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University PCard



Important Information

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: Eudora Struble, 336-758-2414
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 Eudora Struble in Procurement Services:
Eudora Struble, strublej@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 Eudora Struble at strublej@wfu.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 Eudora Struble at strublej@wfu.edu.

 

 

 

How to Receive a University VISA Card:

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 Eudora Struble at strublej@wfu.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 Eudora Struble at strublej@wfu.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 x2414 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 x2414 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

 

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)
November10/4/2016 - 11/1/201611/1/201611/08/2016
December11/2/2016 - 12/1/201612/1/201612/08/2016
January12/2/2016 - 1/2/20171/2/20171/10/2017
February1/3/2017 - 2/1/20172/1/20172/08/2017
March2/2/2017 - 3/1/20173/1/20173/08/2017
April3/2/2017 - 4/3/20174/3/20174/10/2017
May4/4/2017 - 5/1/20175/1/20175/08/2017