Purchasing Card User Manual
Contents
1. Bankof America Z74 Merrill Lynch Works Purchasing Card User Manual October 2014 Purchasing Card User Manual Table of Contents lazos APP A 4 A Po A 4 What 13 PUEchasIne Card essa etico leia re een ee nee rere era eee ee re 4 MO DOES WA 6a E E E sted ci 4 Caraho der EPI TOS rta 4 School Department od PP A 5 Principal Department Head nurse 5 Pnance DEA RMN aria 5 PEG Fe me DED sirio O E cierren coser 6 What Forms Are Used And Where Are They ccccccssseccceessccccesececeeeccceesceceenseceseeeceseeneceesensecessenecesseeceesensesetes 6 Forme A PP II cde teed setenv oe 6 Where to FING the FORMS irsixieccnutesasveauiiesienvventavanuuesoninetnsvonsiiesunceniansbiunetievsohussiivsdeiedsuviesuiicinteledialasiulcehuesienvesrormboeiesss 6 General GUC GNI SS caceria cian VEE E P EE E E 6 Caramelo er ECU sea 6 CaranolaerLia DI anciano E ao obte iii ee ero eee 6 L st or Stolen Purchasing Cards suse 7 Terminationor Transter OF Cardholder msi E 7 Limita tioBs on Useof Purchasing Calas stoo 7 PENARE MIES seis 7 Prohibited Use ofthe Purchasing Card ets 7 MIO OS E E EEA EEE goto ci E E EE EEE EE AEE E E E EEE 8 OVEM NE COUNTEr PUPCHASES viral 8 SGIGS e tert naboboadlatinonechdeecooasaneecuchcenatealutee antes 8 TESVOL atari 9 an o E E E O EE 9 USA A PPP PPP PP e o A 10 LO o A PU TE O O RI E aieaensasaniens 10 A iesuaaw nee E E A E E EO A A E E 10 1 Page Reimbursing District for Internal Account ChargesS2. in dispute when one of the following situations occur e lf an item purchased with the purchasing card is found defective it is your responsibility to return the item to the supplier for replacement or to receive a credit If the supplier refuses to replace the item or issue a credit then the purchase is considered to be in dispute e lf the amount for an item purchased appears to be incorrect or duplicated it is your responsibility to contact the supplier to verify all information and to confirm that a duplicate shipment did not occur If resolution cannot be made with the supplier then the purchase is considered to be in dispute All disputed items must be reported to the Purchasing Department Send an email and attach all supporting documentation Purchasing will contact the vendor and or the financial institution and notify you of the action taken Disputes must be resolved with the financial institution with 60 days or you will be responsible for the charge Lost Receipts If a receipt is lost the cardholder is responsible for requesting a duplicate from the vendor If unsuccessful in obtaining a duplicate receipt the cardholder must prepare a signed statement indicating the item s purchased the date of purchase and the merchant name Continued incidents of missing receipts may result in the cancellation of the card and the employee may be required to make payment for the transaction s Payment Procedures The cut
3. oO ai O a o ts J m J om o Joa a5 59 85 Qi i er page J lt Page 1 TXN00001012 0 Selected 0 items 10 x per pag y age 3 Selected 10 items Cancel Retry Automatch Mass Allocate Add to Expense Report ttach Print i Sign Off H a Ln 9 cv Oo 2 Enter an Expense Report Name to be applied to the expense report and a Description optional Only click on the Sign off on report and all expense report documents if all the transactions for the expense report have been added Click on OK 37 Page Add to Expense Report Add expense documents to New Expense Report y Expense Report Name Summer Confer Description Orlando E Sign off on report and all expense report documents 2 3 Aconfirmation message appears Home Expenses Reports Expenses gt Transactions gt Accountholder Ei Added 3 of 3 transactions to expense report View Details 4 The transaction can be accessed either through the Expense Report or the regular Transactions Home Expenses Reports Action tems Action Acting As Count Type Sign Off Accountholder 1 Expense Report Pending Sign Off Accountholder 10 Transaction Pending 2 items Show per page I lt lt Page ot1 bi Accessing Expense Report Information The user who created the expense report can access the report and view the transactions contained in it regardless of th
4. 07 20 2014 Vendor Name POSTAGE STAMPS CO MCC 9402 POSTAGE STAMPS A Transaction Allocation amp Detail Dis pute a Receipts H Upload Date Receipt Date File Kame FE CC 0 Selected 0 items Add YF erro Visw POF l New Receipt Stored Receipt 23 Page 3 On the Add Receipt screen click on the Browse button to find the scanned file Add Receipt Works supports files in the pdf png jpg gif and jpeg format that are 1 MB or less File to Add Receipt Date 4 Choose the appropriate file The Receipt Date and Description fields are optional Click on the OK button 5 The document will now show on the Receipts tab with an upload date file name and file size TXN00001004 Purchase Amount 620 91 Post Date 07 22 2014 Vendor Name POSTAGE STAMPS CO MCC 9402 POSTAGE STAMPS i Transaction Allocation amp Detail Dispute 4 Receipts E Upload Date Receipt Date File Name File Size IS mu 08 21 2014 Document 1 9 KB 1 Selected 1 item 1 9 KB show pei Tels 6 Click on the Save button at the bottom right corner of the screen 24 Page Signing Off on a Transaction 1 The final step in processing a transaction is to sign off on it NOTE Once a transaction has been signed off no changes can be made to it without Finance Flagging the transaction To sign off click on the Actions link on right side of the blue bar midway on the screen and choose Sign Off
5. 4 Aconfirmation screen will appear Click on Close 100141456409 Receipts E Added 1 receipt x Upload Date Receipt Date File Name File Size Description Document ID 08 22 2014 viewReceipts 1 5 7 KB TXN00001001 1 Selected 1 item 5 7 KB Show per page I lt lt Page of1 gt DI a Ve 5 The Uploaded Receipt column will now have a Yes in it for that transaction 36 Page Reports Monthly Statements A billing statement report will be scheduled to run two business days after the billing cycle When you login to WORKS you will see a report to be run and printed in your Action Items This is to be reviewed and signed by the principal department head and kept on site All original documents eg receipts and monthly billing statements remain at the school department and must be made available at time of audit After the audit is completed refer to the General Records Schedule which can be found on the District s Archives and Records website for record retention Creating Expense Reports Grouping Transactions Expense Reports are containers that allow you to group transactions to efficiently organize your documents and perform a single task on all documents in the report at one time You can view and print the expense categories of the documents the sum and the dates of documents in the expense report For example if several employees from your school department attended a confere
6. Maintain original receipts and supporting documentation in accordance with State of Florida General Records Schedule GS1 SL for State and Local Government Agencies Internal Account Bookkeepers Only reimburse the District by the 10 of the following month for purchases made on the internal account purchasing cards Comply with all purchasing and purchasing card policies and procedures Principal Department Head Ensure that purchasing cards are properly safeguarded Request purchasing cards for designated employees from Purchasing Set individual spending limits within established guidelines Designate the school department bookkeeper Collect cards from terminated or transferred employees Notify the Purchasing Department of terminated cards and return the card cut in half to Purchasing Notify the Purchasing Department of any lost or stolen cards or any inappropriate or disputed charges Ensure availability of funds and proper GL accounts Review approve and sign the monthly statement authorizing charges Resolve any questionable purchases with the individual responsible Has the authority to revoke an individual s privilege to use a purchasing card if the individual has violated the School District of Volusia County s policies and procedures for purchasing card use Comply with all purchasing and purchasing card policies and procedures Finance Department Review charges for validity and appropriateness Flag any transactions that need ad
7. 24 wnrlec Merrill Lynch Works Initial Security Check Please enter your email address or Log 2 Click OK The Initial Password screen displays which allows you to create a password select three security validation questions and enter the answers to those questions to provide additional security for your account 12 Page Home Expenses Reports Initial Password Setup Please enter your desired password twice Note that passwords are case sensitive New Password Confirm Password Please select three security validation questions and enter your answer for each question This information will be used to verify your identity Question 1 What is your favorite sport or hobby Answer 1 2 Confirm 1 Question 2 Which city was your youngest brother born i Answer 2 Confirm 2 Question 3 Who was your first babysitter Answer 3 aunir 3 3 Enter a password in New Password The minimum password length is eight characters and the password must contain at least one alpha and one numeric character Passwords are case sensitive New passwords cannot match the eight previous passwords 4 Enter the same password in Confirm Password 5 Select a question from Question 1 drop down menu 6 Enter an answer in Answer 1 for the security question selected Answers to security questions are not case sensitive 7 Enter the answer again in Confirm 1 8 Continue to select and answer tw
