InitialSetUpInstructionsforWORKSandeVA
Overview
Theseinstructionsprovideinitialsetupinstructionsfor:
 CardholdersandCardholderSupervisorsusingWORKS
 SPCCsetupforeVAbuyers
 UMWFinanceCardsetupforeVABuyers
WORKS is a web‐based application that is used to download credit card billing statements. WORKS also provides you the convenience of:  Real‐time review of card transactions,  Email notification and direct links to tasks (sign off),  Report generation at any time, to include current and closed billing cycles. eVA is the online procurement tool office managers and buyers utilize to procure goods and services. If you are an eVA buyer, the SPCC and/or UMW Finance card must be keyed into eVA cardonedaypriortocarduse.
TheSPCCCARDSMUSTBEACTIVATEDBYPHONEPRIORTOUSE.
THEACTIVATIONCODEfortheSPCCisIS215ANDYOURSIXDIGITBIRTHDATE.
The UMW Finance card does not require activation. Need Assistance? The following individuals may be contacted to assist with initial set up requirements and reporting needs for WORKS or eVA: Melissa Myers, 654‐1057 – SPCC Program and WORKS Administrator Melva Kishpaugh, 654‐1084 –Backup SPCC Program and WORKS Administrator Vicki Eppes‐Ward, 654‐1224‐ UMW Finance Card Program Administrator Vickie Chapman, 654‐1155‐System Support and Training SystemRequirements
MacComputers–MozillaFirefoxistheonlyinternetbrowsercompatiblewithWorks. 1 InitialSetUpInstructionsforWORKSandeVA
Step1.ForCardholdersandCardholderSupervisors‐Follow
InstructionsintheWelcomeLetter
A Welcome Letter email from Bank of America is your first indication that Works access is available for your initial login and password needs. Immediately open the letter and read the instructions. Make special note of the following:  For SPCC Cardholders , the Organization will be 215 UMW. Username will begin with “umw” the first letter of your first name and your last name as indicated within the Welcome letter.  For UMW Finance Cardholder, the Organization is 077‐UMW Finance Card. Username for the UMW Finance card will be your first initial and last name, and will end with “umw” as indicated in the Welcome letter.  The Welcome email from Commonwealth of Virginia (Bank of America Works) will supply a link to Works which is good for the initial login, security questions and answers, and **password creation only. The link will be rendered inactive after the initial use.  After initial use, bookmark ‐https://payment2.works.com for WORKS access thereafter. **WORKS will prompt for a new password every 90 days. Reminder: Mac Computer Users‐Mozilla Firefox is the only internet browser compatible with Works. 2 InitialSetUpInstructionsforWORKSandeVA
Step2.ForCardholdersandCardholderSupervisors‐Cardholder
BillingStatement The Billing Statement has been pre coded to meet cardholder reconciliation requirements and cardholder supervisor transaction review needs. The report is tailored to run automatically at the end of each billing cycle for immediate download but can also be viewed at any time. A one‐time set up is required for this feature. Point to the Reports tab and select Template Library.  For SPCC Cardholders‐ point to the UMW SPCC Cardholder Billing Statement  For UMW Finance Cardholder‐ point the report called Cardholder Billing Statement then open the drop down to select Modify/Run Collapse any open Window Panes and Scroll down to Scheduling and Expiration Choose the Recurring report radio button and schedule the report to run, every billing cycle plus 3 days. Select the Report Expiration to 30 if desired‐ the report can be regenerated at any time. Submit when complete.
3 InitialSetUpInstructionsforWORKSandeVA
The report is listed in the Scheduled section of the Reports tab. ForgottenUsernameorPassword
If you forget your username, your Program Administrator can send you an automated email with the reminder. If you forget your password, click the appropriate link on the Login page, called Forgot your Password? Once selected The Forgot Your Password? page displays and prompts you to enter your username and email. To create a new password, you must know the answer to your security validation questions. If you do not know your security validation answers, your Program Administrator can reset your password. NOTE: Security validation questions, security validation answers, and usernames are not case sensitive. Passwords are case‐sensitive. UnsuccessfulLogins
A user is allowed six attempts (occurring within a 5‐minute time frame) to log into the application. A login attempt fails if the user enters an incorrect username or password on the Login page. After a user’s login attempt fails five times, a message displays, warning the user that another failed attempt will lock the user out of the application. This lockout remains in effect for 15 minutes. After 15 minutes, the user can attempt to log in again. Contact the PA if additional assistance is needed. AutomaticSystemTimeOut
For security reasons, the application is designed to automatically timeout if it is open but not active for 15 minutes. If the application performs a security timeout, you are prompted to enter your login information (username and password) to re‐access the application. Note that your last action in the application will be saved and accessible after you enter your login information. AutomaticPasswordChanges
WORKS will prompt you to change passwords and validate your security question, every 90 days. Passwords are case‐sensitive and require at least 8 characters. Users who manage the SPCC and the UMW Finance Card may use the same password for both accounts. 4 InitialSetUpInstructionsforWORKSandeVA
UpdatingtheCardineVA‐fordepartmentbuyersonly.
New and current cardholders must set up their card in eVA before placing an order using the card. To enter your card information for the first time, or to edit the card information if a current cardholder; follow the steps as outlined below. Step 1. Log into eVA. Within the Knowledge Center, select Preferences to open the Change Your User Preference menu. Step 2. Select Manage PCard Information . Step 3. On the PCard List, Select the Create new PCard Option. Current cardholders will see card information on this form. ‐ Select the top Create new PCard Option Enter the PCard information exactly as it appears on your card. 5 InitialSetUpInstructionsforWORKSandeVA
PCard Number: the 16‐digit account number from the front of the card PCard Number :enter the 16‐digit account number PCard Alias: For the SPCC card, the PCard alias should contain the first initial of your first name, your last name and the last 4 digits of your card number (i.e. vchapman3295). For the UMW Finance Card, enter the last 4 digits of your card first, then your user name. Behind your name, insert the word (local). Sample would be 3295vchapman_local. Note: Your PCard information becomes encrypted when submitted. Only the PCard alias will be visible afterwards. PCard Holder Name: enter your name as it appears on the card Personal Liability: No PCard Type: Purchase Card Expiration Date: Enter the last day of the month shown on your card. Click Submit when complete. Step 4. Current Cardholders will delete the old card information once the new card is established. New Card information will not be reflected on current Purchase Orders. Change orders may be necessary for eVA orders with prior card information. Please call TESS or Procurement Services if you have questions or need assistance with this process. 6