Transcript Works Approver Sign Off

Works
Approver Sign Off
Presentation
2013
(revised March 2013)
Works online application provided by Bank of America
Works provides an online reconciliation process that ensures appropriate staff
members review and sign off on p-card transactions as they post.
 Works offers a variety of custom reporting options that allow approvers,
accountants and managers to ensure accounting detail is correct and that the
purchase is adequately described or justified.
 Because transaction information is posted to the application daily, transactions
can be quickly reconciled as they are processed, rather than waiting until the end
of the billing cycle.
Why is this important? In the future, Works will allow us to upload transactions
to the university financial system earlier, providing more accurate and up-to-date
reporting for departments. We’re not there yet, but we’re getting closer!
Works Sign Off Flow
Cardholder (or Reconciler) Sign Off
The Cardholder (or Reconciler) reviews and allocates p-card expense in
Works as it posts (ideally, this is done weekly or bi-weekly). Once a
transaction is allocated, the cardholder signs off on the transaction.
Approver Sign Off
The transaction flows to the Approver (or Managers) queue. The approver
can review and correct the allocation detail if they choose, or:
The approver can choose to flag the transaction which
returns it to the cardholder’s sign off queue with a
correction request. Cardholder corrects it and returns
it to the approver for sign off.
The Approver signs off on the transaction once it’s allocated correctly.
The transaction flows to the Administrator.
Administrator Sweep
The Administrator sweeps the closed billing cycle data from Works and
uploads it to university financial reports monthly. Example: December
cycle period (transactions posted in December) is swept for upload in
January.
Department Review of P-Card Expense
P-card expense requires 3 levels of review at department level.
Level 1: Cardholder Review
The cardholder (or assigned reconciler) reviews, allocates, and signs off on each transaction in Works.
The cardholder prints and submits their signed statement with original receipts and other required
documentation to the department approver by the cardholder due date.
Level 2: Approver Review
The approver (usually administrative staff member) is responsible for reviewing, editing and signing off on
cardholder transactions online to ensure transactions are correctly allocated and include a business
purpose. The approver is responsible for reporting any non-compliance issues discovered during the
approval process to the cardholder and manager for the area (or notifying the university p-card
administrator, if necessary).
Level 3: Manager Authorization via Signature
The manager (Department Head, Director, Dean, VP, or Business Manager) is responsible for reviewing
hardcopy statements and authorizing p-card expense for cardholders in their area (including the approver)
as legitimate via signature. The authorizer is responsible for ensuring all non-compliance issues are
resolved, or escalated to the university p-card administrator in a timely manner. Any delegation of signing
authority by the manager must be approved by respective dean or V.P. Written approval must be
submitted to the university p-card administrator.
4
P-Card Due Dates with Works
Cardholders or Reconcilers
P-card operates on a monthly billing cycle (1st – 30th). P-Card expense can be reviewed and
reconciled weekly or bi-weekly using Works. After the billing cycle closes the cardholder
statement is ready for final review on the 3rd of the month:

Works sends an email reminder to cardholders notifying each that their cardholder
statement is ready for download.

Cardholders are encouraged to complete their final review and sign off, print their
statement and submit p-card documentation to the approver by the 5th of the month.

Departments may opt for an earlier or later cardholder due date than the 5th as Works
has no required due date for cardholder sign off. The only required due date is Approver Sign
Off on or by the 15th.
P-Card limits reset on the 1st of the month. However, limits will not completely reset until
expense from the previous month is signed off by the cardholder. This is added incentive to
sign off on p-card transactions weekly or biweekly since limits don’t completely refresh until
all past month expense is signed off by the cardholder.
P-Card Due Dates with Works
Approver Sign Off
Transactions are swept from Works by the university p-card administrator for upload to
university financial reports on the 16th of each month *(This may vary due to weekends,
holidays, and other events).

Approvers must complete final sign off in Works no later than the 15th of the month.

