PCard Procedures/How-tos

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Bank of America Works User Guide

The most recent User Guide is located at the bottom of the Works Application page.
User Guide as of 5/5/2015: http://training.works.com/support/resources/guides/pm_user_guide_APJ81.pdf

Entering Credits for Sales Tax into PCWS

Entering Credits for Sales Tax into PCWS (.pdf)Assistance with reconciling Sales Tax credits in PCWS (allowing for proper fund/account credit and tax reporting). For card coordinators.

Matching Multiple Transactions to a Single PCWS Order

Matching Multiple Transactions to a Single PCWS Order (.pdf)Assistance with reconciling PCard purchases where a single order is billed several times in PCWS. For card coordinators.

Identifying Transactions Requiring Reconciliation for a Particular Bank Statement

1. PCard drop down Menu, go to Finds…
2. Click on Trans Find, then choose which card you want to review
3. In the Statement Dates Field, type in a Start Date of 2/26/2007 and an End Date of 3/25/2007 in the “Which Trans?” line
4. Check the “Un-reconciled” box
5. Hit the “Find Matching Transactions” button at the bottom of the page.Additionally, you can click on the dollar amount link for a transaction in the Reconcile area of PCWS and the statement date appears above the Vendor Name in the upper left hand corner.

Entering Orders to Correspond with Bank Transactions

Entering Orders to Correspond with Bank Transactions (.pdf)Assistance with reconciling PCard purchases in PCWS for card coordinators.

Reconciliation Process

Reconciliation of a cardholder’s purchases is the final step in the PCard process. It is also one of the most important steps because this is where the cardholder provides descriptions and pricing of all items purchased, as well as documentation, including receipts and explanation of charges when necessary.
The 5 W’s
PCard Coordinators are required to include who, what, when, where, and why in the comments box of the order log in PCWS for all the accounts that requires 5Ws such as food, entertainment, travel, “other supplies” and “Other Current Services” purchases. The appropriate use of State Funds is critical to all purchases. These account codes must be used for purchases of this type, or you will be subject to the appropriate disciplinary action:Proper way to enter the 5 W’s:
Example: Airfare for Dr. John Doe to attend a conference in Austin.It should also include in the comments box or 5Ws field:Who: who did the traveling == Who? Dr. John DoeWhat: What the item was == What? Airline TicketsWhen: When is the travel taking place == When? July 15-22, 2013Where: Where did they travel == Where? From Greensboro to Austin, TXWhy: Why was the travel necessary == Why? Attend the International Psychology Conference
Reconciliation process
A system-generated email is sent to coordinators with transactions requiring reconciliation. Coordinators will match the receipts entered into the system and the transactions are approved. Coordinators are strongly urged to reconcile their department’s transactions at least once a week for security and organizational purposes.After the reconciliation process has been completed, the PCard Office will upload all reconciled charges into the Banner Finance system and they will be debited from the designated funds. Any fund changes after that time will require the department to complete a journal voucher form and submit it to Accounting Services.
Cardholder Reconciliation Process: The Cardholder must do the following:

  • Verify that no sales tax has been charged on purchases. If tax is included, a credit must be sought and the information regarding who was contacted and the outcome must be included with the receipt.
  • Submit receipts with all pertinent information to the PCard Coordinator.
  • Tape small receipts on letter sized paper. Do not cover detailed information.
  • Sign transaction approval report after it has been printed by the Card Coordinator.

Card Coordinator Reconciliation Process: The Card Coordinator must make sure that the following requirements are met:

  • All receipts meet the requirements as outlined in Receipts section of the user manual.
  • No sales tax has been charged on any purchase or that appropriate measures have been taken to retrieve a sales tax credit.
  • All purchases are reconciled using information provided by cardholders.
  • Description and the business purpose of the expense are clear.
  • All cards must be reconciled by the 5th of each month. Failure to do so will result in disciplinary action.
  • Monthly PCard packets include a signed transaction approval report, original receipts for all purchases, and other pertinent documentation (including missing receipt forms). The receipts are attached to the transaction approval report in the order they appear on the report.
    • Prints the monthly billing statement
    • Arranges the original receipts in the same order as the billing statement for easy review by the Approver
    • Write the unique identifier on every receipt from the monthly report.
    • Get monthly packet signed by all parties by the 5th of each month.
    • Send the billing statement, Transaction Approval Report, and all original receipts for all purchases, and other pertinent documentation (including missing receipt forms) to the PCard Compliance Auditor for final for Compliance review upon request.
  • Verify that all transactions submitted have posted correctly to the proper university fund.

