FY2014 P-card Refresher Training

1. FY2014 P-card Refresher Training Amber Armour – P-card Program Administrator aarmour@gru.edu 706-721-9441 FY14 P-card Refresher Training

2. 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 FY14 P-card Refresher Training

3. 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 FY14 P-card Refresher Training

4. 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 • SignBofA Statement FY14 P-card Refresher Training

5. 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) FY14 P-card Refresher Training

6. 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 FY14 P-card Refresher Training

7. 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 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 FY14 P-card Refresher Training

8. 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 FY14 P-card Refresher Training

9. Works Home Page Monthly Credit Limit Single Transaction Limit Available Funds FY14 P-card Refresher Training

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13. 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. FY14 P-card Refresher Training

14. 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 FY14 P-card Refresher Training

15. 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: • 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 FY14 P-card Refresher Training

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18. selected line highlighted in yellow FY14 P-card Refresher Training

19. No option to “Add/Edit” FY14 P-card Refresher Training

20. 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 • 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 FY14 P-card Refresher Training

21. 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 FY14 P-card Refresher Training

22. 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 • Put comments in Works and on documentation • Allocate and sign-off on original charge • When credit posts, allocate to same account as original charge FY14 P-card Refresher Training

23. 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 FY14 P-card Refresher Training

24. 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 FY14 P-card Refresher Training

25. 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 FY14 P-card Refresher Training

26. 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” FY14 P-card Refresher Training

27. 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 FY14 P-card Refresher Training

28. 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? • Fill out an Individual Membership Form showing authorization from the department head and attach to your documentation • If in doubt…fill out the form FY14 P-card Refresher Training

29. Any other questions? FY14 P-card Refresher Training