workday Profile area - Login to Workday; select the person icon on top right. Under Job Details is your Employee ID. If you need to find an Employee ID for Pcard purposes - type their name in the Workday search field.

Desktop, notebook/ laptop computers

Purchases of desktop, notebook/ laptop computers are not permitted on the purchasing card without written prior approval. If approval to purchase computers is received, the item must be registered with the university's fixed asset tracking system. Also, if approval is received, please attach a copy of the written prior approval with the receipt reconcilation for auditing purposes.

MinnState Policies

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