Saint Mary's College



P Card Support Team Janie Klein, Program Administrator x4572Ronda Park, Receipt Review x4207 Mary Stephens, Program Accountant x4205After reviewing these FAQs send all questions/inquiries to pcard.support@stmarys-ca.eduContact Janie first then reach out to Mary only if you are unable to reach Janie and it cannot wait.WORKS URL MORE P CARD INFORMATION AND HELP AIDS GO TO can’t remember my login information for WORKS?Contact Janie who will assist you with any login problems you might be having. Note: Your password will expire every 12 months.I received an email from WORKS stating I have transactions to sign off on or a report to print but when I login there are no tasks in my queue?If you do not see anything in your Action Required task queue, then you have signed off on everything.? The BofA servers are located back East, sometimes the email reminders that WORKS generates are delayed, or the SMC server delivers the emails later than when they are supposed to arrive.?To alleviate this problem, cardholders and approvers are advised to log into WORKS on a weekly basis (or at least by the end of the month) just to double check that you have completed any required Tasks. It is also helpful to pay attention to the emails you receive from Janie Klein or Mary Stephens.2 + 3 = 5Easy reminder: Sign off on all transactions by the 2nd business day of the month. Statements are mailed out the 3rd business day of the month. Statements with receipts are due the 5th business day of the month. This will never change.When do my P card transactions have to be signed off?Preferably by the last day of the month, so your Approver and the Accountant have time to review and sign off. The latest all transactions should be signed off is the 2nd business day of the new month.Note: It’s a good practice to log into Works at this time to double check if any transactions might have posted on the last day of the previous month or any txns have been flagged back with an inquiry. IF YOU HAVE NOT SIGNED OFF BY THE 2ND DAY OF THE NEW MONTH THEN YOUR CARD IS AT RISK OF BEING SUSPENDED. I did everything required to sign off on my transactions but they are still in my Action Required task list?If you’ve allocated the GL and stated whether you have a receipt and the business purpose for the charge then you still need to highlight the transaction and click on the Sign Off button. Follow the screen shot help aid on How to Sign Off on Transactions available on My.StMarys-ca.edu.Janie’s MantraIf the transaction has not left your Action Required task list then ithas not been signed off.When will I receive my monthly statement?Statements are mailed on the 3rd business day of the new month. Statements are available for 20 days from the date they are generated. Contact Janie if you need help with your statement.When is my monthly Pcard statement due?Your printed statement with receipts is due to Purchasing on the 5th business day of the new month. Please do not submit any kind of printout until the monthly statement has been pushed to you via the WORKS application. Note: If your statement is going to be late for any reason, you must let Janie know prior to the due date in order to avoid having your card suspended.I printed my monthly statement but the GL’s did not print out?This is because you did not allocate and sign off on your transactions by the 2nd business day and prior to the billing statement being generated and mailed to you on the 3rd business day.What if I do not have a receipt for one of my posted transactions?If you are missing a receipt for any transactions on your monthly statement, do not hold off on submitting your statement by the required due date. Simply indicate on the statement the reason that the receipt is missing. We do not have a missing receipt form or a minimum tolerance for missing receipts.Why is there an International Transaction fee on my P card?These fees, usually less than $2.00, show up on your P card because you’ve conducted business with a vendor who is either operating outside of the U.S. or is functioning as an intermediary for an international company. You do not need to submit a receipt for these but you do need to sign off on them.What if I need to purchase something that costs more than $1000.00?You must complete a Purchase Requisition form with all required signatures and submit to Purchasing. Do not request for a vendor to split up a purchase into multiple transactions; if this happens it is a violation of our P Card Policies and Procedures.Why is my card being declined?Contact Janie who will research the reason for the decline and work with you to make the appropriate changes to either permit the transaction or notify you as to why the transaction is being declined.Note: These changes can be made real time, so the sooner you contact Janie, the sooner she can address the decline and assist you. I only know if a card is being declined if the cardholder brings it to my attention.What if I need to code a transaction to a GL that I do not have access to?Using