Saint Mary's College



P Card Support TeamLizette Desperate, Program AccountantJanie Klein, Program AdministratorRonda Park, Program AdministratorAfter reviewing these FAQs send your inquiry to pcard.support@stmarys-ca.edu- or -Call x4572 for all P Card related questionsFOR MORE P CARD INFORMATION AND HELP AIDS GO TO do I log into Works? WORKS URL : Different browsers react differently with Works. If one is not cooperating, then try a different browser. Chrome is not a supported browser.I can’t remember my login information for WORKSContact pcard.support@stmarys-ca.edu or call x4572 someone will assist you with any login problems you might be having.Note: Your password will expire every 12 months. You have to have used 8 unique passwords before you can repeat a password.Can I buy gift cards with my P card?No, you should not purchase any debit or gift cards with your P card. These are considered cash equivalents and have to be reported as such for tax purposes. Please refer to gift giving policy is a billing cycle?A billing cycle is one complete month. From the first day of the month to the last day of that month is a billing cycle.2 + 3 = 5 Easy Reminder 2 = Sign off deadline. All transactions should be signed off by the 2nd business day of the month. +3 = Statements are mailed out the 3rd business day of the month. 5 = Statements with receipts are due the 5th business day of the month. What does AH, APR and ACT stand for?AH: Accountholder; APR: Approver (your Approver in Works); ACT: Accountant.When will I see my transactions in Gael XPress?Once the transactions have been signed off by the AH, APR and ACT, (all three approvals must be completed) the transactions are exported weekly from the Works application and imported into Colleague, which in turn updates your Gael Xpress accounts. The information is available in Gael Xpress the next business day after the export/import. Can I see if my Manager has signed off on my transactions?Yes, look at Sign Off column in your transaction history, click on the data in Sign Off column to see the detail.When do my P card transactions have to be signed off?Please Note . . . . . . . . . . . . . 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 on the first or second day of the month to double check if any transactions might have posted on the last day of the previous month or any transactions have been flagged back with an inquiry. If you have not signed off by the 2nd business day of the new month your card will be suspended until you do so. I did everything required to sign off on my transactions but they are still in my Action Items 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 at stmarys-ca.edu/purchasing/p-cards.What does STL stand for?Single Transaction Limit. The current STL is $3000.00. Purchases greater than $3000.00 require pre-approval via a Purchase Requisition.What do I need to do to keep my card in good standing?Please read all email reminders you receive; meet both of the required deadlines (2+3=5); send an email to Pcard.Support@stmarys-ca.edu if you will be late signing off on your posted transactions; send an email to Pcard.Support@stmarys-ca.edu if you will be late turning in your statement ; and follow the Policies and Procedures of the P card program located at a vendor asks for the phone number for my P card, which number should I give them?DO NOT use your phone number, use 631-4205 which is the Program Accountants phone number. This number is associated with all accounts.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 pcard.support@stmsarys-ca.edu 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 pcard.support@stmarys-ca.edu know prior to the due date in order to avoid having your card suspended.I printed my monthly statement but the GLs I used to sign off are not showing up on my statement. Why?You will not see GLs on your monthly statement if you did not allocate and sign off on your transactions by the 2nd business day. Statements are generated and mailed on the 3rd business day and are due to Purchasing on the 5th 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, please go ahead and sign off on all posted transactions. Do not hold off on submitting your statement by the required due date for any missing receipts. We do not have a missing receipt form or a minimum tolerance for missing receipts.I lost my receipt. How can I get a copy to attach to my P card statement?There are several ways to retrieve your P card receipt, but it depends on the type of vendor you made a purchase from.Grocery Stores: Such as Safeway, Lucky’s, Von’s, Costco, etc. please contact the store where you made the purchase to request a lost receipt. Most stores will require the purchase date, amount, and the last 4 digits of your P card.Restaurants: Smaller local restaurants will be able to provide you with a copy of your receipt if you contact them directly. For larger chain restaurants such as Chipotle, Cheesecake Factory, etc. you are able to go to their corporate website, find “Contact” or “Contact Us”, and provide the restaurant location where you ate, the date of the transaction, amount, and the last 4 digits of your P Card.Hotels: Call the main number of the hotel where you stayed and let them know that you need a copy of your folio. Normally the hotel attendant will ask you for either your check in or check out date, and the last 4 digits of your credit card. They will be able to email it to you right away.Online Vendors: Most of the time, you are emailed a receipt for your online purchase. If you do not have that emailed receipt, please contact the vendor through their website “Contact” or “Contact us” link to request a copy of your receipt. Other vendors will provide a receipt in a similar way.