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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,

  1. Getting to Know Works The New and Improved P-Card Reconciliation Tool August 1 st , 2018

  2. Introduction 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

  3. Introduction 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

  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

  5. High Level Summary of Changes 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

  6. High Level Summary of Changes Key Enhancements Provided by Works • 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

  7. High Level Summary of Changes 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

  8. High Level Summary of Changes 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 only • Equipment and Space Rentals-requires contract review by Purchasing • Travel-limited to athletics and student travel by request

  9. High Level Summary of Changes Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  10. High Level Summary of Changes Billing cycle end date and deadline for Intuitive navigation and search features • Daily feed of transactions, including approving • Level 3 merchant data Cycle transactions Summary and full transaction detail • Ends views are not changing

  11. High Level Summary of Changes 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

  12. High Level Summary of Changes Logging Into Works Changes to UNC Policy Option 1 Option 2 Type Log in to ConnectCarolina www.bankofamerica.com/worksonline into browser

  13. Outline 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

  14. Changes Specific to Accountholders and Group Proxy Reconcilers Key Responsibilities • Review transaction details • Review chartfield string allocations and edit when necessary Intuitive navigation and search features • Upload receipts • Daily feed of transactions, including • • Review and update flagged transactions Level 3 merchant data • Sign-off on transactions to send to Group Approver Summary and full transaction detail • • Important to do this in a timely fashion so Group Approver can views approve by 20 th of the month

  15. 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

  16. 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

  17. 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

  18. 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

  19. 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

  20. 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

  21. Changes Specific to Accountholders and Group Proxy Reconcilers Key Responsibilities Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  22. Changes Specific to Accountholders and Group Proxy Reconcilers Key Responsibilities Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  23. Changes Specific to Accountholders and Group Proxy Reconcilers Key Responsibilities Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  24. Changes Specific to Accountholders and Group Proxy Reconcilers Key Responsibilities Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  25. Changes Specific to Accountholders and Group Proxy Reconcilers Key Responsibilities Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  26. Changes Specific to Accountholders and Group Proxy Reconcilers Key Responsibilities Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  27. Accountholders and Group Proxy Reconcilers: Reconciling Changes Specific to Accountholders and Group Proxy Transactions and Uploading Receipts in Works Reconcilers Key Responsibilities Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  28. Changes Specific to Accountholders and Group Proxy Reconcilers Key Responsibilities Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  29. Changes Specific to Accountholders and Group Proxy Reconcilers Key Responsibilities Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  30. Changes Specific to Accountholders and Group Proxy Reconcilers Key Responsibilities Intuitive navigation and search features • Daily feed of transactions, including • Level 3 merchant data Summary and full transaction detail • views

  31. 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

  32. 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

  33. 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

  34. Outline 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

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

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

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