your GL Assistant, select any GL that you have access to and add a comment before final sign off stating the complete GL account number the transaction should be coded and who authorized this GL. Don’t forget to include the business purpose for the charge. DO NOT USE CODE GL BUTTON.How do I split a transaction between multiple GLs for my department?See How to Split a Transaction instructions posted on My.StMarys-ca.edu. What if one of my transactions needs to be coded to another department’s GL?Select any GL that you do have access to and add a comment stating the GL the transaction should be coded to and who approved the charge. If two or more departments are splitting a charge state clearly the GLs and amounts for the split. If you have emails from the approver(s) of the allocated GLs please attach to your monthly statement.How do I know how much available credit I have on my P card?Log into WORKS and on your home page you will see your monthly card limit and your available credit on the bottom half of the screen, on the right. Your card Profile shows the STL, single transaction limit.I’ve run out of credit, what do I do now?Check with your Approver and then email pcard.support@stmarys-ca.eduwith the credit limit your card should be set at. This can be a temporary increase or permanent.If I’m traveling on SMC business do I still need to sign off on my P card transactions?Yes, if you have access to the internet you should be logging into WORKS and reconciling your transactions on a regular basis, certainly by the end of the month. Failure to do so puts your card at risk of being suspended.One of my transactions has a flag, what does this mean?How do I remove the flag?Either your Approver or the Accountant has a question regarding your transaction.Log into WORKS and highlight the transaction. Click on the Remove Flag in the lower right hand corner. When the dialogue box pops up type your answer to the inquiry and hit OK. The transaction should no longer be in your queue.How do I know if I should put something on my P Card?Be familiar with the posted Cardholder Policies and Procedures on My.StMarys-ca.edu. When in doubt email pcard.support@stmarys-ca.edu and inquire first. How do I know what my card status is?On your WORKS home page you can see your credit limit and card status under Profile. If your card has been suspended you will see $0 credit limit and Suspend for Profile.How come my P Card has been suspended and what do I do now?Your card has been suspended because you failed to follow the Policies & Procedures outlined for the P Card program. You should have been made aware via emails as to why your card has been suspended or canceled. These same correspondences will include information on what is required to reactivate your card. Email pcard.support@stmarys-ca.edu if you have questions regarding your card status.Can I buy furniture with my P card?No, all furniture must be approved by Facility Services. After the appropriate approvals are in place your P card may be opened up to make the purchase.What if a vendor charges me twice?Contact the vendor and request a credit for the double charge. Note who you spoke with and that you’ve requested a refund when you sign off on the transaction. Be watching for the credit to post. The credited amount will be in parentheses.I accidentally used my P card for a personal purchase. What do I do now?You still have to reconcile the transaction in WORKS. Let the transaction default to any GL you have access to and add a comment that this was a personal purchase.? The transaction will be recoded by the Accountant to a reimbursement account and you will need to write a check to SMC for the amount.? You can attach the check to your monthly statement or you can pay by cash at the Purchasing window.Yikes, I can’t find my card, what should I do?Don’t panic, if during regular business hours call Janie x4572. If after hours, holiday or weekend call Bank of America at 1-888-449-2273 and report immediately. You are also required to notify Janie or Mary that you’ve reported your card to BofA so that we are aware you will be receiving a new card.I am waiting for a receipt from a vendor, should I wait to turn in my statement?No, you need to turn your statement in by the required due date with a note stating you are waiting for a receipt(s). When the receipt(s) arrive, mail or drop off to the Purchasing Department with a note. Do I need to have someone approve my monthly statement after I print it?No, all necessary approvals have taken place online via the WORKS application therefore no signatures are required on your printed statement. Just print your statement, attach any receipts and submit to Purchasing by the required due date. I can’t get my monthly statement to print?Refer to the training material How to Print Billing Statement on My.StMarys-ca.edu.How do I get the GLs to show up on my statement?By making sure that you’ve signed off and allocated all your transactions by the 2nd business day of the new month.I requested one of my transactions