Bank of America Works ™ Secretarial Clerical In-Service August 16, 2013 Presenter : Bob Hutchinson

To get to the New Works Log in Page go to the Internet Address:

Log In Use: Username = First three initials of your first and last name (John Smith = johsmi) Password = minimum 8 characters

Welcome to the Home Page From this page you can: See the latest announcements See and select the actions required Access reports

Select : Action to perform

Select : drop down choice View Full Details Allocate/Edit Sign Off

The Allocate/Edit window allows you to view transaction information

The tax status drop down allows you to add use tax to charges that have no tax on the receipt or invoice

You will change your budget numbers from the allocation section

As you type a budget number your list of valid numbers will appear as a drop down list

When you are done with all of your changes, select Save

Once you have saved, select Close

If you have multiple transactions to code to the same account, you can code them all at once by checking the transactions

Once you have them checked, select mass allocate

The Mass allocate box works the same as your regular allocate boxes.

Start typing the number that you need and select from the drop down list.

Select OK once your account code is set.

To sign off your transactions, you can check one or many and select Sign Off

The comment box allows you to identify the items purchased the person needing the items

Select Ok when complete.

To split an allocation for a transaction click Add and select the number of additional lines you need.

You can allocate by amount or percentage using this drop down.

Code each line and enter a description for each line

If you need to delete a line, check the box and select remove

Select Save when you are finished and then Close

Reports can be accessed from the Menu at the top of the page

To run a Report Select Reports> Create

Check report data for date and time to make sure your most recent changes are included

Select Spend as your category type

From drop down menu: Choose from all available templates

Choose Transaction Summary and hit OK

Select Date

Pick a date range using the calendar, date boxes, or preselected date ranges. Then hit OK.

Submit Report

You will automatically switch to the completed reports list while the report processes.

The status of your report will update when it is completed.

Select your report by clicking on the Output type.

The report can be saved to a file or printed

The report now has a built in signature line for your administrator.

Exit program any time by clicking on “Logout”

 A Memorandum of Understanding (MOU) must be signed by staff at least once per year before using the credit cards  A check out log must be used to track and identify card usage for secretarial needs, fraud tracking and auditing  A transaction summary must be run at minimum once per month (sooner if volume is high)

 The purchase limit is $2,500, any amounts over this must go through purchasing.  Gifts and Gift Certificates should not be purchased on the Procurement Card.  Dues, fees and memberships must have prior approval by the Chief Academic Officer or designee (contact Rhea Warren ).  Meal and Snack Forms must accompany all purchases of food for non students.

 Identify and marr attractive equipment.  $300 or greater  Portable and a high incidence of theft or loss.  Computer equipment  Audiovisual equipment  Science equipment  Tools  When ordering online, take into account shipping and sales tax. (hidden costs of online deals)  Receipts from Online purchases should include all charges including shipping.  Contact vendor if invoice does not match transaction.  Provide explanation of any differences between transaction amount and invoice.

 All P-card charges with a post date of 8/31 and prior will be charged to the 2012/13 school year.  Any P-card charges with a post date of 9/1 through 9/7 AND purchase date 8/31 or prior will be charged to the 2012/13 school year.  “Pink” PO receiving documents should be turned in to Purchasing by Sept 6 th.  Mileage reimbursements should be turned in to Accounts Payable by Sept 6 th.  Any invoices received at the school for items received prior to August 31 st should be turned in to Accounts Payable by Sept 6 th.

 Direct Payment Requests should have the date the materials arrived entered for “Date Goods Received”.  Reimbursements for items shipped to a home address should have verification of receipt at the school by the budgetary authority or their designee. ( principal or office manager )  Reimbursements for items from 2012/13 will have priority over items from 2013/14 in processing.  Reimbursement processing will be slower through October due to the increased volume of transactions.