8. Bankof America Merrill Lynch Works i F Home Expenses Reports Volusia County Budget Demo Expenses gt Transactions gt Transaction Detail Ei Added receipt E TXN00001004 gt e Amount 620 91 USD Actions v Purchase Amount 620 91 Allocation Variance 0 00 L Sign Off Y Post Date 07 22 2014 Comp Val Auth Y x v Retry Automatch Sign Off History None G dispute EJ Add to Expense Report A Attach to Purchase Request Vendor Name POSTAGE STAMPS CO MCC 9402 POSTAGE STAMPS amp Print A Transaction Allocation amp Detail Dispute x Receipts Clear Filtere Comments are optional however this is a good place to enter a comment you would like to send Finance regarding the transaction For example it the vendor erroneously charged sales tax and is issuing a credit you may want to alert Finance to this by entering a brief comment here Click on OK A message should appear at the top of the screen saying that Signed off 1 transaction as show below Bankof America ee Wo rks Merrill Lynch Home EXpenses Reports A Signed off 1 transaction View Details TAN00001004 4 Ifa Failed to sign off 1 transaction message appears click on the View Details link to see why BankofAmerica Z Warke Merrill Lynch Works Home Expenses Reports Expenses gt Transactions gt Accountholder N Failed to sign off 1 transaction View Details ho 25 Page 5 Once a transaction has been
9. Help icon to access online help regarding functions and features for a specific screen o Y Contact Us Click the Contact Us icon to access telephone and email information for Program Administrator Support Services and Customer Service at Bank of America Breadcrumb Trail When you navigate to other areas of Works by clicking the main menu tabs that display across the top of the page a breadcrumb trail displays A breadcrumb trail shows the series of options you selected to arrive at the information displayed on the screen It displays on every screen as you move throughout Works Bankof America Z Warke Merrill Lynch Works Home Expenses Reports Expenses gt Transactions gt Accountholder Transactions Accountholder Signed Off Flagged All gt gt Pending Sign Off Accessing Works Training Guides and Videos To access Work s User Guides and additional reference materials click the Training Guides link that displays at the bottom of every screen in Works To access training videos click the Training Videos link that displays at the bottom of every screen Home Expenses Reports amp Action Items Action Acting As Count Type Current Status Sign Off Accountholder 12 Transaction Pending 1 item Show per page 19 lt Page of i gt DL amp Accounts Dashboard In Scope Account of Credit Account Name 1D Credit Limit Current Balance Available Credit Limit Used 1 item Show per page 19 lt Page o
10. Line ME Transaction number Custom Field 1 IEA Custom Field 2 380 HUMAN RESOU Custom Field 3 poo Custom Field 4 9999 Custom Field 5 Custom Field 6 Custom Field 7 Custom Field 8 Custom Field 9 Custom Field 10 Ready 9 Basically the information loaded in the invoice should give you enough detail to determine what the transaction was for posted date org last 4 digits of card number vendor name and transaction number However if more detail is needed the transaction can be easily viewed in WORKS by referring to the transaction number supplied in Custom Field 1 40 Page Transactions Purchased with Internal Accounts Transactions are loaded into SmartStream daily as invoices 1 2 3 10 11 12 All internal account purchases default to the following account 110 7300 511 ORG 101 0009 The vendor is BANKOFAMER and the vendor location is 003 The invoice number consists of the combination of transaction posted date YYYYMMDD the school department number followed by the last four digits of the card number The invoice date is the date the invoice was created In the detail section of the invoice line with the account coding if you scroll to the right you will see the vendor name in the Description field To view more details on the transaction right mouse click and choose Line Custom Fields as shown below WE Activity Windows i ni l EA File Edit Options Se
11. The Bank of America Merrill Lynch purchasing card offers an enhanced security against counterfeiting or cloning The Chip and PIN card has a computer chip embedded in the card containing information usually stored in the card s magnetic strip A personal identification number PIN is required by the cardholder at the time of purchase as an added security measure Each cardholder is mailed a PIN by Bankcard Center For site cards see the school department s bookkeeper for the PIN Not all vendors have the updated technology to process these cards so you may or may not be asked for a PIN If a receipt is lost request a duplicate from the vendor If unsuccessful in obtaining a duplicate receipt prepare a signed statement explaining the reason for the missing receipt along with a detailed description of the transaction including vendor name description of the item s purchased the date of purchase quantity unit price and total amount of transaction Sales Tax The School District of Volusia County s purchases are generally exempt from State sales tax In order to make tax free purchases the School District of Volusia County Consumers Certificate of Exemption should be furnished to the vendor at the time of purchase The applicable tax exemption number is printed on the purchasing card Cards will be re issued periodically to reflect exemption number changes The vendor may require a copy of the certificate which is available on the Dis
12. allocated to a GL account a receipt attached and signed off it is automatically moved to the Signed Off tab and is ready for Finance s approval The Transaction Accountholder screen shows the summary information at a glance for all Signed off transactions including the account allocated and if the receipt is uploaded Home Expenses Reports Expenses gt Transactions gt Accountholder Volusia County Budget Demo Transactions Accountholder Pending Sign Off i E ged All Clear Filters Columns w a Account Date Purchase Amount Uploaded Document 1D Sign Off Date Posted Purchased Primary Accountholder Amount Vendor Allocation Allocated Receipt E 7 TXN00001004 4444 AH APR 07 22 2014 07 22 2014 Accountholder Name 620 91 POSTAGE STAMPS CO 11073005119991010000 620 91 Yes 6 Transactions that are Flagged by Finance appear in the Flagged tab These are transactions that have been marked by Finance requiring further attention by you Emails will not be sent when a transaction is flagged by Finance Therefore it is important to check in your dashboard to see if you have any transactions that have been flagged You will need to go into the transaction and read the comment made by the approver Once the transaction has been corrected you will need to save and sign off again 7 Transactions that have been approved by Finance will remain in the Signed Off tab but will have an ACT in the Sign Off line meaning that it h
13. back orders e Ensure sufficient funds are available prior to making a charge on the purchasing card e Collect sales receipts and turn them into your school department s bookkeeper e fa receipt is lost request a duplicate from the vendor If unsuccessful in obtaining a duplicate receipt prepare a signed statement explaining the reason for the missing receipt along with a detailed 4 Page description of the transaction including vendor name description of the item s purchased the date of purchase quantity unit price and total amount of transaction Comply with all purchasing and purchasing card policies and procedures School Department Bookkeeper Properly safeguard site purchasing cards and check cards in out Ensure availability of funds in GL accounts Review attach a receipt allocate to a GL account and sign off each transaction made on the purchasing cards that are assigned to you Process on line billing statements by the 10 of the following month Review monthly billing statements for validity and appropriateness of all transactions Ensure that no sales tax is charged except when required for certain types of purchases or no back orders Notify the Purchasing Department of any changes needed to spending limitsReview monthly charges with principal department head Handle disputed charges directly with the vendor and notify Purchasing Report any charges that appear to be inappropriate to the principal department head
14. card since the school department is responsible for all costs associated with a lost or stolen card Disciplinary action may be taken in the event that the Purchasing Department and the bank are not notified Termination or Transfer of Cardholder The principal department head or designee MUST collect the purchasing card from any terminated or transferred employees Purchasing should be notified by email to cancel the card immediately The card must be cut in half and returned with a completed Cardholder Maintenance form to the Purchasing Department for cancellation In the event the principal department head is unable to collect the purchasing card when an employee terminates the Purchasing Department must be immediately notified to cancel the card A completed Cardholder Maintenance form must still be completed and sent to the Purchasing Department Limitations on Use of Purchasing Card The purchasing card is to be used for School Board of Volusia County authorized purchases ONLY The purchasing card cannot be used for any personal use or any such use will require immediate reimbursement and may result in disciplinary action All credits for returned or defective merchandise must be in the form of a credit against the purchasing card No cash refunds gift cards certificates or store credits are permitted No purchases are to be delivered to an address other than your school department s address Spending Limits The principal department he
