P ROCUREMENT C ARD
P ROGRAM
Cardholder and Budget
Manager Manual
New Hanover County Schools – Purchasing Department
June, 2016
CARDHOLDER AND BUDGET MANAGER MANUAL
EFFECTIVE JUNE, 2016
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INTRODUCTION
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This manual has been developed to assist cardholders and budget managers in managing
procurement card transactions in Works, the on-line management service provided by Bank
of America. The manual contains procedures for encumbering funds, managing available
balances and provides step by step instructions for signing off on transactions and
completing the monthly reconciliation process.
ESTABLISHING A PROCUREMENT CARD PURCHASE ORDER
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It is a requirement to encumber funds prior to making any purchases with the procurement
card. Purchases made without ensuring appropriate and sufficient funding is encumbered is
a disbursement violation.
1.
Prior to making purchases using the procurement card:
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Encumber funds to the correct budget code prior to using the procurement card for
purchases. Forward a requisition with P-Card as the vendor name to
[email protected]. Include all budgets in which you will make purchases. A
purchase order will be issued to encumber funds.
It is important to maintain all receipts and purchases to ensure you do not overspend
what is encumbered on your P-Card PO. Items purchased in which funds were not
encumbered to the correct budget prior to the purchase are a disbursement
violation per Board Policy and repeated violations will result in termination of your
procurement card privileges. In addition, employees may be held personally liable for
the total cost of disbursement violations.
If you need to add or decrease funds from your P-Card PO, submit a PO Amendment.
Assign a different number sequence to each amendment to track the processing of PO
amendments and to prevent duplicate amendments. Insert a minus in the field
provided for amendments for decreases. The PO Amendment is located on the
Purchasing website. Funds can only be increased for items not yet purchased, not for
transactions in which you have overspent.
(Most common object codes to encumber on P-Card Purchase Order)
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411-Instructional & Administrative Supplies
418-Computer Supplies (flash drives, mouse/mouse pad, e-books, keyboard, iPad
accessories)
459-Food Purchases & Food Related Items
451-Food Purchases (Pre-K)
312-Workshop/Staff Development
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CARDHOLDER AND BUDGET MANAGER MANUAL
EFFECTIVE JUNE, 2016
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332-Travel (follow guidelines in the Budget Manual published by Finance and posted
on the Finance website-meals while in travel mode are not allowed)
342-Postage
TRANSACTION LIMITS
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Do not exceed the transaction limit or monthly spending limit as indicated on your
Enrollment Form (currently $1,000 per transaction and $3,000 monthly). Do not divide
transactions to circumvent the established limits-if your needs at the time exceed the limits,
submit a requisition to Purchasing. A purchase order will be processed directly to the vendor.
RESTRICTIONS
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Procurement cards shall not be used for the following: (if you are not certain an item is an
allowable purchase, e-mail [email protected] to obtain clarification prior to making the
purchase.)
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Gifts & Gift Cards
Contractor Payment for Services
Identification
Cash Advances/Monthly Services/Telephone Calls/Recurring Charges for
Subscriptions, Services, etc.
Computers, Laptops, Ipads & Printers
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CARDHOLDER AND BUDGET MANAGER MANUAL
EFFECTIVE JUNE, 2016
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PLACING PROCUREMENT CARD ORDERS
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Once a vendor is designated and the vendor has confirmed the goods or materials are
available and meet the specification and delivery requirements, the cardholder shall:
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Request the cardholders name, telephone number and shipping address (school or
department location-no deliveries to home addresses) be included on the shipping
label
Request an e-mailed order confirmation number
Print order confirmation
If the vendor sends an invoice, do not pay, it is for informational purposes only
RECEIVING GOODS
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After the order has been received by the cardholder:
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Check the shipment for accuracy
Maintain the packing slip with the order confirmation
If there is a discrepancy with the order, missing items, duplicate items, damaged
items, etc., contact the vendor directly to resolve
MANAGING TRANSACTIONS AND MONTHLY RECONCILIATION
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The cardholder and budget manager responsibilities are outlined in the Procurement Card
Program Procedures. Each month, the cardholder and budget manager are responsible for
reconciliation of their procurement card account.
1.
Signing Off on Transactions
After a transaction posts, Works will send the cardholder or reconciler an e-mail
notification of pending transactions that require signing off.
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CARDHOLDER AND BUDGET MANAGER MANUAL
EFFECTIVE JUNE, 2016
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Transactions should be signed off as soon as notified but no later than 3-5 days after
the notification has been received. This will assist in maintaining the balance of the
total dollar amount of all charges, help manage the actual dollar amount left
encumbered on the P-Card PO to spend and prevent additional work at the end of the
month during the reconciliation process.
Each transaction will require the budget code, P-Card PO number and line number
during the sign off process and should be verified in the AS400 or Cook Spreadsheets
prior to signing off.
