Transcript FY2012 P-card Refresher Training

Amber Armour – P-card Program Administrator
[email protected]
706-721-9441
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New Card Design
 New 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
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Basic Overview
 Transaction Approval Process within Works
 Cardholder > Approver (Manager) > Auditor (Amber)
 Limits reset on the 28th of each month
 Available balances refresh after Approver level sign-off
 All transactions that post to Works must be allocated and
signed-off

Exception: the charge is being disputed and Amber/BofA has been
notified
 All 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 Works
 Detailed 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 room
 No Furniture
 No 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 & As
 What 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 signoff 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 & As
 How 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 there
 To 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
Monthly
Credit
Limit
Available Funds
Single
Transaction
Limit
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Q & As
 I 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 & As
 What 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 & As
 How 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 it
 However, you can see the transactions after signing-off and
you can add further comments:

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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”
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Q & As
 What 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
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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 & As
 What do I do if I get charged sales tax?
 Contact the vendor to get a refund
 Email or fax a copy of the sales tax exemption form to
the vendor if necessary
 Put comments on p-card documentation
 Put comments in Works
 Sign-off on transaction…don’t leave it pending
 When credit posts for taxes, allocate to the same account
as the original charge
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Q & As
 Do I need to get a credit for a returned item or sales tax
in the same month as the original charge?
 No
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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 & As
 Am 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 & As
 Why 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 & As
 Do I need to do anything when I notice that my p-card
is about to expire?
 Renewal cards are automatically sent each month to
Purchasing
 You 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 & As
 What 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 department
 The 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 & As
 Can 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 Works
 No – 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 & As
 Can 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?
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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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