Bank of America WORKS

Transcription

1 WINTHROP UNIVERSITY Bank of America WORKS TRAINING MANUAL The Bank of America WORKS payment program is a web based applica on that provides users with daily purchasing card transac on informa on, enables the liaison to sign off on their transac ons and to allocate the transac ons to the appropriate FOAP. Last updated 7/24/12 jp

2 TABLE OF CONTENTS Logging On/Off Changing Password...4 Transac ons to Sign off Taxes....6 Alloca on: GL Assistant Spli ng Alloca ons Travel Expenses Signing Off Month End Spend Report...13 Running Monthly Report Ad Hoc Prin ng Bank Statement Appendix: Sales Tax Informa on...19 Last updated 7/24/12 jp 2

3 Logging on/off h ps://payment2.works.com/wpm/bookmark Type the above url into the address bar of either Internet Explorer 6.0 or later or Firefox 2.0 or later. Chrome and Safari are not supported by WORKS. A pop up box will appear. If your web browser is set to disable pop up boxes, then change the se ngs to always allow pop up s from this site. Enter your Winthrop , username and password and log in to the site. Your username and ini al password will be provided to you in training. If you forget your password, please click the link tled Forgot your password? on the log in screen to recover. Last updated 7/24/12 jp 3

4 Changing Password From the home screen, on the le pane, click on Tools then Personal Se ngs, then User Informa on. To change your password, click on Update My Password on the bo om of the screen. A screen will then pop up tled Update Password. From this screen you can change your current password, and set your security ques ons. Last updated 7/24/12 jp 4

5 Transac ons to Sign off Click on the home bu on in the upper le hand corner of your screen. On the upper half of the main page, under the Ac on Required heading, check to see if there is a row indica ng Sign Off. If so, then click on that row. If not, then there are no charges to allocate and sign off on at this me. Once you have clicked on the Sign Off row, you will see a list of transac ons. All transac ons that need to be allocated will appear. Click on one of the transac ons. Last updated 7/24/12 jp 5

6 Taxes A er you have selected one of the transac ons, the lower por on of the screen will display details on the transac on. The default view will be the General tab. You will need to indicate whether sales tax has been paid or not. You may refer to documenta on on sales tax in Appendix A. In the drop down box next to Tax Status, there are three op ons: Sales Tax Included; Non taxable Purchase; and Subject to Use Tax. If the tax has already been paid, choose Sales Tax Included. If tax was not included on the invoice and needs to be paid, choose Subject To Use Tax. If tax does not apply to the item (please see documenta on), then choose Non taxable Purchase. Once you have selected the appropriate sales tax op on, you must click save or your work will be lost. Last updated 7/24/12 jp 6

7 Alloca on: GL Assistant In order to allocate charges, you will need to click on the Alloca on tab. Alloca ng charges is also referred to as reconciling charges. The very first me you click on the Alloca on tab, you will need to click the Add/Edit bu on. A pop up box will appear tled Alloca on. Please check the box Automa c Edit Mode in order for the Alloca on box to automa cally pop up. Please note that you will only need to do this one me. Last updated 7/24/12 jp 7

8 Click on the GL Assistant and another pop up box will appear. You will need to choose an Index code, Account code, and for some users, an Ac vity code. To change the Index code you will first need to click on the view for Index, then select the correct value. To change the Account code you will first need to click on the Account code view, then select the correct code. To specify an ac vity code, you will first need to select the Ac vity code view. (Note: most users do not use Ac vity codes). Once you have the correct combina on you will click Finish on the lower right hand side. ***If you don t have access to an index and you should, contact the Bank of America program coordinator (Linda Campfield). If the charge needs to be allocated to an index outside of your department, then the appropriate person asking for authoriza on to that index and copy the Bank of America program coordinator (Linda Campfield) on the . Last updated 7/24/12 jp 8

9 Spli ng Alloca ons A er you have allocated the charges you will be taken back to the pop up box tled Alloca on. If you need to split the transac on between different FOAP s you will do so here. To split charges, you will need to add lines appropriate to the number of FOAP s that you need to split the charges between. For this example, the charges will be split between two FOAP s so one line will be added. Specify how many lines you need to add then click Go. The lines will automa cally populate. Last updated 7/24/12 jp 9

10 You will be able to specify the amount to be allocated by amount or percentage. For the example given, the charges needed to be split 50/50. The correct amount will automa cally display to the right. If you choose to split by amount, the correct percentage will display to the right. You can choose to split the charges by amount or percentage. Last updated 7/24/12 jp 10

11 Travel Expenses If the charge is an employee travel expense, then on the Alloca on pop up box, you will need to change the type to Employee Travel. This procedure does not apply to student or candidate travel. Once Employee Travel has been chosen a box will appear below where you need to enter the Travelers Name, (Last Name, First Name) for example: Smith, John. If you are spli ng the charge for two different travelers, then you can do so as shown in the example below: Once you have finished. Click OK. Last updated 7/24/12 jp 11

