1 North Carolina A&T State University PCard Program Training Guide for Cardholders and Reconcilers January 2009 North Carolina A&T State University - 1 -
2 TABLE OF CONTENTS Overview -3 Processing Cycle -3 Processing Deadlines -4 Contacts -4 Creating a Password -4 Logging into Works Payment Manager -6 Works Cardholder Home Page -8 Works Cardholder View -9 Reconciling Transactions ~ Basic Sign off -10 Cardholder Instructions -10 Split Coding -24 Reports -27 Viewing your signed off transactions -28 Disputing Transactions -29 Printing Reconciliation Report -30 Updating Personal Settings: Password -31 Updating Personal Settings: Preferences -32 North Carolina A&T State University - 2 -
3 OVERVIEW As of January, 2007, Bank of America is the purchasing card provider for North Carolina A&T State University and the State of North Carolina. Pcard transaction review and approval will take place in the Works system provided by Bank of America. WORKS is a web-based program that enhances user functionality, provides electronic approval, and online reporting. Thus, WORKS eliminates the need to manually prepare purchasing card logs for items purchased with your Pcard. Online reporting offers a variety of reports that will allow you to view spending by cardholder, department, location, and account number. These functions allow greater flexibility and management of expenditures. This training guide provides instruction on how to use the WORKS system. NOTE: The WORKS application can be run on the following combination of browser and operating system: Internet Explorer 6.0 or above (for Windows users) or Mozilla 1.0 or above (for Windows or Mac users). You MUST enable your browser to allow pop-up windows for the WORKS domain to access the application. PROCESSING CYCLE The typical cycle for Pcard usage is: Pcard user initiates a transaction on their card notification is sent to the cardholder of transactions posted on the Pcard system. Transactions are typically posted on the system hours after purchase. Cardholder will log into Works Payment Manager and review transactions and account coding. Cardholder will Sign off on the transaction Credit line is replenished for the amount of approved transaction Pcard office will sweep transactions for the monthly billing cycle and import into Banner. Users will receive a hard-copy bank statement monthly and attach original receipts. The monthly statements with attached receipts and all other supporting documentation are signed and forwarded to NCA&T s Accounting Office by the 5th of the following month. North Carolina A&T State University - 3 -
4 PROCESSING DEADLINES TRANSACTIONS SHOULD BE SIGNED OFF AS THEY OCCUR. PLEASE DO NOT WAIT UNTIL MONTH END TO BEGIN THE SIGN OFF PROCESS! All transactions must be Signed Off and reallocations complete by the 5 th of each month. Each billing cycle runs from the 25th of the prior month to the 24th of the current month. If you are close to your credit limit at the end of the Pcard cycle (24th of the month) AND the cardholder or the reconciler has not Signed Off on any (or all) of the transactions, the cardholder s credit limit will not be restored until the transactions have been allocated and Signed off. Example 1: Credit limit: $10,000 Transactions Requiring Sign Off: $8,000 Credit Limit: $2,000 Example 2: Credit limit: $10,000 Transactions Requiring Sign Off: $0 Credit Limit: $10,000 CONTACTS Contact the Program Administrator or coordinator with any questions or comments relating to the WORKS website. Program Administrators: Ted A. Little Wendelin Douglas Purchasing Office, Dowdy Building Purchasing Office, Dowdy Building Telephone: (336) Telephone: (336) Fax: , Fax: , Jeanne Reyes Procurement Card Coordinator Accounting Office, Dowdy Building Telephone; (336) Fax: or , North Carolina A&T State University - 4 -
5 CREATING A PASSWORD To access the WORKS application, a Pcard Administrator must first add you as an application user and assign you a username. Once you have been added to the system, a welcome will automatically be sent to your address. This message will include your username and information on how to set up your password. DO NOT delete your welcome (see example below) until you have successfully created your password and have successfully logged into the WORKS system. Follow the instructions in your welcome Please do not reply to the sender of this . It is a systemgenerated from the Works application used by your organization. Read the message below regarding the Works application. If the message requests that you take an action in the application, a link may be included below the message to allow you easy access to the login screen A Notice From The Works Application Helen, To set your password, begin by entering your username or address at this URL: 255ab7b908dd9f1a857b9295ca838dd8 Your username: buck Your address: If the above link does not work, copy and paste the link directly into your browser's location field. Before accessing the application, make sure your browser enables cookies, allows pop-up windows (for the "works.com" domain), and checks for newer versions of stored (cached) pages automatically. For more information on how to configure these settings, consult your browser's documentation. Please also note that the link above allows you to access the application one time only. After your initial login, you must access the application by entering the following URL in your browser's location field: We recommend that you use your browser to create a bookmark for this address to quickly access the application in the future Log into Works at: North Carolina A&T State University - 5 -