15. create a bookmark favorite in your browser to quickly access Works in the future Logging In To access WORKS open your internet browser and enter the web address https payment2 Works com Works as shown Works Login GO Initial use of the web address e https payment2 works com works gt A am a A E a The first time you use the web address above the Login to Works screen requests and email address Subsequent logins will not require you to enter an email address Login to Works Email Login Name Password Forgot your password Need more help Please contact your Program Administrator for assistance 1 Enter your Volusia County School s email in the Email field 2 Enter your Login Name and Password in the appropriate field For example your Login Name for internal accounts may include IA after your VCS username 14 Page 3 Click Login The Works homepage appears Logging Out Users may log out of Works from any screen in the application after clicking on the Log Out link in the upper right corner of any screen as shown below a elcome Bertie Trawick Log Ou kp Bankof America Z Works Wel rt k Log Out Merrill Lynch AA PR Home Expenses Accounts Reports Accounting Administration Security Timeout Works is designed to time out if the application is open but not active for 15 minutes This is known as a se
16. digits of card number vendor name and transaction number However if more detail is needed the transaction can be easily viewed in WORKS by referring to the transaction number supplied in Custom Field 1 42 Page
17. employees e Any additional goods and or services specifically restricted by the Purchasing Department Violations Any abuse or misuse of the purchasing card or these procedures may result in card privileges being revoked The Director of Purchasing has the authority to revoke a purchasing card if district guidelines are repeatedly violated Examples of some violations are e Purchases of items referenced under the Prohibited Use of the Purchasing Card section e Failure to submit proper documentation and or receipts in a timely manner for prompt payment to the financial institution e Splitting purchases to circumvent single transaction limits e Failure to report a lost or stolen purchasing card in accordance with these procedures e Accepting cash or cash equivalents for returned merchandise Over the Counter Purchases The purchasing card may be used at any store or business that accepts VISA When a purchase is made the cardholder must obtain a sales receipt with the supplier s name and identification a detailed description of the item s purchased unit cost date and total amount of the purchase Ensure that no sales tax is charged except when required for certain types of purchases For your convenience the sales tax exemption number is printed on the card Verify the accuracy of the sales receipt prior to leaving the store Turnin receipts and any other supporting documentation to the school department s bookkeeper
18. money already spent this month e Available Credit Credit Limit minus the Current Balance The Available Credit amount calculates only posted transactions e of Credit Limit Used the percent of an account s credit limit that has currently posted to Works To view information on an individual account click on the desired Account ID and then select View Full Details The Account Summary screen has three tabs for detailed information on the account Spend Control Profile Account and Accountholders Alerts Alerts may display when account credit limit thresholds have been exceeded or to notify you of password expirations Password expiration alerts contain a Change It Now link to access the Change Password screen in one click My Announcements The Finance and Purchasing Departments may use the My Announcements section as a communication tool to publish news or comments about the card program You can review these announcements quickly from your home page Announcements remain posted until removed by the District or upon expiration and display the date time and name of the Administrator who posted the announcements When a user logs in to Works the Home page displays all announcements created or updated since the user s last login 16 Page Navigating Works Navigation Bar The Navigation Bar allows you to navigate to different elements in Works The options you can access differ depending on your security For example a user wi
19. off by Accountholder o APR Signed off by Approver this is automatic o ACT Signed off by Accountant Finance Department e Date Posted Date the transaction posted to the bank and is liable for payment There is usually a delay approximately 24 hours between when the transaction is posted to the bank and when it is posted to Works e Date Purchased The date on which the goods or services were purchased e Primary Accountholder The name of the person responsible for processing transactions that were purchased using the cards listed under your Accounts Dashboard on the Home page e Purchase Amount Amount of the goods or services purchased e Vendor The merchant from which the goods or services were purchased e Allocation The GL account that will be charged for the transaction Works automatically assigns the school department organization number but the remaining GL account must be assigned e Amount Allocated The amount allocated to the GL account The purchase amount may be split between more than one GL accounts e Uploaded Receipt Field indicating whether or not a receipt has been attached to the transaction It will either be Yes or No 20 Page To begin processing the transactions click on the transaction number TXNHHHHHHHH and choose View Full Details Transactions Accountholder gt Pending Sign Off Signed Off Flagged All Date Date Posted Purchas
20. to divide a transaction is by duplicating the transaction line 1 Select the desired transaction see section on Reviewing Transactions and choose View Full Details On the Allocation Detail tab select the check box next to the row to duplicate click on the Duplicate button and choose the desired number of lines TXN00001010 Source Amount 464 58 USD Actions v Purchase Amount 454 58 Allocation Variance 0 00 Post Date 07 22 2014 Comp Val Auth Y x Vendor Name POSTAGE STAMPS CO Sign Off History None MCC 9402 POSTAGE STAMPS ATransaction X Allocation amp Detail Dispute Receipts Allocation Purchase Amount 464 58 Allocation Total 464 58 100 Variance 0 00 Value j O y Description GLO1 FND GLO2 FNCT GLO3 OBJ GLO4 ORG GLOS UNT GLO6 PROJ 432 06 POSTAGE STAMPS CO Purchase 110 7500 514 312 101 0000 T 1 Selected 1 item Remove Ada y Duplicate clear GL 2 Reference amp Tax BOSS 432 06 32 52 0 00 32720 E Adjust Amount pales Tax Included _ 2 The first line will be completely duplicated including the description Choose how you want the transactions divided either by amount or percentage by using the drop down box in the Value column Enter the amount or percentage to be distributed on each line as well as the GL accounts to be charged Click the Save button when fin
21. You can divide a transaction either by amount or percentage by using the drop down box in the Value column TXN00001007 Purchase Amount 528 41 Allocation Variance 0 00 Post Date 07 22 2014 Comp Val Auth Y x Vendor Name POSTAGE STAMPS CO Sign Off History None MCC 9402 POSTAGE STAMPS ATransaction Allocation amp Detail Dispute Receipts Purchase Amount 528 41 POSTAGE STAMPS CO Purchase O O00000 oo S OS 3 Enter the amount or percentage to be distributed on each line as well as the GL accounts to be charged The Description must be manually entered in the added lines Click the Save button when finished TXN00001007 Source Amount 528 41 USD Actions v Purchase Amount 528 41 Allocation Variance 0 00 Post Date 07 22 2014 Comp Val Auth Y x Vendor Name POSTAGE STAMPS CO Sign Off History None MCC 9402 POSTAGE STAMPS come 4 Allocation amp Detail Dispute Receipts Purchase Amount 528 41 Allocation Total 528 41 100 Variance 0 00 nn A T POSTAGE STAMPS CO Purchase 110 7500S o ee oo o ooo 50 POSTAGE STAMPS CO Purchase 110 7500 511 11316 1401 0000 E Reference amp Tax A sea Shipping ZIP Sales Tax Included iel 491 43 36 98 0 00 32720 Adjust Amount Transaction Detail 9402 POSTAGE STAMPS ke 27 Page Duplicating a Transaction Line Another way
22. ad will set a single purchase limit and a monthly spending limit when requesting a purchasing card for an employee Purchasing guidelines set the recommended maximum limit at 1 000 for a single purchase and 10 000 for a monthly spend The guidelines allow for increases above the recommended maximum limits to accommodate special purchases that otherwise do not violate School Bard purchasing policies A purchase may be made of multiple items but the invoice total cannot exceed the cardholder s single purchase limit Transactions shall not be split to circumvent the singe transaction limit Prohibited Use of the Purchasing Card The following types of purchases are prohibited e Fixed Assets computers furniture equipment etc with a cost over 750 In case of emergency an email must be sent to the Budget Department Inventory Specialist explaining the purchase A copy of the email must be attached to the transaction along with the receipt e Departments cannot charge to a capital outlay object 6XX from their discretionary budget project 0000 without authorization from the Budget Department e Personal purchases e Gasoline or other fuel except when used for rental cars or vehicles or equipment owned by the School District of Volusia County e Food for employees incurred during travel Food for classroom use or for students during field trips athletic or scholastic events is permitted 7 Page e Cash advances e Gift cards for
