Transcript William & Mary efficiency

SPCC Online Reconciliation(OLR)
Procurement Services
July 2014
Added Program Benefits
o Works is a web based application. Cardholders and Supervisors can review and sign off on
documentation from a mobile device or PC.
o Receipt imaging is saved in Works electronically for 7 years.
o Electronic approval flow from cardholder to Supervisor to Comptroller’s Office/Purchasing.
o Cardholders will no longer need to submit paper documentation to Supervisors, Accounts
Payable, and Purchasing.
o Audit staff have visibility to all documentation in Works and do not need
to request receipts from cardholders.
o Automated reporting for Cardholders, Supervisors, Accounts Payable,
and Sponsored Programs .
o Increased accountability & visibility of cardholder transactions.
What is Online Reconciliation?
OLR replaces the paper reconciliation process with the following online process:
o A transaction posts to the bank;
o Automated notification email is sent to the Cardholder;
o Cardholder logs into the bank’s online system to perform allocation, receipt imaging and
sign off;
o Automated notification email is sent to the Cardholder’s Supervisor/Reviewer;
o Supervisor/Reviewer logs into the bank’s online system to review the
transaction and sign off;
o Transactions are reviewed by Procurement, Accounts Payable, and
Sponsored Programs for accuracy and compliance;
o Transactions are batched and uploaded to Colleague.
OLR Timeline
Schedule for allocation, receipt imaging, file transmission, and Colleague upload:
o Throughout the billing cycle, Cardholders place transactions – Cardholders and
Supervisors complete allocation, receipt imaging and signoff;
o The billing cycle closes ~ 15th of the month;
o Automated reports are delivered to Cardholders and Supervisors 2 days after cycle
close;
o Cardholder and Supervisor allocation, receipt imaging and sign off must be finalized by
21st. Funds are withheld if reconciliation is not complete;
o Transactions are reviewed by Accounts Payable, Procurement and
Sponsored Program from the 21st through the 28th;
o A transaction file is transmitted to VMI around the last day of the
month for upload to Colleague.
Works 4.0 Overview (Cardholder)
Use the navigation bar to search through
expenses or view/create reports.
Items requiring your action will
appear in the Action Items
section of the page.
Your SPCC account will appear
in the Accounts Dashboard
section of the page
Upon login you will land
on the Works home page.
Cardholder Action Items:
Signing off on transactions
As transactions post to
your account they will
appear as transactions
available for sign off.
In this example, the
cardholder has two
transactions pending
sign off.
Click on the Pending link to
view the transaction detail
and sign off on the
transaction.
Cardholder Action Items:
Signing off on transactions
Clicking on the Pending link will bring you to the Expenses
screen where you can review transactions pending sign off.
Click on the document
number to access the
transaction’s sub-menu.
From this sub-menu you can view the transaction details,
reallocate the transaction, sign off on the transaction,
attach a receipt, or dispute the charge.
Allocating Transactions
Enter a description for the transaction. This description will be loaded to Colleague.
You can allocate to
multiple accounts by
adding or duplicating a
line and entering the
accounting
information.
You can change the
Cost Center or Object
Code by typing the
new code or selecting
it from a pick-list.
Descriptions are
provided for all codes.
PO/BO and eVA Order
numbers are required
unless the transaction
is exempt. “N/A”
should only be used
for exempt
transactions.
Click the Save button and
then Close when finished.
Attaching Supporting Documentation
To add supporting documentation to a transaction, click the
check-box next to the transaction and select the Manage
Receipts option from the sub-menu.

A pop-up box will then appear where you can add a new
receipt by uploading a file from your computer.
Comment and Sign off
Click the Sign Off button when allocation is complete and you have added a receipt.
A comment box will pop-up after you click the Sign
Off button. Add any information the Supervisor/
Reviewer might need to approve the transaction.
(examples, detailed description of transaction,
confirmation of receipt of goods or services, etc.)
Click OK to route to the Supervisor/Reviewer.
Supervisor / Reviewer Sign Off
Upon login the Supervisor/ Reviewer will see the
same Works home page showing items requiring
review.
In the Action Items box, you will
see transactions that you have
flagged as well as transactions
ready for sign off and reports
ready to download.
To signoff on items, click on the
Pending link in the Action Items
box.
Supervisor / Reviewer Sign Off
Clicking on the Pending link will bring you to
the Expenses screen where you can review
transactions pending sign off.
Click on the document number to access the
transaction’s sub-menu.
Clicking on the Sign Off item will show the
Sign Off pop-up box.
Clicking on the View Full Details item will
bring you to the transaction details.
This is an example of a
flagged transaction.
Transaction Details
At the top of the Transaction
Detail screen you will see general
transaction data.
The next section will
show allocation
information.
Click on the Receipts tab to
view the attached receipt.
Use the Actions drop-down arrow to
sign off.
Followed by transaction reference and tax information.
The Transaction Detail section will show the
individual items purchased. Transaction
detail will not be available for all transactions.
Click the Save button if you
made any changes.
Navigating to the New Works 4.0
http://payment2.works.com/works/
Updating SPCC Information in eVA
Updating SPCC Information in eVA
Pcard Alias is a simple nickname
for your card. No spaces or special
characters may be used.
“No” should be selected for
Personal Liability.
“Purchase Card” should be
selected for Pcard Type.
Click Submit.