to be recoded or split to a different GL but it is not showing the recode on my monthly statement?More than likely the transaction has not been reviewed and signed off at the Accountant level prior to your monthly statement being generated. You can click on the Signoff History tab of the transaction to see if the Accountant has indeed signed off. If they have already signed off and NOT recoded the transaction then please contact Janie otherwise please wait until the Accountant has been able to review the transaction. See How do I see my transactions I’ve already signed off on? on Page 6.What if I didn’t have any charges for the month?A billing statement is automatically generated and mailed to all cardholders each month. If you open your statement and see no transactions then you do not need to submit anything.I found a receipt which was missing when I turned my statement in.Forward the receipt to Purchasing with a note and it will be attached to the appropriate statement.What if I’m traveling or on vacation when my statement is due?Notify Janie with the dates you will be away from the office and when you will be able to submit your statement with receipts. This must be done prior to the statement due date or your card is at risk of being suspended.What if I do not normally use my P card for travel but now I need to take a business trip?Whenever you travel there are two steps you should take if you will be using your P card. Step 1: Notify BofA, using number on the back of your Visa card, and let them know of your upcoming travel plans. Do this within 1-2 days prior to departing. Step 2: Send an email to pcard.support@stmarys-ca.edu with the dates and location of your travel. Do not send this email any earlier than 1-2 days before the trip. Your Visa card will be moved to a temporary travel profile for the duration of your trip and you should receive an email reply to this affect. If you do not do BOTH of these things then your card may be declined. Always travel with a secondary means of paying for your expenses in case your card has a fraud alert placed on it and/or is being declined for any other reason.What if I’m traveling and I need more than $1000.00 per single transaction?Contact pcard.support@stmarys-ca.edu before you leave for your trip and your per transaction limit as well as your monthly card limit will be adjusted if necessary, for the duration of your travel. Note: If we are not made aware of your travel plans then we cannot move your card to a travel profile.What do I do if I’m traveling internationally?Before you leave for your business trip you need to notify Janie with the dates and countries where you will be traveling. You will also need to notify BofA at 1-877-451-4602 to ensure that your card will not have a fraud hold placed on it.Can I use my P card for Sodexo services?Yes and NoYes: You can use your P card, for business purposes only, anywhere Sodexo takes a credit card on campus. Be sure to get a receipt and state the business purpose and who attended the meal upon reconciling the transaction within WORKS.No: No: Sodexo does not accept P cards for catering services in any amount. See Sodexo Contract Procedures.NOTE: It is against P card policy to load flex dollars on an employee ID card with your P card.Can I use my P card if the vendor requires an Independent Contractor Agreement?No, regardless of the dollar amount, you must complete a Purchase Requisition and submit to Purchasing, along with the signed Independent Contractor Agreement. Purchasing will make arrangements to pay the vendor. See Payment for Outside ServicesCan I use my P card if the vendor requires a Facility Services or Transportation Agreement?No, regardless of the dollar amount, you must complete a Purchase Requisition and submit to Purchasing, along with the signed Agreement. Purchasing will make arrangements to pay the vendor.My transactions were swept by a WORKS Accountant, what doesthis mean?Transactions are swept when they have not been signed off in a timely manner by the cardholder and/or the manager. These transactions are still required to be signed off but no changes can be made to the GL once a transaction has been swept. Send Mary Stephens an email if you are requesting a Journal Entry to have the GL reallocated once the transaction has been swept and closed.How do I print my statement once it’s no longer in my Task list?Refer to instructions posted on My.StMarys-ca.edu How to Print Past Billing Statement.How do I see my transactions I’ve already signed off on?If you have items in your Task List, highlight any task then click on the down arrow next to View and select “Transactions Signed Off”. If you do not have any Tasks on your home page (first, good job :) then you can click on any of the bulleted items on the left menu bar which will then allow you to click on the down arrow next to View.Can I sort my past transactions by dollar amount or vendor?Yes, you can sort any column within the WORKS application by clicking on the gray column heading. You can reverse