12 Signing Off Once you have checked the Tax Status and the Alloca on of the purchase, you will need to Sign Off on the purchase. The sign off bu on is on the lower right hand side. You will need to do this for each transac on. Once a transac on has been signed off, it will be moved from the Transac ons Requiring Sign Off view to the Transac ons Signed Off view. If you made a mistake on the transac on and have already signed off, then you will have to contact the Purchasing Office as soon as possible to have the transac on sent back to you to fix. Please confirm the tax status, alloca on, split informa on, and travel informa on is correct before clicking Sign Off. Please also remember to check and sign off on all transac ons before the monthly deadline. Last updated 7/24/12 jp 12

13 Month End Spend Report A report will be generated for you 1 day a er the end of each billing cycle. This report can be found on the home screen under Ac on Required column in the row labeled Download. Click on Download, and then click on the report named Liaison Monthly Alloca on Signoff per cardholder. On the bo om pane you will see the Report Info, click on Download PDF. Open the PDF file and print all pages. The report will include all charges for each cardholder you are responsible for. Please review all informa on that has printed to make sure it is correct. Once reviewed, the liaison needs to sign each page. A ach the individual cardholder reports to their bank statements and receipts including jus fica ons. The report for each cardholder will look similar to the example below: Last updated 7/24/12 jp 13

14 Running Monthly Report Ad Hoc: From the home screen, on the le pane, click on Reports, then Reports, then Spend Reports. A er you click on Spend Reports, a drop down box bill appear. Click on the down arrow, and select Choose from all available templates.... Last updated 7/24/12 jp 14

15 A pop up box will appear; please select Liaison Monthly Alloca on Signoff per cardholder, and click finish. **Report data will not always be current, please note the me and day from the Report Configura on page, example: From the Report Configura on screen, go to Step 4 and change the date to what is appropriate. A er you have chosen the correct dates, then click Submit Report (Located on bo om right hand side). Your report will then be queued. You can find your report under Reports, Reports, then Completed Reports. Select the report you just ran and download the.pdf file. Last updated 7/24/12 jp 15

16 Prin ng Bank Statement If you were to lose/misplace a bank statement, please take the following steps to reprint. From the home screen, please click Tools, Search, Transac ons. A pop up box will appear tled Transac on search criteria. Please enter the correct informa on in Cardholder last name and choose the correct dates for the billing statement, and click on search. Last updated 7/24/12 jp 16

17 You results will automa cally show in Split view. To print the charges, please change the view to Table. Once in Table view, please select the transac on you would like to print by checking the boxes on the le hand side of the transac ons and click Print. Last updated 7/24/12 jp 17

18 A pop up box will appear tled Print Documents where you can choose which columns to include in your bank statement. The only required op ons are the following: Primary Cardholder, Vendor, Purchase Amount, Date Posted, and Document*. To add or remove columns, you must first select the column, choose either Add Or Remove, then click Print. A pop up box will appear tled Works Payable Documents: Selected Payable Documents Summary. Please click Print and make sure your printer se ngs are set to print landscape. Last updated 7/24/12 jp 18

19 Sales Tax Informa on Procurement Card Tax Choices: Sales Tax Included: Choose Sales Tax Included if the invoice shows that tax has been paid or has been included in the sale price. Non Taxable Purchase: Choose Non Taxable Purchase if the item is not taxable. Non tangible items are not taxable. Examples of this are maintenance, labor, registra on fees and adver sing. Subject to Use Tax: Choose Subject to Use Tax if the item was not taxed on the receipt and taxes should be paid; common examples are tangible items purchased on the internet. The following ARE taxable and Subject to Sales/Use Tax: 1. All tangible items purchased (in state OR out of state; shipped or picked up). A tangible item is defined as something you can see and/or touch. Typical examples are purchases that aren t taxed but need to be taxed are from Amazon and Ryder Engraving. 2. Rentals (other than real property). 3. Shipping costs, unless the shipping is billed F.O.B. point of origin. 4. Subscrip ons (except Dacus Library); this would be a subscrip on where the vendor sends you a tangible item such as a magazine. 5. Renewals of so ware maintenance if there are updates which are tangible (CD Rom). 6. Generally, anything you would pay sales tax on as an individual, Winthrop must also pay sales tax on. Winthrop DOES NOT have a sales tax exemp on cer ficate. If a vendor asks if we have an exemp on cer ficate, please answer no. 7. Textbooks purchased for Faculty/Staff. 8. Hardware maintenance purchased at the same me as the hardware. 9. So ware rendered as a service (SaaS). For example: Survey Monkey. The following are considered a Non Taxable Purchase: 1. Most services defined as transac ons involving no tangible items. 2. Contracted prices for construc on related services such as plumbing, pain ng, etc. 3. So ware downloaded from the internet in which no tangible items, such as CD ROM disks, manuals, etc. are included. 4. Library books and periodicals. 5. Royal es. 6. Adver sing. 7. Registra on Fees. 8. Dues. 9. Renewals of hardware maintenance. 10. Renewals of so ware maintenance as long as the updates are electronically transferred or are for telephone support only. 11. Airline ckets (taxes are always included). 12. Dry cleaning. 13. Gasoline (taxes are always included). 14. Items purchased from Goodwill. 15. Labor. 16. Postage. 17. Rental Cars (taxes are always included). 18. Textbooks purchased for students. South Carolina sales tax rules are very complicated and subject to change. Please call the Accounts Payable supervisor at ext or the Accoun ng Office at ext if you are in doubt about any sales tax issues. Last updated 7/24/12 jp 19