HomeMy WebLinkAbout20221075.tiffBOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Wells Fargo Purchase Card Receipt Imaging Addendum
DEPARTMENT: Accounting DATE: March 25, 2022
PERSON REQUESTING: Chris D'Ovidio
Brief description of the problem/issue:
We are looking to expand the use of the Well Fargo purchase card system to store purchase card receipts
images in Wells Fargo Commercial Electronic Office. Images will be stored and available for seven years after
purchase, and we will have 60 days to recover any images needed if our relationship with Wells Fargo ever
ends. There is no additional cost to the services, and it eliminate the routing and storage of thousand for paper
receipts each year. To get the process started we need the attached addendum, approved by the County
Attorney's office, signed by the Board Chair.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
Approve and sign the addendum.
Not approve the addendum and continue to print and store purchase card receipts.
Recommendation:
Recommend approval and begin using the imaging service.
Approve
Recommendation
Perry L. Buck
Mike Freeman, Pro -Tern
Scott K. James, Chair
Steve Moreno
Lori Saine
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Work Session Other/Comments:
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2022-1075
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ADDENDUM TO WELLSONE® COMMERCIAL CARD AGREEMENT
RECEIPT IMAGING
This Addendum to WellsOne® Commercial CardAgreement (this "Addendum") is made by and between Weld County
Colorado ("Customer") and Wells Fargo Bank, N.A. ("Wells Fargo") and amends that certain
WellsOne® Commercial Card Agreement, dated on or around August 11, 2005 (as amended, restated, supplemented or
otherwise modified from time to time, the "Agreement"), by and between Customer and Wells Fargo, which governs
the commercial card program and the related receipt imaging services more fully described herein (this "Service") in
connection with a proprietary system that will allow Customer and its Cardholders and/or other personnel to store
images of Card transactions or other receipts with Wells Fargo.
1. Incorporation and Effect. This Addendum is hereby made a part of, and incorporated into, the Agreement as
though fully set forth therein. As modified or supplemented by the terms set forth herein, the provisions of the
Agreement shall remain in full force and effect, provided that, in the event of a conflict between any provision of this
Addendum and any provision of the Agreement, the provision of this Addendum shall control. If an enhancement or
other change to this Service requires a change to the Service, Wells Fargo will notify the Customer of such change in
accordance with the Agreement. If Customer or its Cardholders or personnel continue to use this Service after such
update has been made available to Customer, Customer will be deemed to have consented and agreed to the update.
2. Definitions. Capitalized terms herein that are not otherwise specifically defined herein shall have the same
meanings as set forth in the Agreement.
3. Description of Service. The Service provides for the storage of Customer -related Card transaction or other receipts
with Wells Fargo pursuant to the following terms and conditions.
3.1 Submission of Imaged Receipts.
a. Fax/E-Mail. Wells Fargo will enable a feature to allow Customer to produce fax and/or e-mail
cover sheets from the proprietary system Customer is using for statement reconciliation, and
accessed through either the Commercial Card Expense Reporting System (CCER) or the
Cardholder Reporting Information System (ChRIS). Customer shall use a fax or e-mail cover
skeet with each individual Cardholder/employee statement it submits to Wells Fargo via fax or e-
mail. The fax and e-mail cover sheets will be pre -populated with the contact and indexing
information (i.e., "bar code") and are required to accompany the images submitted by Customer
via fax or e-mail. In the event Customer elects to use the e-mail option, individual
Cardholders/employees shall prepare the e-mail cover sheet and transmit the e-mail cover sheet
together with the applicable receipt images in a supported file format (i.e., TIF, GIF, JPG, PDF,
bmp and png) via e-mail to the e-mail address provided on the e-mail cover sheet. A file size
limit applies to imaged receipts submitted via e-mail.
b. Mobile. For customers using the proprietary system for statement reconciliation accessed
through CCER, imaged receipts in a supported file format (i.e., TIF, GIF, JPG, PDF, bmp and
png) may also be submitted to Wells Fargo via Apple or Android mobile device upload using the
Mobile Receipt Image Capture feature accessible through Wells Fargo's CEO Mobile® service.
Images submitted via the Mobile Receipt Image Capture feature do not require a cover sheet.
Instead, the Cardholder takes a picture of the applicable receipt(s) and selects the applicable
statement or transaction to which the imaged receipts relate on his or her mobile device. File size
and number of pictures per submission limits apply to imaged receipts submitted via mobile
device upload. Mobile device upload is not available to ChRIS customers.
c. Desktop Upload. For customers using the proprietary system for statement reconciliation
accessed through CCER, imaged receipts in a supported file format (i.e., TIF, GIF, JPG, PDF,
bmp and png) may also be submitted to Wells Fargo through CCER via the Desktop Upload
feature. Images submitted via the Desktop Upload feature do not require a cover sheet. Instead,
the Cardholder uploads the file directly onto CCER and selects the applicable statement or
9416307 (updated 2022) Page 1 of 3
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transaction to which the imaged receipts relate. The Desktop Upload feature is not available to
ChRIS customers.
d. Statement/Transaction Levels. All imaged receipts will be related to an applicable
Cardholder/employee statement when submitted via any of the abovementioned submission
methods. For customers using the Mobile Receipt Image Capture or Desktop Upload features, the
imaged receipts may also be related to particular transactions. The ability to relate imaged
receipts to particular transactions is not available to receipts submitted via fax or e-mail.
3.2 Format of Images. Customer will be able to view, print, and/or store the document to be imaged,
including any applicable fax and e-mail cover sheets, using Adobe Acrobat Viewer. Multi -page
imaged receipt submissions will be stored as a single PDF document. The document will be defined
as a single transmission associated with the applicable statement and may have multiple pages, in
which case, all pages will be combined into a multi -page PDF document.