Set a reminder to complete approver sign off by the 12th (or earlier) to allow adequate time for final
review due to weekends, holidays, etc.
Approvers can’t sign off on expense until the cardholder signs off on the transaction.

Provide the cardholders in your area with a due date that allows you and the cardholder sufficient
time to complete sign off.

Use the Google appointment to remind cardholders to complete their review each month (Example:
set a recurring appointment to complete CH sign off on the 5th )

If cardholders do not complete sign off or submission of documentation on time, their accounts may
be suspended by notifying the university p-card administrator.
TIP- Use the Works Transaction Detail report to manage cardholder sign off. The report provides a
list of transactions for the previous billing cycle and includes the date of cardholder sign off for each
(See column with CH Sign Off heading for date of sign off).
Works Passwords
View the Initial Login/Forgot Password training video:
http://training.works.com/training/resources/videos/02_welcome.htm
Key points:

The Welcome email you’ll receive from Works contains your
Username.

The link provided in your Welcome email allows you to
access Works and select your own password.
Passwords are case-sensitive.

You’ll also be asked to provide answers for security questions
which will allow you to reset your password if you forget it.
Security validation answers and usernames are not
case-sensitive.

Add the Works site to browsers ‘Favorites’ or bookmark it.
Welcome to Works Email
Each new Works User will receive an email from the Works application.
Follow the login instruction provided in the email to set-up your Works access.
Works generates
other email notices
to:
Notify users when
reports are available for
download.
 Notify cardholders and
approvers when
transactions have posted
and are available for sign
off.
Note: If you had 16
transactions post yesterday,
you’ll receive just 1 email
today as a courtesy reminder
to review transactions.
https://works.com
Works Login
Each Works user will login to Works using a unique Username and Password.
Important: Both Internet Explorer or Mozilla Firefox are compatible browsers for Works.
Google Chrome is not fully compatible with Works at this time.
Works users can reset their own password by clicking the Forgot your
password? link provided on the Works login page.
 Username contains no spaces and is all CAP’s.
 Password is case sensitive and selected by you.
Individual passwords are considered electronic signatures and may not be shared
with others. Your login information must be kept in a secure location.
Password Reset in Works
Works users can reset their own password by clicking the Forgot your password?
link provided on the Works login page.
 Works will prompt you to enter your Username and click submit.
 Works will automatically send you an email with instructions on how to create a
new password.
You’ll need to know the answers to your security questions to reset your own
password. Security validation answers and usernames are not case-sensitive.
However, passwords are case-sensitive.
Login Security
Security Timeout
Works is designed to timeout if it is open but not active for 15 minutes as a security
precaution.
 If the application performs a security timeout, you’ll be prompted to enter your
login information (username and password) to re-access the application.
 The last action will be saved and accessible after your reenter your login
information .
Temporary lockout
If you attempt to login to Works with the wrong login information more than five times
within 5 minutes, a message displays warning the user that another failed attempt will
lock the user out of the application.
 This lockout remains in effect for 30 minutes.
 After 30 minutes, the user can attempt to log in again.
Works Home Screen View
Task menu
allows access
to a variety of
Works
functionsSelect
Transactions
Requiring Sign
Off to begin
your review.
Select Reports
to view all
report options.
Home Icon
returns you to the
home screenArrow to the left
hides/reveals task
bar
Select Tools
for access to
training
references.
Review the Works Training Video Navigating the Application for a demo:
