RCNJ-BOA Purchasing Card Works Training

1. RCNJ-BOA Purchasing Card Works Training Ramapo College and Bank of America VISA Procurement Card Program WORKS Training P-Card_WorksTraining_Oct2011

2. Training Goals • Demo Works • Log-In • Process a transaction • Dispute a transaction • Run reports • Program Review P-Card_WorksTraining_Oct2011

3. BOA Works • Processing in Works • Receipt • Comments (optional) • FOAP • Sign-Off • Disputes P-Card_WorksTraining_Oct2011

4. Important Reminders • Get a receipt • Complete processing in Works • Print out month end statement – Attach receipts – Get signature - Send to Accounts Payable P-Card_WorksTraining_Oct2011

5. P-Card Program Review P-Card_WorksTraining_Oct2011

6. Policy & Procedures • Posted on Purchasing website • Policies & Procedures / Credit Card / BOA Purchasing Card P-Card_WorksTraining_Oct2011

7. Card Use – Part 1 • Small Dollar Purchases – $1,000 and below • College Administrative Staff • Transaction Limit • Monthly Credit Limit • Within Purchasing & Travel Policies P-Card_WorksTraining_Oct2011

8. Card Use – Part 2 • YES • Travel pre-payments for registrations & air, rail, bus • Memberships, Subscriptions • Office Supplies – WB Mason • In Store Purchases P-Card_WorksTraining_Oct2011

9. Card Use – Part 3 • YES • Ramapo College Bookstore • Use card starting on 11/1 • Pay open balance through A/P • Close account P-Card_WorksTraining_Oct2011

10. Card Use – Part 4 • NO (result in transaction decline) • personal use, cash advances, travel, food, gasoline, computers, club stores, drug stores, liquor stores, grocery stores, doctor’s offices, fixed assets, Sodexo, grant activity when the Foundation pays the vendor P-Card_WorksTraining_Oct2011

11. Workflow – Part 1 • Use the Card and get receipts • On-line confirmations, cash register slips • For phone orders ask for a written confirmation P-Card_WorksTraining_Oct2011

12. Workflow – Part 2 • Receive e-mail notice of transaction • Log on to Works and process the transaction on line • Should be done soon after receiving notification P-Card_WorksTraining_Oct2011

13. Workflow – Part 3 • RCFS processing in Works • Receipt • Comments • FOAP • Sign-Off P-Card_WorksTraining_Oct2011

14. Workflow – Part 4 • FOP defaulted to primary budget • AC defaulted to MCC • Change FOP & AC if necessary • AC 7013 default for generic MCC must be changed P-Card_WorksTraining_Oct2011

15. Workflow – Part 5 • Prior week’s transactions are posted each Wed. to the Banner budget • No Budget checks in the program P-Card_WorksTraining_Oct2011

16. Workflow – Part 6 • At month end: • Receive e-mail notice • Print out cardholder statement(s) • Attach receipts • Obtain Unit Manager signature • Send statement(s) and receipts to A/P P-Card_WorksTraining_Oct2011

17. Workflow – Part 7 • The College automatically pays BOA P-Card_WorksTraining_Oct2011

18. Workflow – Part 8 • Unprocessed transactions in Works will be deducted from next month’s credit availability P-Card_WorksTraining_Oct2011

19. Sales Tax & Disputes • NJ State Sales Tax • Use Tax Exempt Letter • Tax ID printed on card • Disputes • Resolve with merchant • Can dispute in Works P-Card_WorksTraining_Oct2011

20. Security • Keep card and card information in a secure location • Immediately report missing cards to Ramapo College Purchasing P-Card_WorksTraining_Oct2011