Budgetary Authority (or designee) Reconciliation Process:
This position must make sure that the following requirements are met:

  • All purchases are UNCG business related.

Quick Tips on the PCWS Reconciliation Process

Quick Tips for PCard Coordinators:
• You receive an email that there are transactions to reconcile.
• Log into PCWS, go to the PCard drop down menu, click Reconcile.
• If you have more than one card requiring reconciliation, select the card you want to view transactions for.
• On the top left side of the Transaction Reconciliation Summary, click the “Report” button and print a copy of this report. This brings up a listing of the transactions that have posted to this card since the last time you hit the “Done” button. Think of the Transaction Reconciliation Summary as a working area. Once you hit the “Done” button, you can’t do anymore to that transaction so it is removed from the “working area” and instead appears on the Transaction Approval Report (PCard drop menu, Reports, Trans Approval, Select statement date, Submit Query)
• Go to the PCard drop down menu, click on Order Log.
• Select the card you want to enter orders for. Be sure to select the correct card (and that it’s marked as ‘issued’)
• Use the report you printed to identify key information needed when entering orders – trans. date, trans. amount and the vendor name. Remember that in order to “match”, the vendor name and transaction amount you enter into the order must be identical to what’s listed on the transaction report. Also, remember to include who,
what, when, where and why in the comments box for ALL travel and food/entertainment purchases, as well as any purchases charged to Banner account no. 221322 (examples, airline tickets, flowers, water or coffee service)
• After you enter your orders, go to PCard drop menu, click Reconcile.
• Select the card you have entered orders for.
• Hit the “Match Order” button.
• Verify that all transactions matched (will have an “R” status) in the Transaction Reconciliation Summary. If you have transactions that did not match, compare the date, amount and vendor name you entered in the Order to what’s listed in the Transaction. Remember, when making modifications for matching purposes, do not modify the transaction. Go back to the Order Log (PCard drop down menu, Order Log)
• Once all transactions have been reconciled, hit the “Done” button. Remember that even though the transactions have an “R” status, they cannot be extracted from PCWS for import into Banner Finance unless you hit the “Done” button.

PCard Request

Procedures:
1. The employee completes the on-line pcard training.
2. A PCard Request Form must be completed with the appropriate authorizing signatures.
3. The properly completed and approved form is then forwarded to the PCard Office.
4. The PCard Change/Request form is processed and a card is issued by the bank.
5. The card is sent to the PCard Office within two weeks.
6. Cards are distributed after training has been completed and an agreement form is signed.

Steps to Obtaining a PCard

Steps to obtaining a PCard

1. Complete the PCard Request Form and obtain the appropriate authorizing signatures.
2. Forward the completed/signed form to the PCard Office.
3. The PCard Change/Request form is processed and a card is issued by the bank.
4. The card is sent to the PCard Office within two weeks.
5. The cardholder is contacted to schedule required training. Cards are distributed after training has been completed and an agreement form is signed.

Keeping your card secure
It is the cardholders’ responsibility to keep their card number safe and their card secure at all times. If your card is lost or stolen, or you have fraudulent activity on your card, you must immediately contact Bank of America at 1-800-300-3084. The bank will cancel your card and issue you a new one. You must contact your PCard
Coordinator so that fraudulent charges can be identified. Additionally, contact the PCard Office to advise of the card’s cancellation so that it can be updated in our system. If you have misplaced your PCard and it’s not yet considered lost or stolen, you may contact the PCard Office.

Specific Vendor Information

In spite of the convenience that the PCard allows us to have in placing orders, our tax-exempt status has slowed some purchases with select vendors. Below is a list of vendors who have special instructions that need to be followed when we are purchasing from them:

Harris Teeter:

  • Please notify your cashier that we are sales-tax exempt BEFORE you begin your purchase.
  • Ask your cashier to retrieve the “Tax Exempt Clipboard” to record your purchase.
  • This will que them to properly process your charge.
  • You will need your UNCG ID and PCard to prove that you are with the university.
  • PLEASE NOTE: We need to be registered at the INDIVIDUAL store that you are purchasing from. Currently, we are registered at the following locations:
    • Friendly Center: 3310 W. Friendly Ave., Greensboro, NC
    • North Elm Village: 401 Pisgah Church Rd., Greensboro, NC
    • Tanglewood Commons: 4150 Clemmons Rd.,Clemmons, NC
  • If you are in need of access to another location, please notify the PCard Department at 334-4461.

