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PCard  Redeployment Update and Liquidating Purchase Orders PCard  Redeployment Update and Liquidating Purchase Orders

PCard Redeployment Update and Liquidating Purchase Orders - PowerPoint Presentation

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Uploaded On 2018-10-20

PCard Redeployment Update and Liquidating Purchase Orders - PPT Presentation

Travis Henderson Director of Procurement Services amp Material Management Troy Morse Director of Purchasing Mark Sillman Associate Director of Purchasing August 10 th 2018 Purchasing Card ID: 691120

pcard transactions group amp transactions pcard amp group works unc review purchasing team reports access medicine questions purchase order

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Slide1

PCard Redeployment Update and Liquidating Purchase Orders

Travis Henderson, Director of Procurement Services & Material ManagementTroy Morse, Director of PurchasingMark Sillman, Associate Director of Purchasing

August 10

th

, 2018Slide2

Purchasing Card (PCard)

Re-deployment UpdateSlide3

3

PCard Re-deployment Objectives:

Drive more “tail” spend transactions through

PCard

vs. PO or campus voucher, reducing the volume of low-value vouchers

Deliver a more user-friendly, efficient, & flexible PCard reconciliation solution with enhanced functionality & controls

Increase purchasing flexibility by removing restrictions on common, low-risk purchasesSlide4

4

What is Works?

Works is a web-based application used for the management of Purchasing Card transactions. Works offers enhanced flexibility and an efficient, user-friendly PCard environment for Cardholders, Approvers & Reconcilers.

Works Functionality Includes:

intuitive navigation and search features

fewer clicks to complete single functions

summary and full transaction detail views

the ability to split funding of charges by % or $ amount

receipt capture and retention

daily feed of transactions, including Level 3 merchant data (if available)

greater reporting capabilitiesSlide5

5

UNC Approval Workflow - Works

Accountholder or Proxy Reconciler

Review & Sign-off

Approver Review & Sign-off

No

Yes

Transactions post to Works

Accountant Sweep and

Export for PaymentSlide6

6

PCard

Policy Changes

Previously Restricted Category

Now Allowable

Conference Registration Fees

Conference Registrations <

$5,000

Membership Dues

Business Related Professional

Memberships < $5,000

(including journals & subscriptions)

Rentals

Equipment & Space Rentals <

$5,000

(contracts

require Purchasing review)

TravelAthletic Team & Student Travel

(by request)TravelLyft & Uber

for clinical trial participants (contact PCard

team for further details)** Catering < $5,000 allowable per policy clarification early-2018 (contracts require Purchasing Review).

Please contact

PCard

team for further details. **Slide7

7

Key Dates

PCard

Re-deployment --

August 16

Final reconciliation period in “old” system –

August 16-20

Reconciliation begins in Works --

August 17Slide8

8

Key Resources

https://finance.unc.edu/departments/training/#pane-0-3

CBTs for Accountholders, Proxy Reconcilers & Approvers

Quick Reference Cards (QRCs)

https://finance.unc.edu/departments/strategic-sourcing-payment/procurement/operations/#details-0-0

PCard

Program Handbook, Policies, Procedures & Forms

Contact the

PCard

Team

pcard@unc.eduSlide9

BackupSlide10

10

Group Approval Workflow

ACCOUNTHOLDER

(formerly Cardholder)

Perform initial reconciliation of transactions

Review transaction details

Edit and dispute transactions

Upload receipts

Sign-off on transactions

Review and update Flagged transactions

Access Accountholder reports only

GROUP APPROVER

(formerly Reconciler/Approver)

Approve transactions for users within their group

Edit, dispute, and Flag transactions

Upload receipts, if necessary

Access group reports

GROUP PROXY RECONCILER

(formerly Operator)

Reconcile transactions on behalf of Accountholders within their group

Edit and dispute transactions

Upload receipts

Sign-off on transactions

Review and update Flagged transactions

Access group reports

SCOPED AUDITOR

Generate reports

Access and export dashboard and detailed reports for their assigned group

Automatically granted to Group Approvers; others upon request

REQUIRED

OPTIONALSlide11

PROJECT FOCUS GROUP

DEPARTMENT

PROJECT LEAD

ATHLETICS

Mike Perkins

CHEMISTRY

Karen Holmes

KENAN-FLAGLER

Shannon Taylor

OSR

Ben Wright

PLAYMAKER

Frank Bermel

PUBLIC HEALTH

Adriana Shepherd

MEDICINE_1

Cortilya

Jones

MEDICINE_2

Jackie

Schwamberger

MEDICINE_3

Tawanda

Harvey

MEDICINE_4

Cammie

Davis

MEDICINE_5

Monique Worthington

PHARMACY

Tish

Nowack

SERVICE CENTER

Troy Morse

Bernard LawSlide12

12

Key Project Team Contacts

Celeste S. Nelson, Project Manager

csnelson@unc.edu

919.962.2254

Hua Shen,

PCard

Program Manager

hua_shen@unc.edu

919.962.2255Slide13

Change orders for liquidating purchase orders

Who can do themWhat are they used for

When do you do them

Where do I get started

Why do we have to do themSlide14

Who can do them

Anyone who has authority over the account and has access to Connect Carolina.Slide15

What are they used for

They are used to adjust the Purchase Order amount to match the Invoice amount so that proper payment can be made, and to provide for the proper accounting of funds within your budget.Slide16

What are they used for

Change orders are used to properly tell Purchasing and others what and how to modify information on a purchase order.Slide17

Where do I get started

First off you should go to

https://finance.unc.edu/departments/training/

Then to Connect Carolina to process your Change OrderSlide18

Why do we have to do them

They are required so that the Purchase Order matches the Receiving Report which should match the Invoice submitted so that proper payments are made and your budget is maintained in an up-to-date manner. And this all allows for the proper maintenance and close-out of you Grant.Slide19

ANY QUESTIONS?

ANY QUESTIONS? ANY QUESTIONS? ANY QUESTIONS?

ANY QUESTIONS?