http://training.works.com/training/resources/videos/03_app_navigation.htm
Works Approver Sign Off
Transactions Requiring Sign Off View
To quickly
access
Transactions
Requiring
Sign Off, just
select the
Sign Off row
If you have
multiple roles
in Works,
Select
Manager Sign
Off row
Works Approver Sign Off, continued
Transactions Requiring Sign Off View
Transactions
Requiring
Sign Off
queue
appearsClick on any
column heading
to sort data by
the heading.
Review
transactions
quickly and
easily by
scrolling the
page.
Use the Filters link
to select
transactions by
date, cardholder,
or vendor
The Allocation
column provides
a quick view of
the accounting
detail for each
transaction
Works Approver Sign Off, continued
Transactions Requiring Sign Off View
Transactions appear
in your queue as your
cardholder’s
complete sign off.
To find only the
transactions requiring
sign off for the
previous cycle period
only, use the Filter
option:
1)Select Filter
2)Select Dates, and
then
3)Previous Cycle
1
2
3
Works Approver Sign Off, continued
Transactions Requiring Sign Off View
Works identifies
transaction issues at
a glance:
The Comp Val Auth
column indicates an
error in the accounting
detail by displaying a
red X.
The Red X here
indicates an error
in the accounting
detail (Dept ID,
Expense code,
project or
chartfield ID).
Flag indicator appears
if a transaction has
been flagged for
correction by either the
approver or university
administrator.
FLAG
INDICATOR
Allocating Expense in Works
Works Split View provides a list of transaction above, and detail on a selected
transaction below
To allocate
expense:
1) Select a
transaction (just
click on a row).
2) Transaction
detail will appear
in the split window
below for the
transaction
selected.
17
Transactions Requiring Sign Off
Allocation View
The lower portion of the screen provides access to the Allocation tab (click on the other tabs if you
need more information regarding the transaction)
3) Select the
Allocation tab to
enter accounting
detail and the
business purpose
of the purchase
4) Select
Add/Edit -The
Allocation view
opens for
accounting detail
and business
purpose entry
The Allocation tab
is used for entering
allocation detail.
The other tabs are
informational only.
Tip: Click on the “Pushpin” icon on the
allocation tab to pin the page open. This will
allow you to easily view transactions as you
move through your list.
18
Allocating Expense in Works, continued ‘Split View’
After you select Add/Edit, the Allocation View appears.
5) Use the GL
Assistant to help you
find the correct
accounting info (Dept
ID, Expense Codes,
Project and Chartfield
entries are required)
6) Include a Travel
Auth number for travel
expense.
7) Add the Business
Purpose of each
purchase.
Allocation entries
are uploaded to
university financial
reports. Any other
comments will be stored
in Works transaction
history only.
Enter Travel Authorization
number here.
Enter Business Purpose
Keep it concise and less than
65 characters.
Allocating Expense in Works, continued ‘Split View’
Using the GL Assistant
8)
Select the GL
Assistant tab to
access Dept IDs
assigned to your
account, Expense
Code, Project and
Chartfield codes.
9)
Select Dept ID and
the available
options will appear
below.
10) Select the Dept ID
from the list and
move to the
Expense Code-
(does Works Identify due date for cardholder? )PROVIDE
A SCREEN SHOT OF WHAT THE CARDHOLDER WILL SEE
Dept IDs assigned to
your profile appear in
this view:
20
Allocating Expense in Works, continued
‘Split View’
11) Select Expense
Code from the list
to access the list
of expense
account codes.
Expense codes appear
in this view:
12) Repeat the
process for
Project and
Chartfield code.
*An entry is
required in these
two fields.
13) Select ‘Finish’ tab
to complete
allocation.
Finish
*Works has validation fields for both Project ID and Chartfield entry:
If no Project Id is required, enter NOPJ. If no Chartfield entry is required, enter NA.
GL Assistant Detail
Works GL Assistant uses validation
tables to ensure correct entry of
accounting information. Dept ID,
Expense Code, Project and
Chartfield box must each have an
entry.
If the Dept ID requires a Project entry, a
selection list (or just one) will appear.
Select the one you need:

