Works
Cardholder Sign Off
Presentation
2013
(revised March 2013)
Bank of America’s Works application
Works provides an online reconciliation tool for p-card expense. P-card expense is downloaded from
Works monthly by the university administrator and uploaded to university financial reports. Currently,
p-card data from the previous billing cycle is uploaded the following month. (Example: January p-card
expense is posted to the university financial reports in February)

P-card transaction detail is posted to the Works application daily. Cardholders can reconcile and
sign off as soon as transactions appears in Works. (daily, weekly, bi-weekly or monthly depending on
your volume).

Works reconciliation is usually handled by the cardholder and includes adding a business purpose
for the purchase and correct accounting detail. (Some areas assign a reconciler to assist cardholders with the
allocation process. Check with your department for your area’s procedure).

Works offers a variety of custom reporting options that allow cardholders, reconcilers, approvers,
accountants and managers to ensure accounting detail is correct and that the purchase is
adequately described or justified.
In the future, Works will allow us to upload p-card transactions to the university financial system earlier,
providing more accurate and up-to-date reporting for departments.
P-Card Due Dates with Works
Cardholders or Reconcilers
Works p-card bill cycle is monthly (cycle period begins on the first of the month, and ends
on the last day of the month). Completing Cardholder sign off:

On the 3rd of the month, your Cardholder Statement (a Works report) is ready for download. An
email is automatically sent to each cardholder from Works as a reminder. This is your queue to login
to Works and finalize your previous month expense review and sign off.

Your Cardholder Statement provides a list of all previous cycle period transactions. Review your
cardholder statement, make any necessary corrections and complete sign off in Works.

Cardholders are encouraged to complete their final review and sign off expense, print their
statement and submit p-card documentation to the approver by the 5th of the month.

P-Card limits refresh on the 1st of the month. But, limits don’t completely refresh until expense from the
previous month is signed off by the cardholder. If you delay sign off, you will delay refresh of your limit and it
may impact your spending ability.
Your department may opt for an earlier or later due date. Check with your
area for your cardholder sign off due date.
Welcome to Works Email
Each new cardholder (or
Works user) receives an
email from the Works
application which
provides login
instruction.
Works generates other email
notices to:
Notify users when reports
are available for download.
 Notify cardholders and
approvers when transactions
have posted and are available
for sign off.
Note: If you had 16
transactions post yesterday,
you’ll receive just 1 email
today as a courtesy reminder
to review transactions.
https://works.com
Your Username is BUSTERBRONCO
Works Login
Each Works user will login to Works using a unique Username and Password.
Important: Both Internet Explorer or Mozilla Firefox are compatible browsers for Works.
Google Chrome is not fully compatible with Works at this time.
Works users can reset their own password by clicking the Forgot your
password? link provided on the Works login page.
 Username contains no spaces and is all CAP’s.
 Password is case sensitive and selected by you.
Individual passwords are considered electronic signatures and may not be shared
with others. Your login information must be kept in a secure location.
Works Passwords
View the Initial Login/Forgot Password training video:
http://training.works.com/training/resources/videos/02_welcome.htm
Key points:

The Welcome email you’ll receive from Works contains your
Username.

The link provided in your Welcome email allows you to
access Works and select your own password.
Passwords are case-sensitive.

You’ll also be asked to provide answers for security questions
which will allow you to reset your password if you forget it.
Security validation answers and usernames are not
case-sensitive.

Add the Works site to browser ‘Favorites’ or bookmark it.
Password Resetting
If you forget your password, click the Forgot Your Password? link on the
Works Login page.
 You’ll be prompted to enter your username.

After entering your username and clicking submit, Works
will automatically send you an email with instructions on
how to create a new password.

