Getting to Know Works The New and Improved P-Card Reconciliation - - PowerPoint PPT Presentation

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Getting to Know Works The New and Improved P-Card Reconciliation - - PowerPoint PPT Presentation

Dec 11, 2023 777 likes •1.34k views

Getting to Know Works The New and Improved P-Card Reconciliation Tool August 1 st , 2018 Introduction Presenters Justin Case: Training Manager, Continuous Improvement & Staff Development Chris Minter: Business Systems Analyst,

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SLIDE 1

Getting to Know Works

The New and Improved P-Card Reconciliation Tool

August 1st, 2018

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SLIDE 2

Presenters

Justin Case: Training Manager, Continuous Improvement & Staff Development Chris Minter: Business Systems Analyst, ConnectCarolina Change Management Jessica Hwang-Strickland: Director of Procurement Services Operations Hua Shen: P-Card Program Manager Celeste Nelson: P-Card Redeployment Project Manager

Introduction

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SLIDE 3

What We Will Cover

Why UNC is Changing P-Card Reconciliation Systems High Level Summary of Changes Changes Specific to Accountholders (Cardholders) and Group Proxy Reconcilers (Operators) Resources that Can Help Q&A Changes Specific to Group Approvers Q&A

Introduction

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SLIDE 4

Why UNC is Changing P-Card Systems

  • To Promote more P-card

transactions and less Purchase Orders/Campus Vouchers

  • Deliver a more user-friendly,

efficient, and flexible system

  • Enhanced functionality and

controls

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SLIDE 5

Go Live is August 16th Current in-house P-Card system will be replaced by Bank of America Merrill Lynch’s P-Card reconciliation tool called Works

High Level Summary of Changes

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SLIDE 6

Key Enhancements Provided by Works

High Level Summary of Changes

  • Ability to split allocations by

percentage or dollar amount

  • Electronic receipt capture and

retention

  • All transactions require a receipt to

be uploaded electronically

  • Greater reporting capabilities
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SLIDE 7

Key Enhancements Provided by Works

  • Intuitive navigation and search

features

  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

  • Will get an email each day

something occurs in the system that requires your attention

High Level Summary of Changes

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SLIDE 8

Changes to UNC Policy

Changes to UNC Policy

List of Allowable P-Card Charges Now Includes:

  • Professional Memberships-includes subscriptions and

journals

  • All Conference Registrations
  • Lyft and Uber-service provided for clinical trial studies
  • nly
  • Equipment and Space Rentals-requires contract review

by Purchasing

  • Travel-limited to athletics and student travel by request

High Level Summary of Changes

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SLIDE 9
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

High Level Summary of Changes

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SLIDE 10
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Billing cycle end date and deadline for approving transactions are not changing

High Level Summary of Changes

Cycle Ends

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SLIDE 11

Access Request Process

  • All users still have to submit the appropriate

access request form(s) to their Access Request Coordinators (ARCs) for access

  • New Accountholders will not receive access to

Works until they have successfully completed the Initial P-Card Accountholder computer- based training

High Level Summary of Changes

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SLIDE 12

Changes to UNC Policy

Option 1

Type www.bankofamerica.com/worksonline into browser

Option 2

Log in to ConnectCarolina

Logging Into Works

High Level Summary of Changes

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SLIDE 13

What We Will Cover

Why UNC is Changing P-Card Reconciliation Systems High Level Summary of Changes Changes Specific to Accountholders (Cardholders) and Group Proxy Reconcilers (Operators) Resources that Can Help Q&A Changes Specific to Group Approvers Q&A

Outline

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SLIDE 14

Changes Specific to Accountholders and Group Proxy Reconcilers

  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

  • Review transaction details
  • Review chartfield string allocations and edit when necessary
  • Upload receipts
  • Review and update flagged transactions
  • Sign-off on transactions to send to Group Approver
  • Important to do this in a timely fashion so Group Approver can

approve by 20th of the month

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SLIDE 15
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 16
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 17
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 18
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 19
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 20
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 21
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 22
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 23
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 24
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 25
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 26
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 27
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

Accountholders and Group Proxy Reconcilers: Reconciling Transactions and Uploading Receipts in Works Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 28
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 29
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 30
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 31
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 32
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 33
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Accountholders and Group Proxy Reconcilers

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SLIDE 34

Why UNC is Changing P-Card Reconciliation Systems High Level Summary of Changes Changes Specific to Accountholders (Cardholders) and Group Proxy Reconcilers (Operators) Resources that Can Help Q&A Changes Specific to Group Approvers Q&A

Outline

What We Will Cover

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SLIDE 35

Resources

https://finance.unc.edu/departments/strategic- sourcing-payment/procurement/operations/ https://finance.unc.edu/departments/training/

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SLIDE 36

Changes to UNC Policy

For questions on navigating Works Contact the Business Systems Help Desk at 919-962-HELP (4357), option 2 for Finance For questions on P-Card policies and procedures Contact the UNC Chapel Hill Purchasing Card Office at pcard@unc.edu or 919- 962-2255

Contacts

Resources

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SLIDE 37

What We Will Cover

Why UNC is Changing P-Card Reconciliation Systems High Level Summary of Changes Changes Specific to Accountholders (Cardholders) and Group Proxy Reconcilers (Operators) Resources that Can Help Q&A Changes Specific to Group Approvers Q&A

Outline

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SLIDE 38

What We Will Cover

Why UNC is Changing P-Card Reconciliation Systems High Level Summary of Changes Changes Specific to Accountholders (Cardholders) and Group Proxy Reconcilers (Operators) Resources that Can Help Q&A Changes Specific to Group Approvers Q&A

Outline

Accountholders and Group Proxy Reconcilers may now drop off of webinar, Group Approvers please stay!

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SLIDE 39

Changes Specific to Group Approvers

  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Key Responsibilities

  • Verify transactions are allowable charges
  • Verify chartfield string allocations are correct
  • If not, edit or flag to send back to Accountholder
  • Verify receipts match transactions
  • Approve by 20th of the month
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SLIDE 40
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 41
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 42
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Group Approvers: Reviewing and Approving Transactions in Works

Changes Specific to Group Approvers

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SLIDE 43
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 44
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 45
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 46
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 47
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 48
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 49
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 50
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 51
  • Intuitive navigation and search features
  • Daily feed of transactions, including

Level 3 merchant data

  • Summary and full transaction detail

views

Changes Specific to Group Approvers

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SLIDE 52

Resources

https://finance.unc.edu/departments/strategic- sourcing-payment/procurement/operations/ https://finance.unc.edu/departments/training/

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SLIDE 53

Changes to UNC Policy

For questions on navigating Works Contact the Business Systems Help Desk at 919-962-HELP (4357), option 2 for Finance For questions on P-Card policies and procedures Contact the UNC Chapel Hill Purchasing Card Office at pcard@unc.edu or 919- 962-2255

Contacts

Resources

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SLIDE 54

What We Will Cover

Why UNC is Changing P-Card Reconciliation Systems High Level Summary of Changes Changes Specific to Accountholders (Cardholders) and Group Proxy Reconcilers (Operators) Resources that Can Help Q&A Changes Specific to Group Approvers Q&A

Outline