University PCard



Important Information

Subject: University PCard Transition – Action Required – April 2nd, 2018

As shared on March 20, the University is transitioning to Wells Fargo as our new PCard partner effective July 1, 2018.  Your assistance is needed in order to make this a smooth transition.

New Bank of America PCards

The last day to request any new Bank of America PCards is April 16.  If your department will need a PCard for a new hire or for someone transitioning to a new role at the University that requires a PCard, please submit your request using the online application.  Once approved, new cardholders will need to complete the online training course and submit a completed cardholder agreement.  Information on training opportunities for new cardholders identified after the April 16 cutoff will be communicated in the coming weeks.

Faculty / Staff Travelers

New Wells Fargo PCards will be distributed beginning mid-June, which will replace your current Bank of America PCard.  If you, the cardholder, will be traveling and not on campus to receive your card between June 15 through June 30, please complete and submit the  Google collection form to notify Financial Services so that we can determine an alternative delivery method.  This form needs to be submitted no later than May 15.

More information will be shared in the coming weeks as this transition continues.  Thank you for your assistance as we make this important banking transition.  If you have any questions, please contact Erika Brown at x5998.

-Financial Services

Subject:  University PCard and Third-Party Payments Transition Announcement – March 20th, 2018

The Wake Forest University PCard and Third-Party Payments programs are currently in the process of converting to a new partner, Wells Fargo. This strategic partnership will benefit the University community in several ways, including consolidating two vendors to one payment provider and eliminating the need to reconcile PCard transactions in a separate system (Wells Fargo PCard transactions will be reconciled in Workday). Additional information about this transition is included for your reference below.

PCard

All cardholders should continue using their Bank of America PCard as normal through June 30th, 2018.  Starting July 1st, 2018 cardholders will begin using their Wells Fargo PCards. Financial Services will be communicating regularly with stakeholder groups to ensure that the Bank of America to Wells Fargo transition is smooth.  Some of the upcoming communications will include:

• Card distribution method and timing

• Information about Workday expense training, including delegation (i.e. proxy) setup

• Fiscal year end processing in Works

• Gathering information about those cardholders who will be traveling (domestic / international) from May 1st – August 1st so their new Wells Fargo card can be delivered to them

Third-Party Payments

Campus suppliers will continue to be paid via PayNetExchange (checks, ACH, vCard) through the end of FY18 processing in mid-July.  Starting July 1st, 2018, FY19 transactions will be paid via the Wells Fargo platform.

More information will be shared in the weeks and months to come.  Thank you for your assistance as we make this important banking transition.

-Financial Services

Applying for a University PCard 
If you would like more information on how to receive a University PCard, please review the instructions on the “How To/FAQ” tab above.

University PCard Contact Information
PCard Administrator: Erika Brown 336-758-5998
UBUY Helpline: 336-758-8289, Option #2

After Hours PCard Contact Information
If you need immediate assistance after normal operating hours (Monday-Friday, 8:30am-5:00pm) contact:
Bank of America Fraud,  866-500-8262
Bank of America Cardholder Customer Service, 888-449-2273

If you need additional assistance, please contact Erika Brown in Procurement Services:
Erika Brown, brownel@nullwfu.edu

New Works User Interface (UI) Information
New Works Interface User Guide
New Interface Quick Guide

Login to Works (best if used with Internet Explorer)
New Works Interface Login – copy and paste URL: payment2.works.com/works

Chip and PIN Information
Chip and PIN FAQ
Forgot/Lost PIN?

Refresher Training
Refresher training is now required for existing cardholders who have a card with an upcoming expiration date.  Please complete the online training module to ensure your University PCard remains active.  Your renewal card will be mailed directly to your departmental PO Box.
This is not a webinar, but a self-paced, online course. 

  • When it is time for you to take your refresher training you will receive an email with a link to the module. If you believe you are due for your training and have not received an emailed link, please reach out to Erika Brown at brownel@nullwfu.edu.
  • The course will not be considered complete until you have submitted the form at the end of the course, which includes your name, email address, and final score.
  • To access the course, you either need to be on campus or logged in to the VPN if accessing from an off campus location.
  • If your existing card has already expired and you have not received your new card, please email Erika Brown at brownel@nullwfu.edu.

 

 

 

How to Receive a University VISA Card:

  • Complete the online credit card application (approvals are obtained electronically).
  • Training is required before a PCard can be enabled for use. Applicants will receive directions for online training via email once PCard application is approved.
  • In addition to successfully completing training, you will need to submit your Purchasing Cardholder Agreement prior to your card being activated.
  • More detailed information about the University PCard application process is found here.

Card Renewal Information:
Refresher training is now required for existing cardholders who have a card with an upcoming expiration date.  Please complete the online training module to ensure your University PCard remains active.  Your renewal card will be mailed directly to your departmental PO Box.
This is not a webinar, but a self-paced, online course.   

  • When it is time for you to take your refresher training you will receive an email with a link to the module. If you believe you are due for your training and have not received an emailed link, please reach out to Erika Brown at brownel@nullwfu.edu.
  • The course will not be considered complete until you have submitted the form at the end of the course, which includes your name, email address, and final score.
  • To access the course, you either need to be on campus or logged in to the VPN if accessing from an off campus location.
  • If your existing card has already expired and you have not received your new card, please email Erika Brown at brownel@nullwfu.edu.