sort by clicking column heading a second time. Embedded sorts at not allowed at this time.How can I search for a particular transaction?In your left Task menu pane click on Tools, Search, Transactions. Select your search criteria and click the Search button.I know I had transactions post during the month but I did not receive a message that my monthly statement is available?In this case you should log into WORKS (no later than the 5th day of the month) and print your statement by following these instructions: How to Print a Billing Statement or How to Print Old Billing Statements.Note: If you do not turn your statement in by the due date or communicate to Purchasing that your statement will be late, then your P card will be suspended.I have already signed off on my transaction but I want to change the GL?Depending on the status of the transaction this change might be able to be made by the WORKS Administrator or it might require a Journal Entry to be completed by Mary. Please email pcard.support@stmarys-ca.edu with the TXN number and new GL account number, if you need to change the GL for any t which you have already signed off on.I signed off on a txn but my Approver has not signed off yet, can I still make a change to this txn?You are not able to change the GL once you’ve signed off and the transaction has left your queue. You can go back to the transaction (see the next FAQ below) and add a comment. Your Approver will be able to review your comments when they sign off and the Accountant will review and make any necessary changes at the final sign off.How long can I see my Transaction history?You have access to two years of active rolling forward data online within WORKS. After two years the data is stored off line by BOA for an additional five years. One of my txns is showing up twice OR I am seeing a txn show up again when I’ve already signed off on it. What do I do now?If you have been double billed by a vendor it is the cardholder’s responsibility to contact the vendor and work toward getting a credit issued. You are still required to sign off on EVERY transaction which posts to your account. You simply need to allocate it to a GL and write in the Comments that you are working to get a credit. When the credit posts you then code it to the same GL that you assigned to the txn when you signed off.Can I buy gift cards with my P card?No, do not purchase any debit or gift cards with your P card. These are considered cash equivalent and have to be reported as such for tax purposes. Please refer to gift giving policy I buy hardware or software with my P card?No, you should work with IT Services who will procure these items on your behalf or give their approval for you to make the purchase.My Manager (Approver) is not available to sign off on my transactions. What should I do?You, the Cardholder should sign off ASAP. You do not need to wait for your Manager in order to sign off. Do your best and your Approver will take it from there.Should I staple or paper clip my receipts to my stmt?Please securely staple all receipts so they do not get separated or lost.Also please print your monthly statement in landscape mode.There is a charge on mycard which I do not recognize? If you see posted transactions to your account which you did not make then this needs to be reported to BOA. Use the Dispute tab when you go to sign off. You still need to sign off on transactions which are being disputed.Can I let another SMC employee use my P card to make a purchase?No, this is a major violation of P Card Policy. Have the employee complete a P Card Application and they will be issued their own card.How do I make a GL change on a P card purchase I already approved?If you want to request a different GL for a transaction that you have already signed off on you need to email the TXN number and the correct GL to pcard.support@stmarys-ca.edu. You will be notified once the change has been made.There is a credit posted to my Works account, what am I supposed to?When you see a dollar amount in parentheses this indicates a credit. You still need to sign off on ALL transactions which post to your account. Please code the credit to the same GL that you used to close the original charge.My current P card is going to expire soon, what happensnow?A new card will be mailed to Mary Stephens approximately one month prior to your current card expiring. The account number will not change, only the expiration date. Please print, read and sign the following Cardholder Policies and Procedures as well as the Renewal Agreement. Bring both of these signed documents to the Business Office, Purchasing Department along with your current P Card to pick up your new Visa P Card. You will still need to activate your new card.Can I use my P card at Costco?Costco does not accept Visa in their Warehouse locations but you can use your P card for Costco online orders which are delivered to the campus. For more information see Costco Ordering with your P card. ................
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