23. as been signed off approved by the Accountant Finance Bankof America F u s Merrill Lynch Works Home Expenses Reports Expenses gt Transactions gt Accountholder Transactions Accountholder gt Pending Sign Off Signed Off Flagged All E Account Date Purchase Document ID Sign Off Date Posted Purchased Primary Accountholder Amount e APR ho TXNOO001004 4444 AH APR ACT 0722207 07 22 2014 Accountholder Name 620 91 Dividing a Transaction Dividing a transaction must be done before you sign off on the transaction If you have already signed off on a transaction that needs to be divided the Finance Department must perform the task 1 Select the desired transaction see section on Reviewing Transactions and choose View Full Details On the Allocation amp Detail tab click on the Add button at the bottom of the screen Choose the number of lines desired 26 Page TXN00001007 Source Amount 528 41 USD Actid Purchase Amount 523 41 Allocation Variance 0 00 Post Date 07 22 2014 Comp Val Auth Y x Vendor Name POSTAGE STAMPS CO Sign Off History None MCC 9402 POSTAGE STAMPS Ur Fallocation amp Detail Dispute Receipts Purchase Amount 523 41 Allocation Total 528 41 100 Variance 0 00 SS a E ES IS ivi x 49143 POSTAGE STAMPS CO Purchase Po Ple Sales Tax Included 491 43 36 98 0 00 32720 7 lines X Adjust Amount 2
24. cccoocccnconocnnnonaconnnnononnnonaconnonanonnonononnnnnnonnnonaronnonononnnnnanonnnnos 11 Request tori NewPUrchasINS Cards sn it los Ed cano 11 Annual AVentOry Of Cars a did 11 MVC RO CIC TION CO WORST ras 12 OVERVIEW Of VV OFKS ADPIC CON datan 12 Accessing Works ADDIICATION aise his aie ee A A 12 SN 12 PIN cs E ROO 14 OPENS DUES alias 15 SECUACES 15 Forgotten Login Name or Password aii 15 NV ORK G3 OMAP a O ara ccao coa 15 A UR gig ls eee paneer meer ame eee eh ong sane E Hen Ce SNe er ae S Ce eee Rune See TaN emeee nT eee 16 ACCOUNTS DAS ADOT ini iaa 16 NO a E EA E E aaneeainemaurcraceeinwacenantet ace 16 IVI AIO UIC CITING IANS anaa iS 16 IVA UNIV AAA A E E S 17 Ma VIC ACO Morante ci s 17 BOO ING occas haces nes lcd ac tates Meee tien bec Sse ceed estate oa 17 Breadcrumb Tal ia 18 Accessing Works Training Guides and Videos cccoocccnnonoccnncnnncnnnnnaconnnnnacononononnnonaronnonanonnonononnnnnnrrnnonanonnnonasos 18 Process ne Ion aC UON Sada SS 19 OV SVIE Warne a a T 19 REVIEWING IransactiohNS paiero iinta aa e a a a 19 Allocating Transactions to a GL Account uni is 21 Attaching Rec ON 23 SISMINE OO Trans acond 25 DivIdinea Dransacio Ny taaan a 26 Duplicatinesa Trons acuoso nanos 28 Mass Allocating Trans aCUON Si A ic 29 DISPputinea TE aMSACHION ua ld 29 other Userul FUNCIONS eiii 31 2 Page Storing Receipt Images for Processing Later ccccccssecccsecccesecccecceeecsceecseeuecsceueeeeeneeeeeesseeuaceseuecensu
25. curity timeout If Works performs a security timeout you are prompted to enter your login information to re access Works Your last action in Works will be saved and accessible after you enter your login information A user is allowed six attempts within a five minute time frame to log into Works before he she is locked out This lockout remains in effect for 30 minutes After 30 minutes the user can attempt to log in again Forgotten Login Name or Password Login Names are usually your VCS Network Username unless your VCS Network Username is less than 6 characters A 1 is usually added at the end of the VCS Network Username for those that are only five characters long If you unable determine your Login Name contact the Finance Department via email and request a new Login Name Finance will send an automated email containing the Login Name If you forgot your password click the appropriate link on the Login page Login to Works Email Login Name Password Need more help Please contact your Program Administrator for assistance The Forgot Your Password screen displays and prompts you to enter your Login Name After entering your Login Name and clicking Submit Works sends you an email with instructions on how to create a new password However you must know the answers to your security validation questions to create a new password Security validation answers and usernames are not case sensitive However passwords are Cas
26. d must select the spending limits in which the cardholder site card is authorized to charge Select a single transaction amount total dollar amount of each swipe of the card and a monthly credit amount total dollar amount available each month The Purchasing Department coordinates the issuance of all purchasing cards with the financial institution Prior to receiving the district purchasing card the cardholder is required to sign a School District of Volusia County Purchasing Cardholder Agreement Form accepting responsibility for the card The form is retained in Purchasing Principals department heads will sign for all site cards issued at their request for their school department Annual Inventory of Cards Once a year the Purchasing Department will provide a list to each school principal and department head of all purchasing cards that have been issued to their school department The principal department head will conduct a physical inventory to assure that all of the cards assigned to their school department are in their possession After verifying each card the principal department head will sign the bottom of the Annual Card Inventory form acknowledging that all cards issued have been accounted for This document is to be returned to the Purchasing Department for audit documentation 11 Page Introduction to WORKS Overview of Works Application WORKS is a web based application that enables the school district to make payments wit
27. dit card issued by Bank of America Merrill Lynch to individuals or to schools departments site cards It allows schools departments the flexibility to purchase goods and or services directly from any vendor without issuing a district or internal accounts purchase order Cards are managed via a web based application that provides real time purchasing card administration post purchase approval workflow and integration with the District s accounting software Certain authorization controls may be adjusted periodically as needed and may include the following e Single transaction limit e Monthly credit limit e Approved merchant category codes The Bank of America Merrill Lynch purchasing card offers an enhanced security against counterfeiting or cloning The Chip and PIN card has a computer chip embedded in the card containing information usually stored in the card s magnetic strip A personal identification number PIN is required by the cardholder at the time of purchase as an added security measure Each cardholder is mailed a PIN by Bankcard Center For site cards see the school department s bookkeeper for the PIN Not all vendors have the updated technology to process these cards so you may or may not be asked for a PIN Who Does What Cardholder Employee e Properly safeguard the purchasing card e Order receive goods and or services e Ensure that no sales tax is charged except when required for certain types of purchases or no
28. ditional attention from the cardholder or bookkeeper Confirm that all charges have a receipt attached are allocated to the proper GL account and are signed off by the school department bookkeeper Notify the principal department head of any inappropriate charges Monitor bookkeepers on line activity to ensure timely payment to the financial institution 5 Page e Pay financial institution for all monthly charges from consolidated statements county and internal accounts e Ensure that schools have reimbursed the District by the 10 of the following month for purchases made on the internal account purchasing cards e Process accounting data e Initiate training program for all schools department bookkeepers e Incollaboration with the Purchasing Department maintain policies and procedures manuals Purchasing Department e Coordinate the issuance maintenance and cancellation of purchasing cards e Initiate training program for all cardholders and principals department heads e Notify the financial institution of any billing disputes and participate in the resolution e Coordinate and maintain internal controls e Pursue supplier discount opportunities e Conduct semi annual inventory of purchasing cards e In collaboration with the Finance Department maintain policies and procedures manual What Forms Are Used And Where Are They Forms Used e Request for New Purchasing Card e Purchasing Cardholder Agreement e Site Cardholder Agree
