What to Do Who How to Do It Purchasing Card Procedures: Purchase to Reconciliation

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1 Purchasing Card Prcedures: Purchase t Recnciliatin Descriptin- These prcedures detail the department s required activities fr the Purchasing Card Prgram including purchase; transactin review and assignment f charges (fund and accunt cdes). Reference Materials, including the Purchasing Card Manual and the Purchasing Card Calendar, are available at The billing cycle ends the 7 th f every mnth. If yu have any questins regarding this dcument r the Purchasing Card Prgram in general, please cntact Annette Heller, Purchasing Card Administratr, at r purchasingcard@uncc.edu. 1 What t D Wh Hw t D It Make an allwable purchase during the billing cycle and retain receipt makes an allwable purchasing card ( p-card ) purchase Eligible travel expenses may be paid n the p-card upn departmental/schl apprval f the Travel Authrizatin and special funds apprval by Research Cst Management r Treasury Services if travel is paid frm grant funds r trust funds, respectively. The Travel Authrizatin des nt require apprval by Travel & Cmplex Payments Retain receipt r submit the receipt t the The may serve as the depending upn the department s preference fr each accunt established. Cllect, uplad and retain receipts as purchases are made during the billing cycle. Receipts include the riginal invice secured at the time f purchase, credit invices (if gds were returned) and packing slips fr delivered items. D nt include nn-receipt dcumentatin such as Travel Authrizatin frms, credit card authrizatins, cnference agendas, etc. unless requested by PCA. D nt uplad any dcumentatin with the full 16 digit PAN (primary accunt number). 2 Uplad receipts during the billing cycle Lg int Bank f America s Wrks system ( Wrks ), at Enter yur username and passwrd Click Expenses> Receipts Click Add Click Brwse t lcate the receipt image yu wish t uplad and stre in Wrks (each image must be less than ne MB t uplad) Click Open, the file name displays in File t Add Leave the Receipt Date blank Enter a brief descriptin in the bx Click OK, a cnfirmatin message displays Page 1 f 6

2 3 Access Bank f America s Wrks ( Wrks ) system t review and signff transactins Lg int Bank f America s Wrks system ( Wrks ), at Enter yur username and passwrd Frm the Hme page Actin Items sectin click the Sign Off pending link t access the transactins screen Click the transactins dcument number, frm the single transactin drp dwn menu chse Allcate/Edit The Allcatin Details screen displays G t the Allcatin sectin t review and edit Review Purchase Amunt fr accuracy Review the default Org, Fund, Accunt cdes It is extremely imprtant t review this infrmatin since departments manage many funds. Expense accunt cdes have been mapped t the type f business entity prviding the gds based upn merchant class cdes (MCC). This mapping is nt at a detailed level, s many f the expense cdes require mdificatin t accurately describe the expense. 4 Perfrm Transactin Review Fr questins regarding apprpriate expense accunt cdes t use, please cntact yur Business Manager r Financial Reprting (Kimberly Seamans, , kseamans@uncc.edu). If editing required check the bx t the far left and cmplete edits If additinal lines are required click the Add buttn t add the crrect number f lines fr allcatin Cmplete allcatins, cnfirm the Allcatin Ttal at the tp f the screen equals 100% Warning - D nt edit the Descriptin field; ding s may cause the recrd t reject when clsing the cycle G t the Tax sectin t make necessary edits UNC Charltte is exempt frm paying NC sales tax ( hwever, UNC Charltte is respnsible fr sales tax n certain expenditures such as htel charges that are in a traveler s name versus the university s name. In this case, the traveler is nt exempt frm sales tax. If tax is shwn n the screen but nt n the receipt, change the tax status t Nn-taxable purchase, save If tax is shwn n the screen and receipt, verify if the tax charged is applicable If applicable, change tax status t Subject t Use Tax, save If nt applicable, cntact vendr t btain a refund t the p-card and prvide cmments later Page 2 f 6