3.3 Retrieval of Images. Wells Fargo will enable a feature through CCER or ChRIS to allow Customer
to retrieve images of Customer's Card statement receipt(s) from Wells Fargo. Imaged receipts,
including any applicable fax and e-mail cover sheets, will be posted by Wells Fargo for Customer
viewing via the proprietary system within two (2) hours of receipt of the fax, e-mail, mobile or
desktop upload by Wells Fargo. Submissions requiring manual intervention from Wells Fargo will be
archived and posted for Customer viewing through CCER or ChRIS by the close of next business day.
Images will be stored within Wells Fargo's archives for a period seven (7) years from the date of
initial imaging.
3.4 Optional: Receipt Imaging File Service. If Customer uses the proprietary system for statement
reconciliation accessed through CCER and uses the receipt imaging features, Customer may elect to
receive a file of all receipt images submitted by cardholders over a selected timeframe. Images will be
delivered to selected program administrators through Wells Fargo's Secure Application File Exchange
Transfer ("SAFE -Transmission") service in PDF format. Customers may elect to receive receipts by
division or company level on a monthly, quarterly, annual, or as -needed basis. An index file summary
of all images will also be included with the file. Customer must complete SAFE -Transmission
implementation in order to use the Receipt Imaging File Services. For those Customers with SAFE -
Transmission already implemented, Wells Fargo will configure a new folder within the SAFE -
Transmission service for receipt imaging files.
3.5 Restricting Confidential Information. In using the Service, Customer or its Cardholders or other
personnel will be sending receipt images directly to Wells Fargo. To reduce the likelihood of any
unauthorized use or third party access to any confidential information, Customer or its Cardholders or
other personnel will strike or blackout any confidential information, which may include but not be
limited to, credit card account numbers, contained on any images prior to the transmission of any
images to Wells Fargo. Wells Fargo shall not be liable for any claims, demands, actions, suits, losses,
liabilities, damages costs or expenses resulting from any failure to so strike or blackout any such
confidential information.
3.6 Restricting or Terminating Access. Wells Fargo will not in any way be obligated to permit user
access to the Service through CCER or ChRIS if: (a) such use or access is inconsistent with any term
or condition applicable to the Service, CCER, ChRIS or to the information to be accessed; (b) such
use or access is not permitted by applicable state or federal law or regulation; (c) Wells Fargo has
reasonable cause to believe that such use or access may not be authorized by Customer or any third
person whose authorization Wells Fargo believes is necessary for such use or access; or (d) Wells
Fargo has reasonable cause to deny such use or access for Customer's protection or the protection of
Wells Fargo. Wells Fargo shall not have any liability to Company for any losses or damages
Company may suffer or incur as a result of any such denial or termination of access to the Service.
9416307 (updated 2022) Page 2 of 3
4. Limitation of Liability; No Warranties. The limitation of liability provisions set forth in the Agreement
shall apply to this Service Description and the Service described herein. Furthermore, in no event will Wells
Fargo have any liability for claims, demands, actions, suits, losses, liabilities, damages costs or expenses
arising from or related to: (i) the Service or any ancillary service referenced within the Product Addendum; (ii)
Customer's or its Cardholders' or personnel's use of the Service; (iii) the inability of Customer or its
Cardholders or personnel to use the Service or the unavailability of the Service as a result of circumstances
beyond Wells Fargo's control (such as, without limitation, fire, flood or the disruption of power, phone or
computer service); or (iv) transmission errors or data security problems, or other acts or omissions, on the part
of any other person relating to the transmission, maintenance or storage of imaged receipts. THE SERVICE IS
PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED,
INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTIBILITY,
NONINFRINGEMENT OR FITNESS FOR A PARTICULAR PURPOSE.
5. Termination. In addition to the termination provisions contained in the Agreement (including Wells Fargo's
ability to immediately terminate the Agreement or services (including the Service described herein) upon
occurrence of an Event of Default), Wells Fargo or Customer may terminate the Service provided hereunder
upon thirty (30) days' prior written notice to the other with or without cause.
6. Survival. Sections 3.5, 3.6, 4, 5 and 6 of this Service Description will survive the termination of the Service
hereunder.
7. Miscellaneous. This Addendum together with the provisions of the Agreement not expressly inconsistent
herewith, constitutes the entire agreement between the parties with respect to the matters addressed herein, and
shall supersede all prior oral or written negotiations, understandings and commitments. This Addendum shall
be valid, binding, and enforceable against a party when executed by an authorized individual on behalf of the
party by means of (i) an electronic signature that complies with the federal Electronic Signatures in Global and
National Commerce Act (ESIGN Act), state enactments of the Uniform Electronic Transactions Act, or any
other relevant and applicable electronic signatures law; (ii) an original manual signature; or (iii) a faxed,
scanned, or photocopied manual signature. Each electronic signature or faxed, scanned, or photocopied
manual signature shall for all purposes have the same validity, legal effect, and admissibility in evidence as an
original manual signature. This document may be executed in any number of counterparts, each of which shall
be deemed to be an original, but such counterparts shall, together, constitute only one document.
Weld County Colorado
Authorized Offi• r: Scott K. James
Signature: �►'
ir, Board of Weld
Title: County Commissioners
Date:
APR 1 12022
9416307 (updated 2022) Page 3 of 3
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ADDENDUM TO WELLSONE COMMERCIAL CARE AGREEMENT RECEIPT IMAGING
APPROVED AS TO SUBSTANCE:
Elected Official or Department Head
APPROVED AS TO FUNDING:
Controller
APPROVED AS TO FORM:
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