29. e sensitive Works Home Page The Works Home page includes Action Items 1 Accounts Dashboard 2 Alerts 3 and My Announcements 4 Action Items list tasks assigned to you Accounts Dashboard lists the accounts you are authorized to use Alerts and My Announcements contain messages or announcements from the Program Administrator 15 Page Home Expense Ao nts Reports Accounting Administration Volusia Schools Count Action items 4 Alerts No alerts at this Action Acting As Count Type Current Status My Announcements No announcements at this 2 items Show 10 per page UJ J Page 1 of 1b Bi amp Accounts Dashboard Account Portfolio In Scope Corporate v of Credit Account Name 1D Credit Limit Current Balance Available Credit Limit Used Action Items Action Items contain items that need attention such as a transaction that requires you to attach a receipt allocate to a GL account and sign off To perform the task click on the Pending link in the Current Status column Accounts Dashboard The Accounts Dashboard lists the cards accounts you are authorized to use The Account ID is the last four digits of the card number Summary information for each card account includes the Credit Limit Current Balance Available Credit and the of Credit Limit Used e Credit Limit the total spend allowed on the account during the month e Current Balance amount of
30. e transaction status Pending Sign Off Signed Off To view the contents of an expense report do the following 1 From Home click on the Expenses tab and choose Expense Reports Bankof America HF n Merrill Lynch Works Home perses AA Reports Transactions Expense Reports ke purchase Requests A Receipts Acting As Count T 38 Page 2 Click on the desired expense report s name and choose View Full Details from the drop down menu that appears Home Expenses Reports Expenses gt Expense Reports gt Owner Expense Reports Owner gt gt Pending Sign Off Signed Off All e Expense Report Name Created Date a wiew Full Details sign Off sain Manage Receipts 2 print The Expense Report Details screen appears with all the transactions associated with the report To print this report click on the Actions link on right side of the blue bar midway on the screen and choose Print A report containing the detailed information on the screen as well as totals will print Viewing Transactions in SmartStream Transactions Purchased with County Budget Transactions are loaded into SmartStream daily as invoices 1 2 The vendor is BANKOFAMER and the vendor location is 001 The invoice number consists of the combination of transaction posted date YYYYMMDD the school department number followed by the last four digits of the card number The invoice date is the date the invoice was created In
31. ears Home Expenses Reports Expenses gt Receipts Es Removed 1 receipt from receipt store View Details Attaching Stored Receipt Images to Transactions Receipt images that were stored for processing later can be attached to transaction by doing the following 1 Either go to the Receipts tab using the View Full Details option as discussed in Attaching a Receipt to a Transaction OR choose Manage Receipts directly from the drop down menu 35 Page Home Expenses gt Transactions gt Accountholder Transactions Accountholder Expenses Reports Date Date Posted Purchased E al D7IZ212014 07 22 2014 o7222014 07 22 2014 F O7IZ2 2014 07 22 2014 O7IZ2 2014 07 22 2014 EI View Full Details E O7IZ2 2014 07 22 2014 Retry Automatch E D7IZ212014 07 22 2014 Add to Expense Repor al OTIZ2 2014 07 22 2014 Manage Receipts F i aes OTIZ2 2014 07 22 2014 F 07 22 2014 07 22 2014 2 Click on the Add button and choose Stored Receipt 100141456409 Receipts Mo data available in table 0 Selected LO tens Show per page Id lt Page of 0 gt pl View PDF El New Receipt El Stored Receipt 3 On the Select Receipts screen select the check box next to each receipt image to be attached Click on the Attach button Select Receipts Upload Date File Name Receipt Date Description Ed receipt Show per page Id lt lt Page of 1 E El View PDF If Close
32. ecetensss 31 VIEWING Stored RECCIDE lacas N iria Wee bacco 32 REMOVING stored RECEIDEIMACES necie neues ai n 33 Attaching Stored Receipt Images to TranSactiOns cccccccssseccccsseccccensececsesececseecceeeesecessusecesseeceesensesesseneees 35 RED OMS xiacuciiunied otectinenceautaedad E N eautnnuehawtandags densesunial A 37 Monthly Statement io 37 Creating Expense Reports Grouping TransactiOnNS ccccooocccnnnconnnccnnnnnnaninnnnnonanonnnnnonanonnnnononaronnnonanannnnnonaninos 37 Accessing Expense Report INTOrMmation ins As 38 VieWine Transactions m SmartStream ia 39 Transactions Purchased with County Bud stud 39 Transactions Purchased with Internal ACCOUNTS ssssssesssessssssseereesssssseereessssssserreesssssserreesssssseereesssssseereees 41 3 Page Introduction The Volusia County Schools VCS Purchasing Card Program is designed to efficiently purchase goods and or services from any vendor that accepts the VISA credit card Purpose To provide guidance on the proper use of the VCS Purchasing Card as an efficient supplement to purchase orders and to ensure that all charges made with the purchasing card are done so in accordance with school board policy and are for authorized district use only Policies and procedures apply to all employees authorized to use either a district or internal accounts purchasing card individual cards and or site cards What is a Purchasing Card The purchasing card is a VISA cre
33. ed Sign Off F none 07 22 2014 07 22 2014 none 0722 2014 07 22 2014 none 07 22 2014 07 22 2014 y E none 07 22 2014 07 22 2014 none 0722 2014 07 22 2014 G Dispute El P none 07 22 2014 07 22 2014 v_ Retry Automatch none 07 22 2014 07 22 2014 A transaction can be processed completely using the View Full Details screen Here you can navigate using tabs to allocate attach a receipt and then use the Action link to sign off the transaction Allocating Transactions to a GL Account 1 Begin by clicking on the Allocation Detail Tab Expenses gt Transactions gt Transaction Detail TANOO001001 Purchase Amount 238 05 Post Date 07 22 2014 Vendor Name MOTOR FREIGHT CARRIERS AND CO MCC 4214 gt OTOR FREIGHT CARRIERS AND TRUCKING Receipts E Transaction 7 Allocation amp Detai Dis pute Bank Transaction 5Y MTH CRI Reference Vendor ID SYNTH Vendor Address GA 31909 2 On the Allocation amp Detail screen enter the GL account to be charged for the purchase The ORG automatically defaults to your school department organization number The screen shot below shows a transaction charged on a county budget card The GL account consists of a fund FND function FNCT object OBJ organization ORG unit UNIT and project PROJ There is a possibility that Works will allow you to enter an invalid GL account however it will not allow you to sig
34. emove it from any document to which it is attached Receipt image uploads must be performed one at a time Each upload must be less than one 1 MB in file size You are responsible for maintaining original receipts at your worksite To store a receipt image do the following 1 From Home click on the Expenses tab and choose Receipts Bankof America HF Wark e Merrill Lynch Works Home Expenses Reports Transactions ier Expenses Expense Reports gt gt Pe Receipts Off Flagged All 2 The Receipts screen appears Click on the Add button When the Add Receipt screen appears click on the Browse button Select the desired receipt image filename Receipt Date and Description fields are optional Click OK 31 Page Bankof America Z Merrill Lynch Works Home Expenses Reports Expenses gt Receipts Add Receipt Receipts Works supports files in the pdf pna jpg gif and peg format that are 1 MB or less Receipts File to Add Finance Accounts Payable Purchasing Ca Show unattached receipts only Receipt Date Description Upload Date File Name No data available in table 1 lt Page 1 of OD bl Receipt Details File Name Receipt Date Description 3 A confirmation message displays Home Expenses Reports Expenses gt Receipts A Added receipt Viewing Stored Receipt Images You may view your stored receipt images in the Receipts storage q
35. escription GL01 ORG GL02 ACCT GLO3 SUB GL04 EVENT NO 858 58 POSTAGE STAMPS CO Purchase 1702 0 Selected 1 item Duplicats v Clear GL E Reference amp Tax Sales Tax Included e 858 58 64 62 0 00 32128 E Adjust Amount Transaction Detail 9402 POSTAGE STAMPS Attaching a Receipt 1 Before attaching a receipt the receipt must be scanned The image must be less than 1 one MB to upload See also the section on Storing Receipt Images for Processing Later Click on the Receipts tab Source Amount 923 20 USD Actions v TXN00001004 Allocation Variance 0 00 Comp Val Auth x Purchase Amount 923 20 Post Date 07 20 2014 Vendor Name POSTAGE STAMPS CO Sign Off History None MCC 9402 POSTAGE STAMPS ATransaction FAllocation 8 Detail Dispute Receipts E Allocation Purchase Amount 923 20 Allocation Total 923 20 100 Variance 0 00 Value ComplVal Auth Amount Description GL01 ORG GLO2 ACCT GLO3 SUB GLO4 EVENT aera he 858 58 POSTAGE STAMPS CO Purchase 702 0 Selected 1 item E Reference amp Tax Sales Tax Included 858 58 64 62 0 00 32128 F Adjust Amount Transaction Detail 9402 POSTAGE STAMPS 2 On the Receipts tab click on the Add button at the bottom left of the screen and choose New Receipt TXN00001004 Purchase Amount 923 20 Post Date
36. f 1 gt DI Training Guides lt Videos Privacy amp Security Recommended Settings 18 Page Processing Transactions Overview As the Primary Accountholder you are responsible for processing transactions that were purchased using the cards listed under your Accounts Dashboard on the Home page The cards may be issued in your name or your school department s name Account Name Processing transactions include the following actions Reviewing the details of the transaction Resolving any sales tax or other discrepancies with the vendor Allocating the transaction to a GL account Attaching a receipt to the transaction Signing off on the transaction to indicate you have reviewed and processed the transaction Providing a comment in the comment box that appears if you need to make a note about tax charged etc Reviewing Transactions Once you make a purchase using the District s purchasing card the details of the transaction will post to Works There is usually a delay approximately 24 hours between when the transaction is posted to the bank and when it is posted to Works Transactions appear in the Transactions Pending Sign Off queue There are a couple of ways to review the details of a transaction from the Home page L Under the Action Items section click on the Pending link for actions that need to be signed off Bankof America Z A Merrill Lynch Works Home Expenses Reports Action Items Action Acting As Co
