Shared Services takes the hassle out of departmental procurement by managing the entire lifecycle of your purchases. We handle everything from placing the initial order and tracking shipments to finalizing the monthly reconciliation.
By performing weekly purchase sign-offs, our team prevents end-of-month bottlenecks and guarantees accurate fund allocation. We leverage our in-depth knowledge of university policies to keep your purchases compliant, minimizing your department’s risk while streamlining the administrative process.
How the Process Works:
- Submit an Order Request: Your department submits a P-Card order request via the Smartsheet Intake form. Make sure to complete all required fields, including a valid funding string and a clear business purpose.
- We Make the Purchase: Shared Services processes the transaction using our P-Card, ensuring full compliance with all university purchasing procedures.
- Weekly System Updates: Our team logs and updates all recent purchases within the Bank of America (B of A) Works system on a weekly basis.
- Statement Reconciliation: We meticulously match the Works statement against the purchase receipts. All documentation is securely stored in a designated folder to ensure seamless future auditing.
- Monthly Approval: Shared Services signs off and submits the final reconciliation for approval within Works, closing out the month accurately and on time.