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 $3000.00?You will need to complete a Purchase Requisition form with all required signatures and submit to Purchasing. Having the vendor split up a purchase into multiple transactions does not change the fact that the purchase exceeds the $3,000 threshold for a PO, breaking it up could be a violation of our P Card Policies and Procedures and cause for having the P card suspended or canceled..Why is my card being declined?If it is during regular business hours contact pcard.support@stmarys-ca.edu or call x4572 so that we may research the reason for the decline and work with you to make the appropriate changes. Note: These changes can be made real time, so the sooner you let pcard.support know the sooner we will be able to assist you. If after regular business hours call the bank at the number on the back of your P card. What if I need to code a transaction to a GL that I do not have access to?Code the transaction to G/L Posting Clearing account 10-0-0000-1429-002. This should be the first GL that you see in your GL Assistant drop down. Be sure to add a comment before final sign off stating the complete 16 digit GL account number the transaction should be coded to and who authorized this GL. Please attach an email from the person who is authorized to sign for the GL as their approval of the purchase to your monthly statement. Don’t forget to include the business purpose for the charge in your sign off comments. How do I split a transaction between multiple GLs?See How to Split a Transaction instructions posted on stmarys-ca.edu/purchasing/p-cardsWhat if one of my transactions needs to be coded to another department’s GL?Select the Posting Clearing GL 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, your current balance and your available credit. Note: Acct ID equals the last 4 digits of your card account.I’ve run out of credit, what do I do now?Check with your Approver and then email pcard.support@stmarys-ca.edu with the credit limit your card should have. Please note if this is a temporary increase and for how long the higher credit limit is needed or if it is a permanent credit increase request.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.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 Accountholder Policies and Procedures on stmarys-ca.edu/purchasing/p-cards. 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, click on Accounts at top of screen. You will see the card Spend Control Profile at the far right. 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 and Procedures outlined for the P Card program. You should have received some emails warning you of the suspension with the reasons for the suspension or cancellation. These same correspondences will include information on what is required to reactivate your card, if that is an option. 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.Can I buy office supplies with my P card?No, all office supplies should be purchased via our contracted vendor Office Depot. Work with your department admin or contact Purchasing if you wish to request a desktop account.What if a vendor charges me twice?Contact the vendor and request a credit for the duplicate 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 red with a minus in front.NOTE: You must sign off on the credit, stating the GL that the credit should be reconciled to.I accidentally used my P card for a personal purchase. What do I do now?You still have to reconcile the transaction in WORKS. Code the transaction to the posting clearing account (it’s the first GL in your GL Assistant dropdown) 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 in the Business Office.Yikes, I can’t find my card. It might have been stolen or I lost it, what should I do?Don’t panic, if during regular business hours call 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 pcard.support@stmarys-ca.edu that you’ve reported your card to BofA so that we are aware you will be receiving a new card.My card is missing, is lost, the mag strip is not working. What do I need to do?If your card has gone MIA, was accidentally destroyed or is just missing in general send an email to pcard.support@stmarys-ca.edu and you will receive a reply with further information. If you know it has been stolen or could be used by someone other than yourself, please see above.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 stmarys-ca.edu/purchasing/p-cards or contact pcard.support@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.Do I need a receipt for a credit which posted to my account?No, if you have paperwork you may attach to your monthly statement but you are not required to submit a receipt or proof of credit.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 check the transaction history to if the Accountant has indeed signed off. If they have already signed off and NOT recoded the transaction then please contact pcard.support@stmarys-ca.edu otherwise please wait until the Accountant has been able to review the transaction. See How can I see if my Approver has signed off on my transactions? on Page 2.What if I didn’t have any charges for the month?A billing statement is automatically generated and mailed to all accountholders 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 as to what it is for and it will be attached to the appropriate statement.What if I’m traveling or on vacation when my statement is due?Notify pcard.support@stmarys-ca.edu 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 $3000.00 per single transaction?Contact pcard.support before you leave for your trip and your per transaction limit as well as your monthly card limit will be adjusted 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.