Amber Armour – P-card Program Administrator FY14 P-card Refresher Training 1

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 2

Basic Overview Transaction Approval Process within Works Cardholder > Approver (Manager) > Auditor (Amber) Limits reset on the 28 th 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 5 th of each month Activity schedule available online for monthly deadlines FY14 P-card Refresher Training 3

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 Sign BofA Statement FY14 P-card Refresher Training 4

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 5

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, No personal items Hand sanitizer, facial tissues, dust busters, fans, heaters, microwaves, coffee makers FY14 P-card Refresher Training 6

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 7

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 8

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

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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 13

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 14

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… 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 15

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

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

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) 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) 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 20

Q & As What do I do if I get charged sales tax? Contact the vendor to get a refund 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 21

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 22

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 23

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 24

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 if there are any requirements to be completed prior to receipt of the replacement card FY14 P-card Refresher Training 25

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 26

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 27

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 28

Any other questions? FY14 P-card Refresher Training 29