To verify P-Card PO number, line number, budget code and encumbrances in the
AS400, sign in to Sunpac, choose option 4 (Purchasing), choose option 21 (Vendor PO
Inquiry), tab to the second field (Enter Access Path) change V to P, press enter, enter
PO number, press enter, enter P-Card PO number at the bottom of the screen,
press enter, select PO, F5 to view PO lines, make sure to enter the line
number for each budget to view what is left encumbered.
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Log in to Works – http://www.bankofamerica.com/worksonline or the web address
provided in the notification e-mail
Recommended browsers (Works is not compatible with Google Chrome)
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Microsoft Internet Explorer 11
Mozilla Firefox 5 or higher
In the Action Items section, pending transactions display, click pending
Move the cursor to the transaction number and click the drop down arrow, click
allocate/edit GL01: 2 GL02: 5110 GL03: 061 GL04: 411 GL05: 304 GL06: 000 GL07:
00
Enter the PO number in the GL08 field
Enter the PO line number in the GL09 field
If the transaction is for travel, select the appropriate category from the drop down
arrow and enter details in the Note field (Ex. Vendor, name of person traveling,
dates, location, name of conference-Airline, Delta, Joe Smith, Hollywood CA, May 813, National Teachers Conference)
Click Save and Close
Click drop down arrow for transaction, click sign off (comments are not required),
click OK
Once you have completed the sign off, you will not be able to access the transaction
to make any changes. Make sure to verify you have entered the correct information
such as the budget code, PO number, PO line number and detailed travel
information if required.
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CARDHOLDER AND BUDGET MANAGER MANUAL
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2.
Monthly Reconciliation
At the end of each monthly billing cycle (last day of each month) and after all
transactions have been signed off, you will print the billing statement and create the
monthly p-card log to reconcile all of your transactions. After you create the monthly
p-card log, the balance on the log should match your statement balance.
A.
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Sign in to the Works application
Select Reports
Select Template Library
Select Billing Statement
Scroll to the Post Date and select the correct billing cycle month by choosing
Selected Month and clicking in the calendar (left side of screen) for the correct
month
Scroll to the bottom of the screen and select Submit Report
A green check mark will display once your report is available, click PDF
Save this as a file for your records
B.
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Create the Monthly Billing Statement
Create the P-Card Log
Sign in to the Works application
Select Reports
Click the drop down arrow in the Category field
Click Spend
Click the drop down arrow in the Template field
Select Choose from all Available Templates
Select Custom Credit Card Log-Reconcilers
Click OK
Scroll to Filter section and select correct card (if you reconcile for multiple
cardholders, you will need to create a separate report for each card): also make sure
the correct billing cycle is displayed in the post date, if not click Selected Month and
click the month for the report you need to create-Do not change any other
settings on this page
Scroll to the bottom of the screen and click Submit Report
A green check mark will display once your report is available, click Custom
Click the drop down arrow in the Save field
Choose Save As (it may be helpful to locate the file by changing the file name to the
month and cardholder name; it may also be helpful to create a folder specific to your
p-card and save your reports in this folder)
The report will save as a text file and will need to be converted to an excel workbook:
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Open Excel
Click Open Other Workbooks
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CARDHOLDER AND BUDGET MANAGER MANUAL
EFFECTIVE JUNE, 2016
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Click Computer
Change All Excel Files to All Files
Locate and open the text file
The Text Import Wizard displays, choose Delimited as the File Type, click Next
Select Tab and Comma, click Next
Select General as the Column Data Format
Click Finish
The report will now require formatting:
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Expand the Item GL Combination Column by double clicking
Select the header row, click to highlight, click wrap text (information in all columns
should be able to be viewed when printed; format to print landscape and make any
margin adjustments so that all information will print and can be viewed on 8 ½ x 11
paper)
Sort data by PO number and PO line number by selecting Data and Sort
Select GL: PO Number
Click Add Level and select GL: PO Line Number, click OK
Save file as an excel workbook
Verify the vendor charged 7% sales tax for each receipt. If the vendor did not charge
sales tax, New Hanover County Schools must pay the sales tax to the NC
Department of Revenue. Calculate 7% sales tax on the total cost of goods and
shipping only for those receipts in which the vendor did not charge sales tax. Enter
the amount of tax due to the NC Department of Revenue in the Tax Due DOR column
on the report.
Do not change or add columns to the report. Do not change the transaction amounts
in the Amount or Total columns.
C.
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Submitting the Monthly P-Card Log and Receipts
Submit the Monthly P-Card Log and Receipts by scanning the documents and emailing to [email protected] by the date due (an e-mail will be sent to remind
you to sign off on transactions and will contain a date in which the P-Card Logs and
Receipts are due; typically 3-5 days after the monthly billing cycle ends on the last
day of each month)
The Monthly P-Card Log must be signed by the cardholder and budget manager
Maintain copies of all Monthly P-Card Logs and Receipts on file for 3 years
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