1

 

(For use in accordance with Purchasing Card Procedures Policy)

 

 

Purchasing Card Procedures

 

INSTRUCTIONS ON SIGNING­OFF ON TRANSACTIONS

IN

“

WORKS

”

PROGRAM

 

1.

Transactions are posted in Works approximately two days after a cardholder makes a

transaction.

2.

It is the cardholder/proxy/approver

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posted transactions by the Friday following the Friday of the week that the transaction

posted.

a.

For example: a cardholder makes a purchase on Thursday, June 15 and it posts

to Works on Saturday, June 17. This transaction will have to be coded and

approved by Friday, June 25.

b.

The end of a statement period would be handled differently. Every transaction

that posts on or before the 5

th

of any month will have to be coded and approved

by the 10

th

of the month. No exceptions.

3.

In Works:

a.

From the Homepage, click

Transaction

in the Type column (when the screen

refreshes, a list of all transactions ready to be reviewed will be in the top box).

b.

Chose the specific transaction that you wish to review by clicking on it.

c.

In the split view, the details for the highlighted transaction appear in the bottom

box.

d.

In the bottom box, the first tab, the

General Tab

, is where comments are added

(description of what was purchased, confirmation that a receipt was submitted,

note that items will be returned, etc) by clicking

Add Comment

at the bottom, left

of the screen

e.

Click on the

Allocation Tab.

 



 

Click

Add/Edit

(bottom left of screen).



 

Click

GL Assistant

(middle of screen).

---

2

 



 

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Code, choose yes or no as to whether or not the purchase was on State

Contract, and choose the correct Spend Monitor (if applicable).



 

Click

Finish.



 

Click

Okay.

 



 

Purchases may be allocated to (split between) more than one Account,

Object Code and or Spend Monitor. Please call for instructions.

f.

Click on the

Purchase Detail

tab.



 

If the items purchased are listed in detail, no further action is necessary.



 

If there is no purchase detail the cardholder/proxy must add a comment

on the General Tab, detailing the items purchased.



 

If the total Purchase exceeds $250, the receipt must be scanned and

submitted (via e­mail) to the P­Card Administrator or designee as

transactions are closed.

g.

Attach a Purchase Request to the transaction.



 

Click

Attach

(bottom right of the screen).



 

If no Purchase Requests appear in the box that opens, uncheck the box

S ly

.

 



 

Choose the appropriate Purchase Request by clicking on it.



 

Click

Attach.

 

h.

Sign off on transaction.



 

With completed transaction highlighted in the top box, click

Sign Off

 

(bottom right of the screen).



 

You may add a comment if you wish or click

Sign Off

again.



 

The transaction will disappear from your screen meaning that you have

successfully completed the process.