You’ll need to know the answers to your security
validation questions to create a new password.
Password resets are temporary and active for 3 days. Don’t delay, login
immediately!
Works Home Screen View (what you see after successful sign on)
Task menu
allows access
to a variety of
Works
functionsSelect
Transactions
Requiring Sign
Off to begin
your review.
Select Reports
to view all
report options.
Home Icon
returns you to the
home screenArrow to the left
hides/reveals task
bar
Select Tools
for access to
training
references.
Review the Works Training Video Navigating the Application for a demo:
http://training.works.com/training/resources/videos/03_app_navigation.htm
Transactions Requiring Sign Off View
To quickly
access
Transactions
Requiring
Sign Off, just
select the
Sign Off row
under Action
Required
heading.
If you have
multiple roles
in Works,
Select Acting
As Cardholder
Sign Off row-
Transactions Requiring Sign Off View
All
transactions
requiring
sign Off
appearClick on any
column heading
to sort data by
the heading.
Review
transactions
quickly and
easily by
scrolling the
page.
Use the Filters link
to select
transactions by
date, or other
option choices.
The Allocation
column provides
a quick view of
the accounting
detail for each
transaction
Transactions Requiring Sign Off View
Transactions appear
in your queue as they
post to Works.
To find only the
transactions requiring
sign off for the
previous cycle period
only, use the Filter
option:
1)
Select Filter
2)
Select Dates,
and then
3)
Previous Cycle
1
2
3
Transactions Requiring Sign Off View
Works identifies
transaction issues at
a glance:
The Comp Val Auth
column indicates an
error in the accounting
detail by displaying a
red X.
The Red X here
indicates an error
in the accounting
detail (Dept ID,
Expense code,
project or
chartfield).
Flag indicator appears
if a transaction has
been flagged for
correction by either the
approver or university
administrator.
FLAG
INDICATOR
Allocating Expense in Works
Works Split View provides a list of transactions above, and detail on a selected
transaction below
To allocate
expense:
1) Select a
transaction (just
click on a row).
2) Transaction
detail will appear
in the split window
below for the
transaction
selected.
13
Transactions Requiring Sign Off
Allocation View
The lower portion of the screen provides access to the Allocation tab (click on the other tabs if you
need more information regarding the transaction)
3) Select the
Allocation tab to
enter accounting
detail and the
business purpose
of the purchase
4) Select
Add/Edit -The
Allocation view
opens for
accounting detail
and business
purpose entry
The Allocation tab
is used for entering
allocation detail.
The other tabs are
informational only.
Tip: Click on the “Pushpin” icon on the
allocation tab to pin the page open. This will
allow you to easily view transactions as you
move through your list.
14
Allocating Expense in Works, continued ‘Split View’
5) Use the GL
Assistant to help you
find the correct
accounting info (Dept
ID, Expense Codes,
Project and Chartfield
entries are required)
6) Include a Travel
Auth number for travel
expense.
7) Add the Business
Purpose of each
purchase.
Allocation entries
are uploaded to
university financial
reports. Any other
comments will be stored
in Works transaction
history only.
Enter Travel Authorization
number here.
Enter Business Purpose
Keep it concise and less than
65 characters.
Allocating Expense in Works, continued ‘Split View’
Using the GL Assistant
8)
Select the GL
Assistant tab to
access Dept IDs
assigned to your
account, Expense
Code, Project and
Chartfield codes.
9)
Select Dept ID and
the available
options will appear
below.
10) Select the Dept ID
from the list and
move to the
Expense Code-
(does Works Identify due date for cardholder? )PROVIDE
A SCREEN SHOT OF WHAT THE CARDHOLDER WILL SEE
Dept IDs assigned to
your profile appear in
this view:
16
Allocating Expense in Works, continued
‘Split View’
11) Select Expense
Code from the list
to access the list
of expense
account codes.
Expense codes appear
in this view:
12) Repeat the
process for
Project and
Chartfield code.
*An entry is
required in these
two fields.
13) Select ‘Finish’ tab
to complete
allocation.
Finish
*Works has validation fields for both Project ID and Chartfield entry:
If no Project Id is required, enter NOPJ. If no Chartfield entry is required, enter NA.
GL Assistant Detail
Works GL Assistant uses validation
tables to ensure correct entry of
accounting information. Dept ID,
Expense Code, Project and
Chartfield box must each have an
entry.
If the Dept ID requires a Project entry, a
selection list (or just one) will appear.
Select the one you need:
 If No Project Id Is Required, Select
NOPJ
If the Dept ID requires a Chartfield entry,
a list of chartfields will appear. Select the
one you need.
 If No Chartfield Entry Is Required,
Enter NA
Other Allocation Options- Allocate a group of transactions to the same accounting
detailTable view
selected
With Table view selected:
1)Select all transactions
requiring the same allocation
detail by clicking the top
check mark, or select
individual lines.
2)Select Code GL tab
Bulk Code GL view appears.
• Enter accounting detail in any
one or more fields to apply to all
selected transactions. Or,
• Update all fields at once for the
selected lines by entering all
accounting detail including
business purpose and TA info.
3) Select OK to finish your
entry.
Code GL
Sign Off
THESE CODES WILL BE APPLIED TO ALL LINES SELECTED
Enter info in any one field above and it will be applied to
all selected linesLeave the field blank if you don’t want all lines to share
the entry.
19
Splitting A Transaction Between Multiple Accounting Entries
To split a transaction
between multiple
accounting entries
(i.e. expense shared
by 2 or more Dept
IDs, expense codes,
etc.)
1) Add lines as
needed by entering
a number in the Add
line(s) box, select
Go. (add as many
as you need)
2) Select either
Allocate by Amount or
Percentage
TIP- Enter any shared
accounting detail before
entering additional lines
and Work will apply it
to all lines appearing.
Delete unneeded lines by selecting the trash can
icon -
Signing Off On Transactions
Sign off on individual transactions one by one or
sign off on a group of transactions
Sign off on an
individual
transaction
You need 3 green
check marks
signifying a valid
allocation before
you can sign off.
1) Select
the transaction
row
2)
Select
Sign Off
Or, sign off on a
group of
transactions at
one time (see the
next slide)
SIGN OFF
Sign off on a group of transactions at one time-
To sign off on a
group of
transactions –
In Table view:
1)Select all
transactions by
checking the top box
(or, select individual
transactions by
checking individual
rows)
2)Select Sign Off
Code GL
Sign Off
3)Click OK
No comment is
necessary.
OK
22
Flagged Transactions
Approvers can flag a
transaction (or multiple
transactions) and ask
the cardholder to correct
accounting entries or
business purpose detail.
1)Select the Flagged
transaction row in the
Action Required queue
2)Review the comments
entered in General tab to
identify the issue
1
2
Flagging Transactions, continued
Removing a Flag Request
3) Make allocation
corrections in the
Allocation tab as
usual. (If no
correction is needed
go to step 4)
4) Select Remove
Flag once you’ve
corrected the issue
and provide a
comment.
Comments remain
as part of the Works
transaction history
which is helpful in
tracking noncompliance or other
issues.
3
4
Final Steps: Completing the Cardholder Review Process
You will receive an email from Works notifying you that your statement is ready for final review on the
3rd of the month. Login to Works and review or print your statement.
1.
This statement will include just the transactions posted for the previous cycle period.