37. h credit cards and then track and manage the transactions Features utilized by Volusia County Schools include e Utilized for both county budget and internal account purchasing cards The District pays all statements and is reimbursed by the schools for purchases made on the internal account cards e Credit card accounts are controlled by a credit limit the amount that can be spent in a single transaction or in a single day set by the Purchasing Department e Account holders are required to attach receipts and supporting documentation assign an account and sign off on each transaction e Available credit credit limit current balance total of posted purchases Accessing Works Application Initial Login Before you can access WORKS the Finance Department must create a user account and send a Welcome email to you that includes an assigned user name and a link to WORKS During your initial login you will be required to complete security validation questions that provide additional security for your account 1 Once you receive an email with the subject Welcome to the Works Application Click on the first link URL in the email message for the initial login to WORKS An Initial Security Check screen prompts you to enter your Email Address or Login Name Enter either your Volusia County Schools email address or the login name both of which are supplied on your welcome email The field is NOT case sensitive BankofAmerica
38. ished 28 Page TXN00001010 Source Amount 464 56 USD Actions v Purchase Amount 464 53 Allocation Variance 0 00 Post Date 07 22 2014 Comp Val Auth x Vendor Name POSTAGE STAMPS CO Sign Off History None MCC 9402 POSTAGE STAMPS A Transaction Fallocation amp Detail Dispute Receipts E Allocation Purchase Amount 464 58 Allocation Total 464 58 100 Variance 0 00 D Description GL01 FND GL02 FNCT GL03 OBJ GL04 ORG GL05 UNT GL06 PROJ z POSTAGE STAMPS CO Purchase 110 7500 511 312 101 0000 F i POSTAGE STAMPS CO Purchase 110 g 7500 511 Jl 312 101 0000 1 0 Selected 2 items Remove If Ada ea 2 Reference amp Tax Sales Tax Included x 43206 oo E Adjust Amount Transaction Detail 9402 POSTAGE STAMPS Le 32 52 0 00 32720 Mass Allocating Transactions If you have several transactions that are to be allocated to the same GL account you can Mass Allocate by doing the following 1 Select the check box next to the desired transactions see section on Reviewing Transactions Click on the Mass Allocate button and begin entering the GL account that the selected transactions are to be charged to Expenses gt Transactions gt Accountholder Transactions Accountholder gt gt Pending Sig
39. ment e Purchasing Cardholder Maintenance e Purchasing Card Dispute Form Where to Find the Forms The forms can be obtained from either the Purchasing or Finance websites General Guidelines Cardholder Eligibility Purchasing cards may be issued to individual permanent employees of Volusia County Schools Each individual cardholder must sign a Purchasing Card Agreement provided by the Purchasing Department An individual s request for a purchasing card must be approved by the principal department head Cardholder Liability The purchasing card is a Volusia County Schools charge card which will not affect the cardholder s personal credit However it is the cardholder s responsibility to ensure that the card is used in accordance with Volusia County Schools Purchasing Card Policies and Procedures Failure to comply with program guidelines will result in permanent revocation of the card notification of the situation to management and further disciplinary measures 6 Page Lost or Stolen Purchasing Cards Cardholders are required to immediately report any lost or stolen purchasing cards to the Purchasing Department at 386 734 7190 extension 50845 or the bank by calling Bank of America Merrill Lynch at 1 800 822 5985 The cardholder is responsible for reporting all information necessary to reduce the liability to Volusia County Schools The cardholder must also immediately notify the principal department head about the lost or stolen
40. n Off Signed Off Flagged All a Account Date Purchase Document ID ion Of late Posted gt nased Primary Accountholde A moun atic Mass Allocate F TXN00001001 Apply segment codes to each allocation line on 3 transaction s 99 7 TXN00001003 GL02 FNCT GL03 OBJ 7 TXN00001005 Y TXM00001006 TXM00001007 amp Txn00010088 EmptySegmentField s TXN00001009 al TXN00001010 i TXM00001011 Ms 5 ra gt 0 7 TXN00001012 y 3 Selected 10 items Show 10 i per page Retry Automatch Mass Allocate Add to Expense Report Attach Print Sign Off 2 Empty Segment Field S options e Retain original codes Selecting this option maintains the current value if a GL segment a fnd fnct obj org unt or proj for county or org acct sub or event for internal accounts is left empty e Delete original codes Selecting this option replaces the current value with a blank field if the GL segment a fnd fnct obj org unt or proj for county or org acct sub or event for internal accounts is left empty when allocating 3 Click OK A confirmation message displays Home Expenses Reports Expenses gt Transactions gt Accountholder A Allocation updated on 3 of 3 transactions View Details Disputing a Transaction You should first make good faith efforts to settle a claim or dispute for purchases directly with the vendor A tra
41. n off on the transaction 21 Page During the sign off process you will receive an error message that one or more GL combinations are invalid TXN00001001 Source Amount 238 05 USD Actions v Purchase Amount 238 05 Allocation Variance 0 00 Post Date 07 22 2014 Comp Val Auth Y Y x Vendor Name MOTOR FREIGHT CARRIERS AND CO Sign Off History None MCC 4214 MOTOR FREIGHT CARRIERS AND TRUCKING ATransaction x Allocation amp Detail Dispute Receipts Allocation se Amount 2 Total 233 0 Variance 0 0 Value Comp ValjAuth Amount Description GL01 FND GL02 FNCT GL03 OBJ GL04 ORG GL05 UNT GLO6 PROJ MA 238 05 MOTOR FREIGHT CARRIERS AND CO PI 312 0000 4 a lt A4 lt 0 o aes r 0 Selected 1 item bagicate v Reference amp Tax Sales Tax Included ll 23805 0 00 0 00 32720 a Adjust Amount Transaction Detail 4214 MOTOR FREIGHT CARRIERS AND TRUCKING The screen shot below shows a transaction charged on an internal accounts card The GL account consists of an organization ORG Account ACCT Sub Account SUB and Event Code EVENT There is a possibility that Works will allow you to enter an invalid GL account however it will not allow you to sign off on the transaction During the sign off process you will receive an error message that one or more GL combina
42. nce you might add all transactions related to that trip into an expense report You can include a transaction in only one expense report Therefore if you add a transaction that is already contained in an expense report the transaction will be moved to the new report To create an expense report do the following 1 You may add transactions to a new or existing expense report from the Pending Sign Off Signed Off or Flagged queues tabs Select the check box for each desired transaction click on the Add to Expense Report button choose either New Expense Report or Existing Expense Report Bank of America a Merrill Lynch Works Home Expenses Reports Add to Expense Report Expenses gt Transactions gt Accountholder Add expense documents to Existing Expense Report v New Expense Report Transactions Accountholder Existing Expense Repor L ES Created Date Expense Report Name gt gt Pending Sign Off Signed Off Flagged All ae E Sign Off Date No data available in table TXN00001001 TXN00001003 TXN00001005 Cu pa Le 2 3 14 a pa E Cu Se 2 o a 7 a Lu o pa o m a AJ TXN00001006 y o A pu O a3 CT Ss nj TXN00001007 m Lo o pm O TXN00001008 E y o dr 5 Lai OQ TXN00001009 E TXN00001010 E a o ns oO bm cv O 4 mW TXN00001011 ti O p pa
43. nsaction can be disputed with Bank of America Merrill Lynch within 60 days from the post date NOTE Disputing a transaction online does not relieve you of the responsibility to pay the charge It merely alerts the bank of the dispute To initiate a dispute online in Works do the following 1 Click the desired transaction see section on Reviewing Transactions and choose Dispute from the drop down menu that appears 29 Page Transactions Accountholder EH E Allocate Edit H Sign Off View Full Details Dispute Retry Automatch Add to Expense Report Manage Receipts 2 print a a a A A 0 00001 H E E H 2 The Dispute Transaction form appears Edit the phone and dispute amount fields if needed Select an option from the Reason for Dispute drop down menu Enter comments in the Comments text but not required Select the check box to confirm the dispute statement Date Date Posted Purchased 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 Dispute Transaction Your company should first make good faith efforts to settle a claim or dispute for purchases directly with the merchant If assistance from the bank is required please complete this form and provide any required documentation within 60 days f
