Required Form

OneCard Form for new accounts and for maintenance of existing accounts

Training and Instructions

Student Training for Declining Balance Cards and Cash Expenses Steps for Entering Transactions for reimbursement

Domestic Bank Account Requirement

  • If an individual needing reimbursement does not have a domestic personal banking account, Lehigh University suggests opening one. 
  • If opening a domestic personal account is not possible, work directly with your funding source coordinator and Accounts Payable. 
  • Having a domestic personal bank account makes a Student, Adjunct, or Visiting Employee eligible for a declining balance credit card or reimbursement through the OneCard system once setup is complete. 

Training & System Setup

  • Training Requirements: Training covers Cardholders, Delegates, Reconciling, Disputing Transactions, Receipt Management, Cash Expenses, and Approvers. Students are required to view only the Cardholder, Reconciling, Disputing Transactions, Receipt Manager, and Cash Expenses sections. 
  • Credentials: The individual will receive two secure emails directly from Wells Fargo: 
    • Email 1: Contains the Company ID and Username. 
    • Email 2: Contains a temporary password. 
  • Initial Log In: Log into the Wells Fargo system, change the temporary password, and input personal bank account information (routing and account number). 

Entering Reimbursement Transactions

  • Timing: Transaction entry can begin the day after receiving the two setup emails from Wells Fargo. 
  • Entry Steps:
    1. Log into the WellsOne / Wells Fargo Expense Management (WOEM) system. 
    2. Enter the transaction details (date, category, amount, accurate description, etc.). 
    3. Assign the correct index number provided by your professor or advisor. 
    4. Complete forms per funding source. When filling out request forms, set the primary approver/funding source as the person responsible for the index number (must be a financial manager or authorized signer). 
    5. Upload itemized receipts. 
    6. Click Complete to submit transactions to your advisor or professor. 
  • Payout for cash expense reimbursement accounts: Direct deposit reimbursement occurs a few days after the funding source has approved the transaction 
  • Payout for declining balance cards: Direct deposit reimbursement occurs a few days after the end of the approval cycle.  Refer to the OneCard cycle calendar. 

Approver Responsibilities

  • Sign the OneCard Form via Jira (required only once per student). 
  • Sign the User Agreement via DocuSign (required only once per student).  This is available after the completion of the training.
  • Approve transaction statements weekly (can approve once the student clicks Complete on the transaction). 
  • Complete update procedures when changes are needed on an account. 

Graduate Student OneCard Requests & Travel Reimbursements

Requesting a OneCard (Declining Balance / Debit Card)

  • Form Submission: Complete the OneCard Form when requesting a Wells Fargo Declining Balance OneCard. 
  • Approved Funding Only: Do not list funding sources that have not yet been officially approved. Funds are loaded onto the card only after required documentation is provided and approval from funding sources is confirmed. 
  • Physical Card Delivery: First-time applicants receive a physical card mailed to the person designated on the request form (advisor, business manager, or department coordinator). Allow an additional 15 business days for first-time card delivery. 

Before Your Conference

  • 30-Day Deadline: You must complete the OneCard Form no later than 30 days prior to the start of your conference to remain eligible for GSS travel funds. 
  • Early Submission: Submit the form as early as possible once all approvals are secured to ensure funds are loaded in time for advance charges (travel, lodging, registration). 

After the Conference / Submitting Receipts

  • Receipt Reconciliation: Submit original itemized receipts in the Wells Fargo Expense Management System (WOEM) following the instructions provided via email or on the Purchasing Services website. Always use the index number assigned by your professor/advisor/funding source. 
  • Monthly Cycle Deadlines: Charges within a cycle period (which ends on the 1st of each month) must be reconciled by the 8th of the following month. Refer to the OneCard Cycle Calendar for exact dates. 
  • Consequences of Late Submission:
    • If the reimbursement form is not submitted on time, GSS funds will be reallocated to other students and you will not be reimbursed. 
    • Any OneCard expenses not reconciled within 30 days of trip completion may be deducted directly from your personal bank account or card balance. 

OneCard Maintenance & Account Changes

  • Maintenance Form Usage: Use the OneCard Form to request additional funds or reduce available limits. Do not re-submit the initial Request Form for additional funds. 
  • Funding Approval Rules: Complete a OneCard Form for each conference and only after funding from all internal Lehigh sources (PI/Lab, College, Department, GSS) has been officially approved. Unapproved funding requests will be denied by the approver. 

Additional OneCard Policies

  • Card Expiration: If your OneCard expires, complete the OneCard Form again to request a replacement. 
  • Lost, Stolen, or Damaged Cards: Contact Brenda Bachman immediately at bkb204@lehigh.edu.