2.
3.
Example, the statement period viewed on your Feb 3rd billing statement included January transactions only.
If you’ve allocated and signed off on expense during the month, you’ll just need to do a final
review to ensure all previous cycle transactions have been signed off by checking:

Your Transactions Signed Off queue in Works-

Your cardholder statement for CH sign off dates. (If you have many transactions, run a Transaction Detail
Report for Excel spreadsheet view which includes cardholder sign off date column)
Attach original receipts and any other required documentation to your statement, sign it, and
submit it your department approver on or by the required due date.
How to Print your Works Cardholder Statement
Your Cardholder
Statement will
appear in the
Action Required
queue as a report
ready for
download on the
3rd of the month.
Select
Download from
the Action
Required rows
How to Print your Works Statement, continued
Completed
Reports queue
appearsSelect Download
PDF to produce
your statement.
Or
Select Run
Report Again to
refresh the report
as it captures any
newly entered
detail.
To run the Cardholder Statement again
(or to update it if you’ve made corrections
after the 3rd)
Select Reports and then Completed
Reports from the Works navigational
menu.
Select, Cardholder Statement and then
select the Run Report Again option. This
will refresh your data.
Works Statement View
The Cardholder
Statement lists
transactions which
posted in the
previous billing
cycle period.
Attach original
receipts and any
required
documentation,
sign and date the
statement and
submit it to your
department
approver.
You should have
a sign off date for
each transaction-
Cardholder statement includes a CH Signoff Date if
expense has been signed off.
Works Training and Help
Select the
Training and Help
link
Options include
online user
manuals designed
for your particular
role, quick
reference guides
covering a variety
of topics, and
training videos
which provide
easy to
understand
tutorials.
.
Works how-to guides and other references are available on the university
P-Card information site: http://vpfa.boisestate.edu/pcard/
Contact Information
Bank of America Cardholder Call Center (24/7) 1-800-300-3084
Bank of America Customer Service Representatives assist with cardholder
inquiries, including disputes and lost or stolen cards
Bank of America Technical Help Desk 1-888-589-3473 (6am to 7pm Mountain)




Select Option 4 for Works
The Technical Help Desk provides technical support for the State of Idaho program.
Identify yourself as State of Idaho/Boise State University Works user.
Your identity will be confirmed with answers to security questions you provided online
with initial Works login, your user name, and email.
University Purchasing Contacts:
Anna Pollworth, University P-Card Administrator Ext 6-1795
Greg Kunde, Purchasing Compliance Ext 6-2964