Shared Services offers comprehensive P-Card support, managing the entire process from purchasing goods and tracking shipments to monthly reconciliation. Our team provides weekly purchase sign-offs to prevent end-of-month delays and guarantee accurate fund allocation. With in-depth knowledge of university policies and procedures, we ensure all purchases remain compliant, minimizing risk and streamlining the process for your department.
Process Steps:
Order Request: The Department submits a P-Card order request to Shared Services via the Smartsheet Intake form, completing all required fields, including a valid funding string and business purpose.
- Purchase: Shared Services makes the purchase using the P-Card, ensuring compliance with all university policies and procedures.
- System Updates: Shared Services updates the Bank of America (B of A) Works system weekly for all purchases.
- Reconciliation: Shared Services reconciles the Works statement against receipts (which are stored in a designated folder for auditing).
- Monthly Approval: Shared Services signs off and submits the reconciliation for approval in Works.