3 indicating yur actins Warning - D nt edit the Reference field; ding s may cause the recrd t reject when clsing the cycle G t the Transactin detail sectin t review details f the purchase, if detail f the purchase is nt prvided click n the Add Cmment link. Cmments Prvide a descriptin f expense if the Default Descriptin r Transactin Detail f the expense is nt clear Fr example, if the descriptin in Wrks is Part 10245, then add a cmment t describe the expense. An example cmment fr this part is Replacement hse fr the chemistry lab. Prvide the business purpse f the expense Fr travel-related expenses, include the fllwing business purpse infrmatin as a cmment: Traveler s name Destinatin Date(s) f trip Event name (cnference name/title f training activity) Fr transactins in which a credit will be applied, add a cmment stating the transactin is awaiting a credit Fr credit transactins prvide the riginal TXN number in the cmments Click OK t cmplete the Cmments Click Save, click Clse 5 Receipts Attaching a receipt t a transactin Click n Expenses>Transactins> Click Dcument f the transactin assciated with the receipt image Select Manage Receipts Click Add and cmplete ne f the fllwing: Attach a New Receipt Click Brwse t lcate the receipt image yu wish t uplad (ensure image is riented tp f page up) Select the desired receipt image Click Open, the file name displays in File t Add Click the calendar t enter a Receipt Date Enter a Descriptin in the bx Click OK, a cnfirmatin message displays Attach a Stred Receipt Image (frm Step 2 abve) Click Stred Receipt Select a receipt frm the list that displays Click ATTACH, a cnfirmatin message displays Recrd TXN number n the riginal receipt and maintain the riginal receipt in the event future review is required Page 3 f 6

4 6 7 Disputing a Transactin Cmplete Wrks Transactin Sign Off Dispute Transactin in Wrks (preferred methd) Click the transactins dcument number, frm the single transactin drp dwn menu chse Dispute. Cmplete the Dispute Transactin screen click OK Dispute Transactin by phne (when unable t access Wrks) Call r the number prvided n the back f the p-card Recrd the Wrks TXN number(s) assigned t the transactin n the riginal receipt(s) Check bx(es) t the left f the TXN number(s) click Sign Off. The transactin is autmatically frwarded t the Apprver T review transactins in Wrks, access Wrks at the fllwing site: Enter yur username and passwrd Frm the Hme page Actin Items sectin click the Sign Off pending link t access the transactins screen Click the plus sign (+) t the left f the transactins dcument number t display transactin details Review the Transactin tab fr apprpriate cmments Click n the Allcatin tab t review the Allcatin screen t cnfirm apprpriate allcatin has been prvided 8 Review and apprve transactins in Wrks as ntificatins are received Apprver Click n the Reference and Tax tab t cnfirm apprpriate handling f tax exempt and taxable purchases Review each transactin in Wrks t ensure the fllwing Items purchased are allwable and within prgram guidelines Purchases are within the $2,500 per transactin accunt limit Purchases d nt include split transactins Apprpriate rganizatin, fund, and accunt cdes are selected t accurately represent the expense Descriptin f each expense is prvided if necessary Flag any transactins that d nt meet the prgram requirements by clicking the Raise Flag ptin frm the drp dwn menu n the transactin number, include a cmment that details the prblem and actin required The flagged transactin will be returned t the fr reslutin Apprve the transactins in Wrks by selecting the bx n the left f the Transactin number and clicking Sign Off at the bttm f the screen Page 4 f 6

5 Access Wrks at the fllwing site: Misc. Access all Transactins in Wrks All Enter yur username and passwrd Click n the Expenses tab at the tp f the page Mve muse ver Transactins heading in the drp dwn Select yur rle frm the list t the right Chse the categry desired frm the transactin screen t review Page 5 f 6

6 Prcess Histry: Versin Apprval Date Apprved by Purpse Original Revisin Prcess Owner Prcess Owner Establish prcess Prcess clarificatin Revisin Prcess Owner Clarified prcesses and updated cntact infrmatin Revisin Prcess Owner Updated cntact infrmatin fr Financial Reprting, added instructins t prcess fr receipts, recnciliatin reprts and clarified signff prcess. Steps, 4, 5, 6, 7 and 8. Revisin 4 1/31/12 Prcess Owner Crrected Wh infrmatin fr step 8. Revisin 5 8/8/13 Prcess Owner Updated instructins t accmmdate the new Wrks user interface. Revisin 6 12/5/13 Prcess Owner Updated dcument t add instructins fr Receipt Imaging. Revisin 7 2/28/14 Prcess Owner Added clarificatin fr rientatin f receipt and selecting reprt templates. Revisin 8 7/7/14 Prcess Owner Updated recnciliatin instructins t remve requirement f hard cpy recnciliatin, retentin f riginal receipt and Mark Receipt Status. Page 6 f 6