PCard Redeployment Update and Liquidating Purchase Orders Travis Henderson, Director of Procurement Services & Material Management Troy Morse, Director of Purchasing Mark Sillman, Associate Director of Purchasing August 10th, 2018

Purchasing Card (PCard) Re-deployment Update

PCard Re-deployment Objectives: Drive more “tail” spend transactions through PCard vs. PO or campus voucher, reducing the volume of low-value vouchers Deliver a more user-friendly, efficient, & flexible PCard reconciliation solution with enhanced functionality & controls Increase purchasing flexibility by removing restrictions on common, low-risk purchases

Works Functionality Includes: What is Works? Works is a web-based application used for the management of Purchasing Card transactions. Works offers enhanced flexibility and an efficient, user-friendly PCard environment for Cardholders, Approvers & Reconcilers. Works Functionality Includes: intuitive navigation and search features fewer clicks to complete single functions summary and full transaction detail views the ability to split funding of charges by % or $ amount receipt capture and retention daily feed of transactions, including Level 3 merchant data (if available) greater reporting capabilities

UNC Approval Workflow - Works No Transactions post to Works Accountholder or Proxy Reconciler Review & Sign-off Approver Review & Sign-off Yes Accountant Sweep and Export for Payment

Previously Restricted Category PCard Policy Changes Previously Restricted Category Now Allowable Conference Registration Fees Conference Registrations < $5,000 Membership Dues Business Related Professional Memberships < $5,000 (including journals & subscriptions) Rentals Equipment & Space Rentals < $5,000 (contracts require Purchasing review) Travel Athletic Team & Student Travel (by request) Lyft & Uber for clinical trial participants (contact PCard team for further details) ** Catering < $5,000 allowable per policy clarification early-2018 (contracts require Purchasing Review). Please contact PCard team for further details. **

Key Dates PCard Re-deployment -- August 16 Final reconciliation period in “old” system – August 16-20 Reconciliation begins in Works -- August 17

https://finance.unc.edu/departments/training/#pane-0-3 Key Resources https://finance.unc.edu/departments/training/#pane-0-3 CBTs for Accountholders, Proxy Reconcilers & Approvers Quick Reference Cards (QRCs) https://finance.unc.edu/departments/strategic-sourcing- payment/procurement/operations/#details-0-0 PCard Program Handbook, Policies, Procedures & Forms Contact the PCard Team  pcard@unc.edu

Backup

Group Approval Workflow ACCOUNTHOLDER (formerly Cardholder) Perform initial reconciliation of transactions Review transaction details Edit and dispute transactions Upload receipts Sign-off on transactions Review and update Flagged transactions Access Accountholder reports only GROUP APPROVER (formerly Reconciler/Approver) Approve transactions for users within their group Edit, dispute, and Flag transactions Upload receipts, if necessary Access group reports GROUP PROXY RECONCILER (formerly Operator) Reconcile transactions on behalf of Accountholders within their group SCOPED AUDITOR Generate reports Access and export dashboard and detailed reports for their assigned group Automatically granted to Group Approvers; others upon request REQUIRED OPTIONAL

PROJECT FOCUS GROUP DEPARTMENT PROJECT LEAD ATHLETICS Mike Perkins CHEMISTRY Karen Holmes KENAN-FLAGLER Shannon Taylor OSR Ben Wright PLAYMAKER Frank Bermel PUBLIC HEALTH Adriana Shepherd MEDICINE_1 Cortilya Jones MEDICINE_2 Jackie Schwamberger MEDICINE_3 Tawanda Harvey MEDICINE_4 Cammie Davis MEDICINE_5 Monique Worthington PHARMACY Tish Nowack SERVICE CENTER Troy Morse Bernard Law

Key Project Team Contacts Celeste S. Nelson, Project Manager csnelson@unc.edu 919.962.2254 Hua Shen, PCard Program Manager hua_shen@unc.edu 919.962.2255

Change orders for liquidating purchase orders Who can do them What are they used for When do you do them Where do I get started Why do we have to do them

Who can do them Anyone who has authority over the account and has access to Connect Carolina.

What are they used for They are used to adjust the Purchase Order amount to match the Invoice amount so that proper payment can be made, and to provide for the proper accounting of funds within your budget.

What are they used for Change orders are used to properly tell Purchasing and others what and how to modify information on a purchase order.

Where do I get started First off you should go to https://finance.unc.edu/departments/training/ Then to Connect Carolina to process your Change Order

Why do we have to do them They are required so that the Purchase Order matches the Receiving Report which should match the Invoice submitted so that proper payments are made and your budget is maintained in an up-to-date manner. And this all allows for the proper maintenance and close-out of you Grant.

ANY QUESTIONS. ANY QUESTIONS. ANY QUESTIONS. ANY QUESTIONS ANY QUESTIONS? ANY QUESTIONS? ANY QUESTIONS? ANY QUESTIONS? ANY QUESTIONS?