To: University Business Managers, Research Administration Support Group, Res_Info Listserv, MOU Financial Leads
From: Purchasing Card Team
We are excited to announce the upcoming launch of our improved Purchasing Card (P-Card) program on Monday, Sept. 17. We appreciate your patience as we’ve worked with our partners in ITS to resolve the potential security risks detected in August. As we previously shared, the improved purchasing card program will have more flexibility and an upgraded reconciliation tool, Works, which offers greater functionality and efficiency to campus users. Works is a web-based application used for the management of P-Card transactions.
If you are a Works user and have not been contacted, please reach out to your MOU Financial Lead. Anyone who will be using the system is expected to complete the new computer-based trainings related to the tasks they will be performing. For example, anyone who will be reconciling P-Card transactions and uploading receipts should complete the Reconciling P-Card Transactions and Uploading Receipts CBT, and anyone who will be approving transactions should complete the Approving P-Card Transactions CBT. The Initial P-Card Accountholder CBT is required for new card applicants only, and they must complete the training with a passing quiz grade before their card is issued by the P-Card Office. Existing card holders are not required to complete the quiz. Assigned Accountholders, Group Approvers, Group Proxy Reconcilers and Scoped Auditors should receive a Bank of America (BOA) Works system welcome email by COB Monday, Sept. 17. Please be sure to check your Junk email folder if you do not receive one and think you should.
If you are not a Works user but want more information about the improved program and new system, check out the P-Card information webpage and training documents explained below.
A few reminders:
- Computer-based trainings (CBTs) and quick reference cards that provide specific instructions for using Works are posted on the Finance Training webpage and the general P-Card information webpage. The “Getting to Know Works” webinar recording and webinar slides are also posted for review.
- The updated P-Card Program Handbook contains instructions, answers to frequently-asked questions and information about the P-Card application process. Updated P-Card forms have been posted and must be used in place of any previous versions you may have saved.
- In addition to process changes, there are policy updates which enable the University to move low-value purchases away from currently-used campus voucher and purchase order (PO) methods and into the P-Card system for increased efficiency. Review the revised P-Card policy, procedures and forms for up-to-date information about allowable and non-allowable expenses.
If you need technical assistance with the Works program, contact the Business Systems Help Desk at 962-HELP (4357), option 2. Account-specific questions and those related to the P-Card program can be directed to our team members at firstname.lastname@example.org.