Amber Armour – P-card Program Administrator
aarmour@gru.edu
706-721-9441
Definitions
 Chart Field – a field used to hold a numeric value
 Chart Field Combination (CFC) – a unique combination
of chart fields that represent a specific budget
 Fund-Department ID-Program-Class-Project/Grant ID
 Example: 10000-08011610-11100-11000
 Example with Grant: 20000-08011610-11100-61000-270064
 Program Code Number (PC#) – a number assigned to a
specific chart field combination(CFC) to aid in transaction
allocation in Works Payment Manager
 Example: PC4032 may be associated with
10000-08011610-11100-11000
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PC Numbers
 Initial PC#s will be set up for Summerville departmental
budgets – no request needed
 Additional PC#s may be requested by sending an email to
Amber Armour at aarmour@gru.edu
 Include full CFC information
 Each CFC (unique combination) will need its own PC#
 10000-08011610-11100-11000 & 10000-08011620-11100-11000 are
different because they are each tied to a separate budget, so they will
each need a separate PC# in Works
 Account codes are not included in the PC#, but are
required in a separate allocation field
 There is no need to set up a separate travel or supply PC#
for the same CFC
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Allocation
 Each card is assigned a default PC#/CFC combination,
similar to the default “account strings” that were
associated with the previous ASU cards
 This default PC# can be changed by re-allocating the
transaction to a different PC# using the GL Assistant
 If you would like to change the default PC# assigned to
your P-card, please send us an email
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Step-by-Step Allocation
 Step 1:
 To allocate a transaction to a PC#/CFC combination, select the transaction
in Works by clicking anywhere in the line for that transaction. The selected
line will be highlighted in yellow.
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Step-by-Step Allocation (cont’d)
 Step 2:
 The screen shown below will open in the bottom pane to
show you more details relating to the selected
transaction.
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Step-by-Step Allocation (cont’d)
 Step 3:
 The default tab is "General". Select the "Allocation" tab
to enter the account code or to change the PC#, then
click “Add/Edit” to open the transaction for editing.
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Step-by-Step Allocation (cont’d)
 Step 4:
 A pop-up window will open to show the default
allocation information. Click the GL Assistant button to
edit.
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Step-by-Step Allocation (cont’d)
 Step 5:
 To allocate to a PC#/CFC combination other than the
default, click "Reset All" to remove the default setting.
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Step-by-Step Allocation (cont’d)
 Step 6:
 The "Selected Combination" section will have blank
segments.
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Step-by-Step Allocation (cont’d)
 Step 7:
 Highlight "PC#" in the View box, select the "Value" radio
button, type in the correct PC # in the "Find Segments"
field, then click "Go" to pull up the correct PC code.
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Step-by-Step Allocation (cont’d)
 Step 8:
 The PC# will open in the Value/Description fields. Click
the line to drop it down to the PC Segment field.
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Step-by-Step Allocation (cont’d)
 Step 9:
 The selected PC is now in the PC Segment field. Click on
"Fund/DeptID/Pgm/Class/Proj/Grnt" in the View Section, select "Value" in
the Find Segments box and type in the CFC numbers. You should use a
dash (-) between each number group. Click "Go".
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Step-by-Step Allocation (cont’d)
 Step 10:
 The selected CFC(s) will open in the Value/Description Section. Select the
correct one. (Note: Some departments may have multiple CFCs that do
not vary until the Proj/Grnt section).
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Step-by-Step Allocation (cont’d)
 Step 11:
 Select "Account Code" in the View box, click the "Value"
radio button, and type in the prefix number(s) for the
account code. Click "Go".
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Step-by-Step Allocation (cont’d)
 Step 12:
 Find the appropriate Account Code for your purchase,
and select it to add it to your allocation.
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Step-by-Step Allocation (cont’d)
 Step 13:
 Once all fields (PC / CFC / Account Code) have been
added, click the "Finish" button.
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Step-by-Step Allocation (cont’d)
 Step 14:
 Verify that the information is correct, then click the "OK" button.
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Step-by-Step Allocation (cont’d)
 Step 15:
 Verify that the transaction shows three (3) green checks under the
"Comp|Val|Auth" Column. This means the transaction is Complete (all
fields entered [PC/CFC/Account Code]), Valid (the PC/CFC combination is
complete), and Authorized (you are authorized to use the PC/CFC
combination).
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Step-by-Step Allocation (cont’d)
 Don’t forget:
 Add any necessary comments
 Click sign-off when finished reviewing
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Questions?
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