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 Items on your Home page, 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, accountholders 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.What do I do if I’m traveling internationally?Before you leave for your business trip you need to notify pcard.support with the dates and countries where you will be traveling. You will also need to notify BofA at 1-866-500-8262 to ensure that your card will not have a fraud alert 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, Facility Services or Transportation Agreement?Yes, if you have an approved CAR number and you’ve requested on the CAR form that payment is to be made with your P card. Upon approval your card will be adjusted to accommodate the charge. You must note the CAR number in your comments when you sign off on the transaction.My transactions were swept by a WORKS Accountant, what does this mean?Transactions are swept when they have not been signed off in a timely manner by the accountholder and/or the approver. 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 Lizette Desperate 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 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. 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 the column heading a second time. Embedded sorts are not allowed at this time.How can I search for a particular transaction?On your Home page click on Expenses, Transactions, Accountholder.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 may 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 the Program Accountant. Please email pcard.support@stmarys-ca.edu with the TXN number along with the complete new GL account number and we will take care of the making the change.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 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.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 accountholder’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 hardware or software with my P card?No, you need to work with IT Services who will procure these items on your behalf or give their approval for the purchase to be made using a Purchase Order and the Corporate P card held by the Business Office. My Approver is not available to sign off on my transactions. What should I do?You, the Accountholder 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 statement?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 are positive fraud has been committed on your card please call x4572 ASAP or you may call the number on the back of your card. If you call BOA directly please notify PCard Support so that we are aware of the situation. First you should contact the vendor and inquire about the charge(s).If you see posted transactions to your account which you are positive you did not make AND you have worked with the vendor to get the charges reversed, then this needs to be reported to BofA. Use the Dispute tab when you go to sign off. Please enter any comments which will be helpful for your Approver and the Accountant when they are reviewing and signing off. Disputed txns are investigated by BOA’s Claims Dept and might result in your card being canceled if the charges are determined to be fraudulent. You still need to sign off on transactions which are being disputed.Do not use the Dispute tab if you are currently working with the vendor to get the charge rectified. Simply note this at sign off. You can always dispute a charge after the fact, but doing so at sign off means your card will not remain in an active status until it has been resolved to BofA’s satisfaction.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 changeon a P card purchase I already approved/closed?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 do?When you see a dollar amount in red with a leading minus 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 toexpire soon, what happensnow?A new card will be mailed to the Business Office a few days before your current card is to expire. You will be contacted by a P Card Administrator once your card has arrived with what you need to do to pick up your renewal card. The account number will not change, only the expiration date and security code. You will still need to activate your new card. You will be given instructions on how to activate your new card when you pick it up.Can I use my P card at Costco?Costco does not currently 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.What does it take to keep myP card in good standing?Read all email reminders you receiveMeet both of the required deadlinesSend an email to pcard.support@stmarys-ca.edu if you are going to be late signing off on your posted transactionsSend an email to pcard.support@stmarys-ca.edu if you going to be late turning in your monthly statementFollow the Policies and Procedures of the P card programBe familiar with these FAQsCan I set up a PayPal accountto pay a vendor?No, you should never create your own personal or business PayPal account to pay a vendor. If a vendor uses PayPal on their end to accept payment you can use your P card as you will not be required to create a PayPal account on your end. ................
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