The reconciliation process for all P-Card transactions requires cardholders and reviewers to log into the Bank of America Works system to electronically sign off on transactions.
1. Retain all original receipts and supporting documentation
Retain original documentation (receipts, packing slips, etc.). On an exception basis, when an original receipt cannot be produced, the cardholder must provide supporting documentation describing the purchase and the reason there is no receipt or packing slip.
If your department is utilizing receipt imaging, please see the Pcard Online Reconciliation Procedures for the steps on how to review the documentation in Works.
2. Receipt imaging
If your department is utilizing receipt imaging, you will need to upload your receipts and supporting documentation into Works before signing off on the transaction.
3. Sign-off on transactions (electronically)
When transactions are ready for sign-off, log into Works and verify that the posted transaction is accurate by comparing it to your original documentation, then sign off on the transaction. This will advance the transaction to your reviewer for sign-off.
Recommended system settings:
recommended Browsers
Microsoft Internet Explorer 9.0 Mozilla Firefox® 5 or higher
Minimum supported browsers
Microsoft Internet Explorer 7.0 with SP3 with 128-bit encryption Mozilla Firefox® 3.6
2Purchasing Card holders can log in by entering their username which consists of 236_FirstName_LastName (for example, a cardholder named Thomas Smith would have the username 236_Thomas_Smith).
3Users established January 2024 and after will login with 236_eID. Users will receive email alerts when posted transactions are available for sign-off. You can update your email preferences to receive these notifications: immediately, daily, weekly or never (Users should not select the "never" option).
4After logging in, view your transactions and check your documentation (receipt, invoice, packing slip, electronic payment confirmation, etc.) to verify that the transaction amount in Works is consistent with the information you have on file.
5To submit the transaction to your manager for review, click the Sign-off button. You will have the opportunity to add a comment at this point. Click "ok" when finished. For more detailed steps, please see the BOA Works System Video (LINK).
4. Reconcile the department transaction report
At the end of each billing cycle, wait two days after cycle close to download the Department Transaction Report generated for your account for reconciliation. Pricing discrepancies between the Department Transaction Report and your receipts must be documented and resolved. Dispute any unauthorized charges and notify the program administrators.
5. Submit to reviewer
Promptly submit your supporting documentation to your reviewer (hard copy or image/scan).
★ Pro-tip: If you realize you forgot a receipt after signing off, ask your reviewer to "Flag" the transaction. This sends it back to your queue so you can fix it.
Note: You may need to log in with your VCU eID to view certain restricted training content.
YouTube tutorials: For a broad overview, you can also find specific walkthroughs like the Bank of America Works Process Training for cardholders and a dedicated Supervisors' Training for those responsible for approving transactions.
Mandatory annual training
While the short videos are great for quick reference, all cardholders and reviewers must still complete the full mandatory annual certification course via Canvas.