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How to Obtain a Carleton Purchasing Card 

College employees may be granted the privilege of using a Carleton purchasing card to make business-related purchases. The Purchasing Card is a cost-effective method of procurement that allows cardholders to conveniently purchase goods and services on behalf of the College.

Note: The Purchasing Card Application Form is currently under development. As a result, we are using a manual email request process until a new form is delivered. Follow these steps to initiate a request for a new card:

Step 1: Cardholder

  • Cardholder applicants may use this email template to initiate a request for a new card. The message should be emailed to the employee’s supervisor/department administrator and the Purchasing Card Specialist, Nick Sahli, nsahli@carleton.edu 

Step 2: Approver

  • Supervisor reviews the new card information and replies to all confirming approval.

Step 3: Business Office

  • The Business Office will initiate a request for a new card from Wells Fargo. New cards arrive in 3-5 business days.
  • An email including a link to an online video tutorial and a Cardholder Agreement form will be sent to the cardholder for completion.

**Beginning January 2023, Wells Fargo purchasing card transactions and employee out-of-pocket expenses are settled using Expense Reports in Workday. The following resources are available to help you manage your expense reporting:

Workday Inbox

Your Workday Inbox is where you will receive messages and be notified of expenses requiring reconciliation and approval. Plan to check your inbox regularly so that transactions will be reconciled in a timely manner. See Workday Navigation to learn more about managing your Workday Inbox.

Reconciling Purchasing Card Transactions

Cardholders are individually responsible for the reconciliation of their purchasing card transactions using Expense Reports in Workday. 

Video Tutorial Purchasing Card Reconciliation

Reconcile Card Transactions (link opens in a new tab)

Reimbursements

Employees may request reimbursement for out-of-pocket business expenses using Expense Reports in Workday. 

Video Tutorial Out of Pocket Reimbursement

Expense Reports in Workday (link opens in a new tab)

Spend Authorizations

Budget Managers may elect to use Spend Authorizations to assist with budgeting.

Spend Authorizations (link opens in a new tab)

Approvals

Expense Reports and Spend Authorizations will be sent to the appropriate approver upon report submission.

Approve Expense Reports and Spend Authorizations (link opens in a new tab)

Delegations

Expense Reports and Spend Authorization tasks may be delegated to another individual.

Delegate Expense Reports and Spend Authorizations (link opens in a new tab)

Workday Mobile App

The Workday Mobile App may be used to upload receipts and submit Expense Reports

Workday Mobile for Expenses (link opens in a new tab)

Purchasing Card Contact Information

Nick Sahli
Purchasing Card Specialist
507-222-5509
nsahli@carleton.edu

Kara Lloyd
Assistant Comptroller
507-222-5934
klloyd@carleton.edu

Randie Johnson
Purchasing and Risk Manager
507-222-4178
rajohnso@carleton.edu