If No Project Id Is Required, Select NOPJ
If the Dept ID requires a Chartfield entry,
a list of chartfields will appear. Select the
one you need.
 If No Chartfield Entry Is Required, Enter NA
Other Allocation Options- Allocate a group of transactions to the same accounting
detailTable View
selected
With Table View selected:
1)Select all transactions
requiring the same allocation
detail by clicking the top
check mark, or select
individual lines.
2)Select Code GL tab
The Bulk Code GL view appears.
• Enter accounting detail in any
one field to apply to all selected
transactions. Or,
• Update all fields at once for the
selected lines.
3) Select OK to finish your
entry.
Code GL
Sign Off
THESE CODES WILL BE APPLIED TO ALL LINES SELECTED
23
Splitting A Transaction Between Multiple Accounting Entries
To split a transaction
between multiple
accounting entries
(i.e. expense shared
by 2 or more Dept
IDs, expense codes,
etc)
1) Add lines as
needed by entering
a number in the Add
line(s) box, select
Go. (add as many
as you need)
2) Select either
Allocate by
Amount or
Percentage
TIP- Enter any shared
accounting detail before
entering additional lines
and Work will apply it
to all lines appearing.
Delete unneeded lines by selecting the trash can
icon -
Signing Off On Transactions
Sign off on individual transactions one by one or
sign off on a group of transactions
Sign off on an
individual
transaction
You need 3 green
check marks
signifying a valid
allocation before
you can sign off.
1) Select
the transaction
row
2)
Select
Sign Off
Or, sign off on a
group of
transactions at
one time (see the
next slide)
SIGN OFF
Sign off on a group of transactions at one time-
Sign off on a group
of transactions
In Table view:
1)Select all
transactions by
checking the top box
(or, select individual
transactions by
checking individual
rows)
2)Select Sign Off
3)Click OK
Code GL
Sign Off
No comment is
necessary.
OK
26
Flagging Transactions
Approvers can flag
a transaction (or
multiple
transactions) and
ask the cardholder
to correct
accounting entries
or business
purpose detail.
1)Select the
transaction by
highlighting the row
2)Select Raise
Flag tab
Flagging Transactions, continued
3.
Add your
correction
request
comment
4.
Select OK
Works sends an
email
notification to
the cardholder
alerting them to
a flagged
transaction, and
returns the
transaction to
the cardholder’s
sign off queue
for correction
After the cardholder
corrects the
allocation, they
add a comment
(required) and
remove the flag.
Why was this vendor used?
Your comment
will appear in
here
Flagging Transactions, continued
Removing a Flag Request
If you raise a flag in
error, or just need to
remove it:
1) Select the
flagged transaction
row, and then,
2) Select Remove
Flag
Flagged comments
remain as part of the
Works transaction
history which is
helpful in tracking
non-compliance or
other issues.
Final Review by Approver
Transactions Signed Off View
Review
transactions
you’ve already
signed off on
in the
Transactions
Signed Off
view.
You can also
run a report in
Works, or use
the Search
function
described
next-
Final Review by Approver
Searching Pending and Signed Off Transactions
Approvers can
review cardholder
pending and
signed off
transactions for
previous cycle (or
any other dates)
by utilizing the
Search link
Select Tools,
Select Search,
and then,
Select
Transactions
Search Transactions function
allows you to identify
transactions by date
cardholder, vendor and status
(pending or completed)
Final Review by Approver
Searching Pending and Signed Off Transactions, continued
1)Select Posting
Date and,
2)Select
Previous cycle
1
2
Final Review by Approver
Searching Pending and Signed Off Transactions, continued
3)
Select
Cardholder
signoff as
Pending to
locate
transactions
cardholders
have not yet
signed off on.
4)
Select Search
Final Review by Approver
Searching Pending and Signed Off Transactions, continued
Pending
transactions from
the previous
cycle will appear
(transactions
requiring sign off
by cardholder).
If it’s past the 5th
of the month, ask
the cardholder to
complete their
sign off now.
Use the same
process but
select Manager
signoff as
Completed to
review
transactions
signed off by you,
as Approver.
Transactions not
signed off from the
previous billing period
will be subtracted
from the cardholders
available limit in
current month.
If cardholders fail to sign off by the required due date without justification, treat it
as a non-compliance issue.(Per university policy P-Card #6140: Cardholders who do not
comply with the policy and procedures may have their P-Card privileges temporarily or permanently
revoked by their department or the university p-card administrator)
Approver Sign Off
Final Steps
The Approver Summary Statement appears as a download report on the 3rd of each month.
This report lists cardholder transaction count, total spend, and detail on whether the transaction
has been signed off by the cardholder.

