Download - FY2014 P-card Refresher Training
New Card DesignNew cards and all replacement cards will now
feature the new card design Light Grey/Blue with GRU logo “Tax Exempt” and FEIN printed on front Cardholder Name followed by Georgia Regents University
FY14 P-card Refresher Training 2
Basic OverviewTransaction Approval Process within Works
Cardholder > Approver (Manager) > Auditor (Amber)Limits reset on the 28th of each monthAvailable balances refresh after Approver level sign-
offAll transactions that post to Works must be allocated
and signed-off Exception: the charge is being disputed and Amber/BofA
has been notifiedAll transactions need to be allocated and sign-off
around the 5th of each month Activity schedule available online for monthly deadlines
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Basic Overview (continued)Reconciliation
Allocate all charges in Works to the proper PC#/CFC/account code combination
Put comments in Works and on paper documentation as necessary Be Careful! Comments in Works CANNOT be edited
Verify that all charges on the Bank of America (BofA) Statement match the charges on your Monthly Report/Activity Log
Make sure to include special approvals or additional documentation with receipts
Sign BofA Statement
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Basic Overview (continued)Statement Packets need to include the
following items (in order):SIGNED Bank of America Statement Activity Log/Monthly Report from WorksDetailed Receipts and related paperwork (in
statement order)
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Reminders of “Don’ts”No Food No Travel (Registration is still allowed)
Don’t even use it to hold a roomNo FurnitureNo equipment over $2,999.99(including
shipping/handling/set-up/installation)No orders over $4,999.99 No personal items
Hand sanitizer, facial tissues, dust busters, fans, heaters, microwaves, coffee makers
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Q & AsWhat is the difference between my monthly
credit limit and my available funds?Monthly Credit Limit is the line of credit that you
have been authorized to spend within a cycle period
Available Funds is the Monthly Credit Limit minus any outstanding transactions that have not completed sign-off by an Approver…it doesn’t matter when the transactions posted…two months ago or two days ago
Pending charges will also be included in the “Balance” or total spend
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Q & AsHow do I check my balance?
When you sign in, your name and information are in the bottom pane on the home screen Available Credit, Monthly Credit Limit, and Single
Transaction Limit are listed thereTo see your balance with pending charges
added in, Click on Tools, then Search, then Authorization Log Make sure your card is selected, then click Finish All recent authorized charges will be listed The authorization log will also give decline reasons
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Works Home Page
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Available Funds
Monthly
Credit Limit
SingleTransacti
onLimit
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Q & AsI need to make a purchase that is greater
than my single transaction limit or exceeds my available balance. How can I place the order without splitting the transaction?At any time, a temporary increase in either the
Single Transaction Limit or the Monthly Limit can be done at the request of the Approver. The increase is nearly instant.
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Q & AsWhat happens if I do not allocate and sign-off on
my transactions in a timely manner?If you do not allocate and sign-off on transactions,
it could cause problems if the transactions post to the wrong budget or under the wrong account number
Your available credit will not be refreshed, eventually causing problems with vendors when your card is declined
Habitually late allocation and sign-off could result in infraction letters and revocation of p-card privileges
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Q & AsHow can I change the allocation information or
add comments to a transaction that I have already signed-off on?You can’t change the allocation information…email
Amber with all the information and she can do itHowever, you can see the transactions after
signing-off and you can add further comments: Click on Tools, then Search, then Transactions Click on the calendar beside “Posting Date” and select a
date range for the search, click finish You can also enter an amount range to narrow down the
results Click Search, then select the transaction you need from
the results pane at the top to review the details
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selected line highlighted in yellow
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No option to “Add/Edit”
Q & AsWhat do I do if I see a charge in Works that I did not
make?Fraudulent charge - call Bank of America at (866)500-
8262 to report it They will review recent charges on your account to verify which
ones are valid, issuing a credit for those that aren’t May send you a form that must be submitted back to them A new card will be issued with a new number and mailed to Amber
Disputed charge – call Bank of America at (866)601-9490 Documentation must be submitted for the disputed charge Temporary credit may be issued until dispute is resolved
Notify Amber in either circumstance, as these fraudulent or disputed transactions must be noted on the master reconciliation
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Q & AsWhat do I do if I get charged sales tax?
Contact the vendor to get a refundEmail or fax a copy of the sales tax exemption
form to the vendor if necessaryPut comments on p-card documentationPut comments in WorksSign-off on transaction…don’t leave it pendingWhen credit posts for taxes, allocate to the
same account as the original charge
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Q & AsDo I need to get a credit for a returned item
or sales tax in the same month as the original charge?No
Put comments in Works and on documentation Allocate and sign-off on original charge When credit posts, allocate to same account as
original charge
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Q & AsAm I allowed to place orders for other
departments?If that department does not have a p-card, or if
that cardholder is not available, then yes…but let Purchasing know in advance
Fill out a separate activity log for the charges relevant to the other department and have the department manager sign in addition to your designated approver
Allocate the transactions in Works to the appropriate budget
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Q & AsWhy do I need an Activity Log and a Works
Summary Report/Transaction Log? Aren’t those the same?The purpose of the Activity Log is to provide
documentation that you are keeping track of the orders that you are placing, including expected delivery dates and actual received dates…even orders that you have placed, but are not yet received
The purpose of the Works Summary Report is to ensure that you have allocated the transactions to the correct budget and to serve as a summary to provide additional details to approvers
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Q & AsDo I need to do anything when I notice that
my p-card is about to expire?Renewal cards are automatically sent each
month to PurchasingYou will be notified by email if there are any
requirements to be completed prior to receipt of the replacement card
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Q & AsWhat do I need to do if my approver is on an
extended leave of absence?Contact Amber. Typically, there is a secondary
person in charge of the departmentThe secondary person can be set up in Works as a
backup approver and trained on p-card regulations
If there are transactions that “disappear”, those can be swept and allocated appropriately by Amber, then the Activity Log and Statement can be signed by the backup approver to show review and “sign-off”
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Q & AsCan I use my p-card instead of going to Health
eShop?No - if the vendor is a Health eShop vendor, or if
there is a vendor in Health eShop that offers a comparable item Exceptions require prior approval and comments should be
added to documentation and WorksNo – if the item is from a Health eShop vendor, but
not available in Health eShop (“restricted” items), then a “regular” special request requisition needs to be entered
Yes – if the item, or comparable item, is not available from a vendor in Health eShop
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Q & AsCan I pay for a membership with my p-card?
Yes. If it is an institutional membership that is in the department’s name or if it can be transferred to a different person if needed
What if it’s an individual membership? Fill out an Individual Membership Form showing
authorization from the department head and attach to your documentation
If in doubt…fill out the form
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Any other questions?
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