1. 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

2. Purchasing Card (PCard)
Re-deployment Update

3. 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

4. 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

5. UNC Approval Workflow - WorksNo
Transactions post to Works
Accountholder or Proxy Reconciler
Review & Sign-off
Approver Review & Sign-off
Yes
Accountant Sweep and
Export for Payment

6. 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. **

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

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

9. Backup

10. 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

11. 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

12. Key Project Team Contacts
Celeste S. Nelson, Project Manager
Hua Shen, PCard Program Manager

13. 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

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

15. 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.

16. 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.

17. Where do I get started
First off you should go to
Then to Connect Carolina to process your Change Order

18. 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.

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