Chip and PIN Information:
Our new cards have Chip and PIN technology, which is frequently used abroad and increasingly in the US.  A growing number of retailers will ask for your PIN for your transactions.   Click here to view the Chip and PIN FAQ.

Bank of America Fraud Department:  866-500-8262
Please contact BofA Fraud if:

  • You suspect fraudulent activity on your card.
  • Your card is lost/stolen.  If your card is lost/stolen the bank will close your existing card and issue a new piece of plastic.  Your new card will be sent to the PCard Administrator and then sent to your office via interoffice mail.
  • You are traveling outside the US.  They will make note of your destination and dates of travel.

Login to Works (best if used with Internet Explorer)
New Works Interface Login – copy and paste URL:  payment2.works.com/works
Login to Original Works Interface – copy and paste URL:  payment2.works.com

 

PCard FAQ

Q: If I don’t have any transactions during a particular statement period, do I have to do anything?
A: No.

Q: I purchased an item before the statement period closed but the post date on the charge is in the next statement period. Which statement period does it belong in?
A: A statement should include all of the charges that have a POST date during the date range for the statement period.

Here’s an example:
The Demon Deacon buys plane tickets on July 1, 2016, but the post date for the charge is July 2, 2016. The PCard statement periods are 6/2/2016 – 7/1/2016 for the “July” statement and 7/2/2016 – 8/1/2016 for the “August” statement. The Deacon’s plane tickets posted on 7/2/2016 so all documentation for the charge should go with the “August” statement.

Remember, the statement names and date ranges can always be found on the “Tools” tab at: http://finance.wfu.edu/faculty-staff/university-p-card.

Q: What do I do if I am traveling during a statement close period?
A1: First, call Accounts Payable and let them know you are traveling and your documentation may be late. Then, if you have access to the internet, go into Works and update your transactions and sign off on them. The last step, printing off your statement, can happen when you return from traveling. At that time, print your statement, get the appropriate approvals and submit them along with your receipts to AP.

A2: If you don’t have access to the internet to update your transactions, consider assigning a proxy to update those transactions for you. If you plan ahead, most individuals are willing to help. Your proxy can go into Works and update your transactions. You will need to let them know the business purpose information ahead of time. Call AP ahead and let them know you will assign a proxy. Documentation, including statement and receipts can be turned in when you return.

Q: I have forgotten my password, what do I do?
A: Call the PCard Administrator at x5998 or the uBuy Help Line, x8289. We will request a temporary password from Bank of America’s Works system, and you will be sent an email with the randomly generated temporary password. The next time you log into Works, you will assign another “permanent” password. Don’t click the “forgot password” in Works.

Q: I signed off on a transaction with the wrong information.  Now I need to update it, but I can’t see it on my screen. What do I do?
A: Call the PCard Administrator at x5998 or the uBuy Help Line, x8289. We will “flag” the transaction back to you. When you log into Works the transaction will be on the “resolve” line instead of the “sign off” line. Click on the transaction and then update as needed. In the bottom right hand corner you find and click on the “remove flag” button. When the white box comes up, type “corrected”. Click “OK” and you are done.

Q: I used my card but the transaction hasn’t shown up yet. Where is it?
A: The posting process can take up to 10 business days. If you don’t see your transaction post in a reasonable amount of time, you may call the supplier and ask them when they processed the transaction. Remember that the statement period only captures transactions that have posted.

Q: I just went into the site and updated my transactions. I printed my statement and none of my changes are there. Have I lost everything I just did?
A: No. If you hit “save” and “OK” when you were updating you haven’t lost anything. Works is simply an interface that talks to another system. Sometimes it takes up to a couple of hours for the system to update. This is especially true if you update all of your transactions at the last minute. Lots of people wait until the last minute, which causes a delay.

Q: I am being asked for my billing address. What do I use?
A: Your billing address is your departmental PO Box number. No punctuation, no dashes. When you enter your billing address it should look like this:
PO Box (your PO Box #)
Winston Salem NC 27109

Q: Why do I have to call Procurement and Bank of America when I travel internationally?
A: You call Bank of America (at 1-866-500-8262) to let them know of your travel plans so they will not assume your card is being used fraudulently when charges from another country begin to show up. Also be sure you call Procurement Services before you travel to ensure you have enough credit on your card in the event of an emergency. If you are traveling with students/group of individuals, we will request approval from your approval authority to increase your credit limit based on the number of individuals in order to accommodate unforeseen needs.

 

Tools

Business Expense Receipts: Required Documentation
Chart of Accounts Dictionary
Tips & Gratuities
Login to Works 
Sales & Use Tax Changes effective March 1, 2016

 

Quick Guides

New Interface Quick Guide
New Works Interface User Guide
Lost or Missing Receipts
Meals Quick Guide
Sales Tax Quick Guide
Travel Receipts: Required Information
Business Purpose Quick Guide
Business Expense Receipts: Required Documentation
International Travel Regulations

 

Upcoming PCard Statement Close Dates

Statement Name
(named for the month it closes in)
Date Range of StatementStatement Close DateDocumentation Due Date
(due in AP by 5:00pm)
April3/2/2018 - 4/2/20184/2/20184/9/2018
May4/3/2018 - 5/1/20185/1/20185/8/2018
June5/2/2018 - 6/1/20186/1/20186/8/2018
July6/2/2018 - 7/2/20187/2/20187/13/2018