Lowe’s Foods:

  • Please notify your cashier that we are sales-tax exempt BEFORE you begin your purchase.
  • Ask your cashier to retrieve the “Tax Exempt Notebook” to record your purchase.
  • This will que them to properly process your charge.
  • You will need your UNCG ID and PCard to prove that you are with the university.
  • PLEASE NOTE: We need to be registered at the INDIVIDUAL store that you are purchasing from. Currently, we are registered at the following locations:
    • 1581 New Garden Rd., Greensboro, NC
  • If you are in need of access to another location, please notify the PCard Department at 334-4461.

Lowe’s Home Improvement:

  • Please notify your cashier that we are sales-tax exempt BEFORE you begin your purchase.
  • Provide your cashier with our account number of 038700007.
  • If your cashier needs to look us up using our name, we are in their system as “UNC Greensboro”.
  • You will need your UNCG ID and PCard to prove that you are with the university.

Office Depot:

For retail locations only:

  • Please notify your cashier that we are sales-tax exempt BEFORE you begin your purchase.
  • Provide your cashier with our account number of 24951479.
  • You will need your UNCG ID and PCard to prove that you are with the university.
  • Office Depot is available through a punchout catalog in UNCG’s eMarketplace. Tax exemption is already applied to orders placed through the eMarketplace system.

Staples

  • Please notify your cashier that we are sales-tax exempt BEFORE you begin your purchase.
  • Staples is UNCG’s preferred office supply vendor and is also available through UNCG’s eMarketplace.

Sam’s Club/Costco/BJ’s Wholesale:

  • DO NOT accept VISA credit cards (the PCard is a VISA credit card).

Best Buy:

  • Each department must establish their own sales tax exempt account with Best Buy. Best Buy will not accept UNCG’s 400004.
  • You will need your UNCG ID card to prove that you are with the University to establish your sales tax exempt account, called a “Quick Card” account.
  • Be sure to notify your cashier that you are making a sales tax exempt purchase BEFORE the first item is scanned. You must present your ORIGINAL Quick Card. Copies will NOT be honored.

Wal-Mart:

  • Each department must establish their own sales tax exempt account with Wal-Mart. Wal-Mart will not accept UNCG’s 400004.
  • You will need your UNCG ID card to prove that you are with the University to establish your sales tax exempt account.
  • Be sure to notify your cashier that you are making a sales tax exempt purchase BEFORE the first item is scanned. You must present your ORIGINAL sales tax exempt card. Copies will NOT be honored.

Verification of Banner Finance Maintenance Access

If a coordinator cannot access the funds they need to charge transactions to in PCWS, it is usually because they have not been granted Banner Finance Maintenance Access yet. If this is the case, they will be prevented from viewing any funds in PCWS.To check which funds a coordinator has access to in PCWS, from the drop down menu under the word PCARD, click Preferences, Select any card, then Click the Fund-Account Favorites button. Click the Add a Line button, then tab to the Fund field. Type in a % sign, then Hit Enter.• If you can see all of a coordinator’s funds, you do not need to do anything.
• If only one fund is missing or you cannot see ANY funds, you need to contact Systems and Procedures at 334-5936 as you may need to complete the appropriate paperwork requesting Banner Finance Access available on their website at: http://fsv.uncg.edu/systemsandprocedures/bannerfinsecurity.pdf

Adding Works Application to Trusted Sites List

Sometimes it’s necessary to add Works to your browser’s list of trusted sites.Internet Explorer 7:

1. Go to Tools > Internet Options and select the Security tab.
2. Click Trusted Sites
3. Type in the URL you wish to allow(https://payment2.works.com), and click the Allow button. Make sure the Security Level for the Trusted Site is set to low.

Firefox:

1. Go to Tools > Options and select the Privacy tab.
2. Click Cookies and then click the Exceptions button.
3. Type in the URL you wish to allow(https://payment2.works.com), and click the Allow button.

Google Chrome:

1. Click the Wrench, Select Options/Setting (depending on your version)
2. Click the “Show advanced settings” link. Under Privacy, click on the Content settings button
3.Type in the URL you wish to allow(https://payment2.works.com), set Behavior to Allow, then click OK.

PCard Coordinator

PCard Reconciler Survival Guide

PCard Coordinator Survival Guide (.pdf) Brochure outlining most common questions when using PCards.

PCard Reconciler Training 

Reconciler Training (.pdf) Presentation used in PCard Reconciler training.