Run this report at the beginning of the month to determine which cardholders have transactions in the
previous bill cycle

View the report anytime to determine if cardholder sign off has been completed by required due date (5th
of the month or date required by department). Or use the Transaction Detail Report as mentioned earlier.

Run the report again and print it. Use it as the final Manager Authorization of Expense form after
approval is complete (15th of the month or earlier)
The Transaction Detail Report can be run at any time. It’s available in the Works ‘Spend
Reports’ templates. This report will provide transaction detail for the previous cycle period
including sign off information.

Run the report again after you complete final sign off and include it with the packet you provide to the
authorizer for a quick review of expense allocation.

Change the post dates on the report to review past expense, or cycle to date expense.
Works Quick Guides for running reports are available on the university p-card site.
Approver Summary Statement (PDF format)
Scheduled for the 3rd of the month
Approver
Summary
Statement provides
a summary of
transactions for each
cardholder assigned
to you for the closed
billing cycle.
Authorized
Signature line is
provided for
manager
authorization of
expense (department
head, director, dean,
or business manager)
Number of
transactions and
total dollar
spend for each
cardholder
appears
A second optional
use authorizer
signature line is
provided. You can
use this if your
area requires more
than one final
signature
authorizing expense
Transaction Detail Report (Excel format)
The Transaction
Detail Report
provides allocation
detail for each
transaction in an
Excel format for
easy review by
Approver.
Review, and
make any necessary
corrections in
Works. Or, flag the
transaction and ask
the cardholder to
correct any incorrect
entries.
Approvers can produce their own Transaction Detail Report after final
approver sign off each month.
Save your final Transaction Detail Report to an Excel workbook stored on
your computer. Use the report to keep accurate budget information
throughout the year..
Viewing and Printing Works Reports
Cardholder
Statement, Approver
Summary,
Transaction Detail
Report are all Works
Reports customized
for university use.
Reports appear in
the Action Required
queue as a report
ready for download,
Select
Download from the
Action Required rows
to view or print your
report.
Viewing and Printing Works Reports, continued
Works Reports, continued
The Completed
Reports queue
appearsYou may find one
or more reports
here.
Select the report
you’d like to view
or print from the
available list.
Select Run
Report Again to
refresh the report.
This captures any
newly entered
detail.
Viewing and Printing Works Reports, continued
Report
Configuration view
appears.
Select Submit
Report.
(Your report will
usually appear in a
few moments)
To modify report
options for
scheduling Select
Show Expert
View- The report
template will open
and allow you
access to setting.
Works Report Options
Approvers and
accountants can
create a variety
of spend reports
using Works.
For an overview
of the reporting
function, select
the Training and
Help link
provided in Works
and view Using
Standard
Reports video:
http://training.works.
com/training/resourc
es/videos/08_manag
erreporting.htm
Works Training and Help
Bank of America Cardholder Call Center (24/7) 1-800-300-3084
 Bank of America Customer Service Representatives assist with cardholder
inquiries, including disputes and lost or stolen cards
Bank of America Technical Help Desk (6am to 7pm Mountain) 1-888-317-2638.
 The Technical Help Desk provides technical support for the State of Idaho
program.
University Purchasing Contacts:
Anna Pollworth, University P-Card Administrator Ext 6-1795
Greg Kunde, Purchasing Compliance Ext 6-2964