44. o additional security validation questions Users are required to select and answer three security validation questions and answers None of the answers to the three security questions can be the same 9 Click OK The Works homepage appears 13 Page Welcome Ben Accountholder Log Out Bankof America Z Merrill Lynch Works AAPA Home Expenses Reports Back to Basics Business amp Action items My Announcements Action Acting As Count Type Current Status All transactions must be reviewed and signed off before the Sth of the month regarding your last statement Resolve Accountholder 2 Transaction Flagged Sign Off Accountholder 36 Transaction Pendin Posted by your Program Administrator Pat Sumar on July 25 2013 2 items Show 10 7 per page IIA Page 1 of 1b Dl amp Accounts Dashboard In Scope e Account of Credit Account Name ID Credit Limit Current Balance Available Credit Limit Used BEN ACCOUNTHOLDER 8320 20 000 00 1 038 420 31 1 018 420 31 5192 1 item Show 10 per page IIA Page 1 of 1b Bi Training Guides Training Videos Privacy amp Security Recommended Settings 2013 Bank of America Corporation All rights reserved Your last log in was October 22 2013 11 29 AM CDT 10 After clicking the link included in the email and creating a password do not attempt to access Works using the link in the email again The email link is rendered inactive after the initial use You should
45. off for the purchasing card is the last day of each month The District must pay the totals on both the county and internal accounts billing statements prior to the statements due dates or a late fee is accessed For the cardholders a billing statement report will be scheduled to run two business days after the billing cycle see Monthly Statements under the Reports section 1 By the 10 of the subsequent month for reporting period of January this would be February 10 all transactions scheduled for payment must be reviewed receipt attached have an expense account assigned be signed off and approved by Finance 2 Also by the 10 of the subsequent month a reimbursement check made payable to Volusia County Schools for the total of all internal account transactions must be sent to Finance see Reimbursing District for Internal Account Charges below 3 Original documents eg receipts and signed monthly billing statements remain at the school department site and must be made available at time of audit After the audit is completed refer to the General Records Schedule which can be found on the District s Archives and Records website for record retention 10 Page Reimbursing District for Internal Account Charges By the 10th of the subsequent month a reimbursement check for the total of all internal account transactions must be sent to Finance 1 The check must be cut for the grand total of your monthly billing statement f
46. or internal accounts 2 Ona daily basis transactions are loaded into SFO as journal entries They are expensed to the individual accounts and the total is posted to the offset account 0900 000 Accounts Payable Pcard This is the account you actually cut the check from When it s time to cut a check back to the District remember that there may be transactions posted to the Accounts Payable Pcard account that are for the current month and not for the statement month prior month For example if you are paying July s statement there may be August transactions posted to Accounts Payable Pcard To reconcile the grand total to the Accounts Payable Pcard account take the Accounts Payable Pcard account balance and subtract out the August transactions This should agree with the grand total of your monthly billing statement 3 Checks are to be made payable to Volusia County Schools Use vendor VOLUSIA COUNTY SCHOOLS P The account the District needs to apply the payment will automatically print on your check 4 The balance remaining in the 0900 000 Accounts Payable Pcard account after cutting the check should be only for the current month s transactions Request for New Purchasing Cards The principal department head may request a purchasing card for an employee or a site card by submitting a completed New Card Request form to the Purchasing Department At the time of the request the principal department hea
47. pen or a ot1 gt Pl C While files from the Intemet can be useful some files can potentially save this file What s the risk Removing Stored Receipt Images Removing a receipt image from the Receipts view removes the image from storage but does not remove it from any document to which it is attached To remove a receipt image do the following 1 From Home click on the Expenses tab and choose Receipts 33 Page BankofAmerica Z Warke Merrill Lynch Works Home Expenses he Reports Expenses Transactions der Expense Reports Purchase Raceests A 2 Pe Receipts Son ragged AN 2 The Receipts screen appears with a list of unattached receipt images To view all receipt images clear the check mark from Show unattached receipts only Select the check box next to each receipt image to be removed Click on the Remove button Home Expenses Reports Expenses gt Receipts Receipts Show unattached receipts only F Upload Date File Name 14 view Receipts 1 I lt lt Page of 1 gt Pl 1 Selected 1 tem Receipt Details peser O Remove i View PDF Click on the file nam 3 Aconfirmation warning message appears Click OK Confirm removal of receipt s Remove 1 receipt s JA Note This removes the receipt from this view but does not remove it from any document to which it is attached Cancel 34 Page 4 Afinal confirmation message app
48. r personal card If this happens inadvertently you must reimburse the school or District immediately Notify the Finance Department to coordinate reimbursement All credits must be applied to the purchasing card do not accept cash or checks It is the responsibility of the cardholder to cancel any reservations made with the purchasing card so that the District will not be charged for rooms or airfare not used If the cardholder does not cancel the reservation in a timely manner and the District is charged the employee may be responsible for reimbursing the school or District Telephone Orders Telephone orders should be placed for items available for immediate shipment backorders will not be allowed When placing a telephone order the cardholder must confirm that the vendor will charge the purchasing card only when the item is shipped so that the item is received during the same billing cycle as the charge 9 Page Ensure that the vendor is aware of the School District of Volusia County s sales tax exemption status For your convenience the sales tax exemption number is printed on the card Disputed Items If a charge appears on your account that was not made by an employee at your site contact the Purchasing Department immediately Fraudulant charges should be handled like a dispute but Purchasing will cancel the account and arrange for a replacement card account Sales tax is not a disputed item A purchase is considered to be
49. rom the billing close date Bank of America Commercial Cand Services Operations PO Box 53101 Phoenix AZ 85072 3101 Transaction Details Account Nickname ccCountholder Name Account ID 4444 Accountholder Phone 386 734 7190 Dispute Details Posted Amount Dispute Amount Reason for Dispute Comments Unauthorized transaction Billing Close Date Purchase Date Reference Number Wendor Information 0901 2014 07 22 2014 MOTOR FREIGHT CARRIERS AND CO NEW MORAVIA 14 9 GA 31909 Charge amount does not agree with the order authorizing this charge Merchandise or services not received Defective or wrong merchandise Recurring charges after cancellation Recurring charges already paid by other means have examined the charges Credit appears as charge Credit from merchant not received Hotel reservation cancelled Double or multiple charges 30 Page 3 Click OK A confirmation message appears Home Expenses Reports Expenses gt Transactions gt Accountholkder Ei Disputed 1 transaction 4 Any further communication about the disputed transaction including revoking the dispute must be handled by Gary Hopkins in Purchasing Other Useful Functions Storing Receipt Images for Processing Later You may upload and store receipt images in the Receipts storage queue for processing later Removing a receipt image from the Receipts view removes the image from storage but does not r
50. signated for student dining For more details on sales tax please refer to the Internal Accounts Procedures Manual Travel Travel is an authorized expenditure When the purchasing card is used for hotel charges registrations car rental airfare etc related to travel a copy of the approved District leave form must be attached to the transaction s Section 112 061 Florida Statutes requires each traveler to travel by the most economical means Overnight accommodations for one day meetings within a radius of 100 miles from the traveler s official worksite will not be allowed unless extenuating circumstances are approved by the traveler s supervisor and attached to the transaction If a traveler attends a meeting lasting two or more days and is within a radius of 100 miles the appropriate overnight stay may be authorized by the traveler s supervisor Reasonable efforts shall be made to ensure that the employee obtains an economical lodging rate in a location that also allows for full participation in the event involved For travel within the State of Florida remind the hotel at check in that the District is sales tax exempt If you are charged sales tax you will be required to contact the hotel for a credit If a hotel charges for personal items such as meals telephone or movies to your room make sure a personal card is used to pay for these items If you are staying additional days for personal reasons these days should be charged to you