6 LOGGING INTO WORKS PAYMENT MANAGER 1. Launch your Internet Browser. 2. Go to the Works Payment Manager website: Note: the application will be launched. You may be prompted to enable pop-ups. 3. Enter your username, and password, and click Login. North Carolina A&T State University - 6 -
7 1. Click the first link in the message. 2. Enter your username and click OK. 3. Create a password (must be at least 8 characters, can be any combination or letters or numbers, and is case sensitive). 4. Click the arrow in the Question field and select the desired security validation question. 5. In the Answer field, enter an answer to the question you specified in the previous step, and then enter the same answer in the Confirm field. 6. Click OK. The Home Page will be displayed. NOTE: If your username is not working, a Pcard Administrator can send you an automated reminding you of your username. If you forget your password, click the appropriate link on the Login page. The Forgot Your Password page displays and prompts you to enter your username. After entering your username and clicking Submit, the system will send you an with instructions on how to create a new password; however, you must know the answer to your security question. If you do not know your security validation answer, a Pcard Administrator can reset your password, which enables you to select a new security validation question and answer. IMPORTANT: After clicking the link included in the and setting a password, DO NOT attempt to access the WORKS application by using that link again. After initial use that link is rendered inactive. North Carolina A&T State University - 7 -
8 WORKS CARDHOLDER HOME PAGE Cardholder Homepage Features 1. Home Button Takes you back to the homepage 2. Task Pane Links to different features in the Works application 3. Show/Hide Task Button Allows you to show or hide the Task Pane 4. Action Required Shows the number of transactions awaiting action 5. Logout Logs you out of Works Payment Manager 6. Card Summary Shows card information such as credit limit, available credit, and transaction limit You can access a video overview of navigating the application at the following address: North Carolina A&T State University - 8 -
9 WORKS CARDHOLDER VIEW Cardholder View Features 1. Column Button Allows you to change the order of the columns displayed in the table Section 2. View Buttons Allows you to choose the view of the display area. The sample below shows the split view. 3. Table Section Displays list of open transactions for sign off, reallocation, etc. 4. Detail Section Shows detailed information about the transaction 5. Message Box Shows system-generated messages 6. Sign Off Button Allows you to sign off on a transaction North Carolina A&T State University - 9 -
10 RECONCILING TRANSACTIONS ~ BASIC SIGNOFF CARDHOLDER INSTRUCTIONS 1. From the homepage, under Action Required click Sign Off to show a list of transactions to review. North Carolina A&T State University
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13 2. Click the designated transaction to view the transaction details. The transaction will be highlighted in yellow. 3. Verify that the charge is accurate and your invoice/receipt matches the transaction in WORKS. NOTE: If the purchase is invalid or the amount does not match your backup, contact the vendor immediately to resolve the issue. If the matter cannot be resolved or the charge needs to be disputed, contact the Pcard Office for guidance. North Carolina A&T State University
14 You may see tax information if the vendor is a level three reportable vendor. You DO NOT need to enter anything in these fields: 4. Click Add Comment if you need to describe or add an explanation about the purchase. Click Save. NOTE: Comments cannot be deleted. Do not add any inappropriate comments. North Carolina A&T State University
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16 5. Click the Allocation Tab in the details section to review FOAPAL code assigned to each transaction. North Carolina A&T State University
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18 6. Click the Purchase Detail tab to see items purchased. NOTE: The vendor has to be a level 3 reportable vendor to see item detail. The more information the vendor passes to the bank (i.e. level 3), the more information the bank can display. North Carolina A&T State University
19 7. A. Sign off a single transaction: To sign off on a valid transaction, click the Sign off button at the bottom right of the screen. This will sign off only on the transaction you selected and highlighted. Then click OK. North Carolina A&T State University
20 If transaction needs to be allocated, then click on allocation tab, click on Add/Edit button (on lower left hand corner), and the following screen would be displayed: After making changes, a comment box will be displayed. IMPORTANT: PLEASE KEY IN THE INVOICE NUMBER OF THE TRANSACTION (IF APPLICABLE) and type in any other pertinent information. Click OK. North Carolina A&T State University
21 Note: Once the transaction is signed off by the cardholder, it will be removed from the Transactions Requiring Sign Off 7. B. Sign off on multiple transactions at one time: 1 - Click the Table view button in the upper right corner 2 - Click the check mark to select all transactions or Click each individual box to mark your selections one at a time 3 - Click sign off 4 - Click OK North Carolina A&T State University