51. the detail section of the invoice line with the account coding if you scroll to the right you will see the vendor name in the Description field To view more details on the transaction right mouse click and choose Line Custom Fields as shown below 39 Page di Activity Windows o x File Edit Options Settings Window Help Sa MESES PORN Invoice 20140930 380 0798 a n fen eo Vendor Name and Remit Address Vendor Location 001 BANK OF AMERICA Invoice Number 20140930 380 9999 Invoice Date fl 0 6 2014 Sched Payment Nbr 0 Payable Entity 64 Terms IMMEDIATE Invoice Curre 5 Main View Type Disc Date i as Status Complete Due Date 10 6 2014 Project E RTS Voucher Tax Information Accounting Distributions Line Amount Alias Entity Fnd Fnet Obj Org ent Custom Fields Payment Information Line Accounting amp Tax Freight j Line Detail Misc Charge L save s Incomplete Quick List F6 Select PO Line Schedul Go To Line Hold Rel Ter old aaa e Zoom Available TLIO 101 D s 6 The transaction number that is assigned by WORKS resides in Custom Field 1 7 The first line printed on the purchasing card resides in Custom Field 2 8 The last four digits of the purchasing card reside in Custom Field 6 de Activity Windows File Edit Options Settings Window Help j gt E S els Cat alzlaerean el Invoice 20140930 380 0798
52. thout the Program Administrator role cannot access the Accounts option in Works However all users can access Reports From the Home page you can navigate to other areas of Works by clicking the main navigational menu tabs that display across the top of the page Main menu tabs display on every screen and are always visible Bankof America 274 a Merrill Lynch Works Home Expenses Reports Navigating to other screens in Works can be completed by hovering over the main menu tabs Hovering displays the drop down menu of functions available to you Clicking an option from the drop down menu navigates you to the default screen of that function Bankof America Z Works Merrill Lynch Home Expenses Reports Transactions Expense Reports gt Pas Purchase Requests Ully Receipts Action Items Icons Located in the top right corner of the Works screen are icons that can be used either as shortcuts to move throughout Works or can provide users with helpful information These icons display on every screen Hovering over the icon will display the function available Bank of America Tr Work s Welcome Bertie Trawick Log Out Merrill Lynch PE 17 Page de My Profile Click My Profile to navigate to access your personal information on the Users Details screen On the User Details screen you may edit your password e A Home Click the Home icon from any screen in Works to return to the Home page e Help Click the
53. tions are invalid TXN00001004 Source Amount 923 20 USD Actions v Purchase Amount 923 20 Allocation Variance 0 00 Post Date 07 20 2014 Comp Val Auth x Vendor Name POSTAGE STAMPS CO Sign Off History None MCC 9402 POSTAGE STAMPS ATransaction 4 Allocation amp Detail Dispute Receipts Allocation Pugcha mount 923 20 Allocation Total 923 20 100 Variance 0 0 Value ComplValjAuth Amount x Description GL01 ORG GLO2 AC GLO3 SUB GL04 EVENT A 858 58 POSTAGE STAMPS CO Purchase 702 0 Selected 1 item 2 Reference amp Tax A Tax Total Use Tax Shipping ZIP Sales Tax Included Sie 858 58 64 62 0 00 32128 Adjust Amount Transaction Detail 9402 POSTAGE STAMPS If you would like to see the detail of the transaction click on the icon and it will expand to show the detail 22 Page 3 Click on the Save button at the bottom right corner of the screen Source Amount 923 20 USD Actions v TXN00001004 Allocation Variance 0 00 Comp Val Auth Y x Purchase Amount 923 20 Post Date 07 20 2014 Vendor Name POSTAGE STAMPS CO MCC 9402 POSTAGE STAMPS Sign Off History None ATransaction X allocation amp Detail Dispute Receipts E Allocation Purchase Amount 923 20 Allocation Total 923 20 100 Variance 0 00 Comp ValjAuth Amount w D
54. trict s website under the Finance Department 8 Page A general rule in determining whether sales tax should be paid on a school internal accounts purchase is determined by ownership of the item purchased If the ownership passes from the school to an individual then sales tax should be paid on the purchase unless the item is specifically tax exempt The State of Florida has granted school districts the privilege of paying the sales tax directly to the supplier on the purchase price of the items rather than collecting the tax on the sales or rental When paid by this method the tax is considered part of the cost of the item and the tax is not collected separately Rule of thumb pay sales tax on the purchase of tangible property to be used for rental other than those specifically tax exempt The following is a list of items that are exceptions to the ownership general rule and are considered tax exempt e Coupon books e Musical instruments needed for curriculum purposes e g recorders for music classes e Yearbooks magazines newspapers directories bulletins and similar publications distributed by the school e Textbooks and workbooks containing printed instructional materials such as questions and answers that are used in regularly prescribed courses of study e Food and beverages sold or dispensed through vending machines or other dispensing devices located in the student lunchroom student dining room or other area de
55. ttings Window Help lea aseo pare s Invoice 20140801 759 7907 i m x Vendor Name and Remit Address Vendor Location 003 BANK OF AMERICA Invoice Number 20140801 799 9999 INTERNAL P 0 BOX 15731 Invoice Date 971172014 WILMINGTON Sched Payment Nbr 0 DE Payable Entity 64 Terms IMMEDIATE Invoice Currency USD Type Disc Date Main Vi Status Paid Due Date 9 11 2014 an AS Document Detail Tax Information Line Amount Alias Entity Fnd Fnet Obj Accounting Distributions gt 1 11 48 64 410 7300 511 vas ie Custom Fields EA Payment Information o da Line Accounting amp Tax Misc Charge 0 00 PA Save 5 Incomplete Quick List F6 Select PO Line Schedules Go To Li Ready E sal e e Browse Zoom Available EE 2062 D The transaction number that is assigned by WORKS resides in Custom Field 1 The first line printed on the purchasing card resides in Custom Field 2 The event code assigned to the transaction is in Custom Field 3 The primary account fund account assigned to the transaction is in Custom Field 4 The sub account account extension resides in Custom Field 5 The last four digits of the purchasing card reside in Custom Field 6 41 Page m Activity Windows Invoice 20140801 759 7907 TxH 0000100 MS 13 Basically the information loaded in the invoice should give you enough detail to determine what the transaction was for posted date org last 4
56. ueue and select to view stored receipt images in a PDF version to utilize PDF formatting features To view a stored receipt image do the following 1 From Home click on the Expenses tab and choose Receipts BankofAmerica F y a Merrill Lynch Works Home Expenses LO rms Expenses _ Transactions Jer Expense Reports purchase ros off Flagged All 32 Page 2 The Receipts screen appears with a list of unattached receipt images To view all receipt images clear the check mark from Show unattached receipts only Click the desired File Name and the receipt image appears to the right of the screen Home Expenses Reports Expenses gt Receipts Receipts Show unattached receipts only r Upload Date File Name a 03 22 2014 viewReceipts 1 1 Selected 1 item Id lt Page of 1 gt Pl Receipt Details File Name vi ewRecei pts 1 Receipt Date E sl Description Save 3 To view the receipt image in the PDF version click View PDF then Open The receipt image displays Home Expenses Reports Expenses Receipts File Download Receipts Do you want to open or save this file Receipts i Name viewReceipts pdf Show unattached receipts only Type Adobe Acrobat Document 2 28KB gt From demo works co A l a Upload Date File Name 08 22 2014 viewReceipts 1 1 Selected 1 item ham your computer ff you do not trust the source do not o
57. unt Type tatus Sign Off Accountholder 12 Transaction Pending 4 item Show per page I lt lt Page ofi E El 2 Or click on the Expenses tab on the navigation bar and then choose Transactions Bankof America F w a Merrill Lynch Works Home Expenses le e ports Expense Reports Recelpts Acting As Count Transactions 19 Page Using either method the Transaction Accountholder screen appears Unprocessed transactions are listed under the Pending Sign Off tab Home Expenses Reports Expenses gt Transactions gt Accountholder Volusia County Budget Demo Transactions Accounthold Pending Sign Off y Off Flagged All Clear Filters Columns y Account Date Purchase Amount Uploaded Document 1D Sign Off Date Posted Purchased Primary Accountholder Amount Vendor Allocation Allocated Receipt Accountholder s Name 238 05 OFFICE DEPOT 312 238 05 No TXN00001001 4444 none 07 22 2014 07 22 2014 The following is a brief explanation of each column e Document All purchase transactions are assigned a unique transaction number in Works All transaction numbers begin with TXN followed by 8 digits e Account ID The last four digits of the purchasing card used for the purchase e Sign Off Will show the status of the sign off process New transactions will have none Processed transactions depending on where it is in the process will have up to three sign offs o AH Signed
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