22 IMPORTANT: It is the reconciler s responsibility to review all FOAPAL codes to ensure charges will be paid from the correct GL values. If a FUND is charged in error, it is the reconciler s responsibility to ensure that a correcting entry is made to correct the error in funding. NOTE: WORKS security is based on the cardholder s FOAPAL. Transactions can only be charged to FOAPs that the cardholder has access to. Use of invalid or incorrect FUND, ORGN, ACCT, PROG or BANK will result in an error message (see below). Until the error is corrected, you are prohibited from continuing on within the transaction sign off process. ERROR MESSAGE when you have assigned a FOAP without the proper authority: Pop-up box will read Errors: signoff payable Description will read One or more GL combinations are invalid. North Carolina A&T State University
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24 Split Coding 1. Click on the transaction to be split and click the Add/Edit button. 2. Enter the number of GL lines you want to add and click go. North Carolina A&T State University
25 An unlimited number of lines can be added and amounts can be allocated by amount. One North Carolina A&T State University
26 3. Copy the description for the new line you are adding, adjust the amount, and click GL Assistant to build your new FOAPAL string. 4. Select the appropriate Fund, Orgn, Acct, Prog and Bank to assign the account number. To assign the FOAP, type the value in the lookup box and click go or use the scroll bar to locate your Fund. 5. Click on the value to add it to your GL string. 6. Continue until your GL combination is complete. 7. Click finish. 8. Click save. 9. Click sign off. 10. Click OK. North Carolina A&T State University
27 REPORTS Each user can monitor his or her spend activity by accessing his or her memo statement and personal reports. Users can access My Memo Statement. The My Memo Statement report enables cardholders to view all of their card transactions for a specified date range. TO ACCESS PERSONAL REPORTS: 1. Click Reports on the left navigation bar. 2. Select Personal Reports. 3. Select Spend Reports. 4. Highlight the desired report. 5. Select the report s criteria in the lower portion of the page. 6. Select: a. PDF: View access only. b. Excel: Access to edit and sort information. Date Range Report Type Sample My Memo Statement North Carolina A&T State University
28 VIEWING YOUR SIGNED OFF TRANSACTIONS: 1. Go to Tasks on the left navigation bar. 2. Select Cardholder. 3. Select Transactions Requiring Sign Off. 4. Select the View drop down menu. 5. Select Transactions Signed Off. 6. All transactions Signed Off are listed. These have been signed off. North Carolina A&T State University
29 DISPUTING TRANSACTIONS The following steps are to notify the Program Administrator that a transaction is under dispute. Marking a transaction for dispute is done on the same screen used for allocating transactions. Note: Marking a transaction for dispute can not be done once it has been Signed off. 1. Click a transaction in the upper section to view its details in the lower section. 2. Click Dispute on the lower left-hand corner. 3. Enter the disputed dollar amount and the reason for the dispute and click Ok. North Carolina A&T State University
30 Printing Reconciliation Reports: Click on Configurable reports (under TASKS) -click on reports -click on spend reports -Under report template (click on drop down menu) -Choose from all available templates -Click on Report Reconciliation -Click on Employee (wait for your name to appear and select) -Click on finish -Click on Date always select previous cycle -Click on finish -Click on SUBMIT (in bottom right hand corner) -Report will begin queuing then download, open and print After report has been printed, please enter total in the PCard Monthly Reconciliation Log with appropriate signatures and submit both documents with all itemized receipts and all other supporting documentation. North Carolina A&T State University
31 UPDATING PERSONAL SETTINGS: PASSWORD 1. Select Tools > Personal Settings > User Information for the Task Pane. 2. Click Update My Password to display the Update Password window. Complete the available fields and click OK. North Carolina A&T State University
32 UPDATING PERSONAL SETTINGS: PREFERENCES 1. Click Preferences. 2. Select preferences. NOTE: As a best practice, set the preference to Daily. North Carolina A&T State University
33 3. Click Save. ONLINE MANUALS You can access the Payment Manager Manual online as follows: 1 Select Reference on the left navigation bar. 2 Select Training. 3 A new window will pop up with topic sections The University is a Tax Exempt Institution (NC A&T Tax Exempt number ). It is the cardholder s responsibility to inform the vendor at the time of purchase that NCAT is exempt from North Carolina sales tax. Our tax exempt number is printed on each Pcard. If a cardholder is charged tax, it is the cardholder s responsibility to contact the vendor and request a credit for the amount of tax to be applied back against their card. We have no other recourse for recovering taxes paid. Any tax amount paid will be deducted from the departmental budget. North Carolina A&T State University
Bank of America s On-line Purchasing Card Internet-Based Solution Access to Works Once your application has been approved and a card has been ordered, you will receive a welcome email that includes your
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