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Comprehensive Training for Ramapo College's Bank of America VISA Procurement Card Program

This training program provides essential knowledge for effectively using the Bank of America VISA Procurement Card at Ramapo College. Key topics include logging into the program, processing transactions, disputing transactions, and running reports. Participants will learn about important reminders such as receipt management and monthly statement processing. The training also covers card usage policies, workflow processes, sales tax handling, and security measures for safeguarding card information. Ensure compliance with college policies through this comprehensive training.

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Comprehensive Training for Ramapo College's Bank of America VISA Procurement Card Program

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  1. RCNJ-BOA Purchasing Card Works Training Ramapo College and Bank of America VISA Procurement Card Program WORKS Training P-Card_WorksTraining_Oct2011

  2. Training Goals • Demo Works • Log-In • Process a transaction • Dispute a transaction • Run reports • Program Review P-Card_WorksTraining_Oct2011

  3. BOA Works • Processing in Works • Receipt • Comments (optional) • FOAP • Sign-Off • Disputes P-Card_WorksTraining_Oct2011

  4. Important Reminders • Get a receipt • Complete processing in Works • Print out month end statement – Attach receipts – Get signature - Send to Accounts Payable P-Card_WorksTraining_Oct2011

  5. P-Card Program Review P-Card_WorksTraining_Oct2011

  6. Policy & Procedures • Posted on Purchasing website • Policies & Procedures / Credit Card / BOA Purchasing Card P-Card_WorksTraining_Oct2011

  7. Card Use – Part 1 • Small Dollar Purchases – $1,000 and below • College Administrative Staff • Transaction Limit • Monthly Credit Limit • Within Purchasing & Travel Policies P-Card_WorksTraining_Oct2011

  8. Card Use – Part 2 • YES • Travel pre-payments for registrations & air, rail, bus • Memberships, Subscriptions • Office Supplies – WB Mason • In Store Purchases P-Card_WorksTraining_Oct2011

  9. Card Use – Part 3 • YES • Ramapo College Bookstore • Use card starting on 11/1 • Pay open balance through A/P • Close account P-Card_WorksTraining_Oct2011

  10. Card Use – Part 4 • NO (result in transaction decline) • personal use, cash advances, travel, food, gasoline, computers, club stores, drug stores, liquor stores, grocery stores, doctor’s offices, fixed assets, Sodexo, grant activity when the Foundation pays the vendor P-Card_WorksTraining_Oct2011

  11. Workflow – Part 1 • Use the Card and get receipts • On-line confirmations, cash register slips • For phone orders ask for a written confirmation P-Card_WorksTraining_Oct2011

  12. Workflow – Part 2 • Receive e-mail notice of transaction • Log on to Works and process the transaction on line • Should be done soon after receiving notification P-Card_WorksTraining_Oct2011

  13. Workflow – Part 3 • RCFS processing in Works • Receipt • Comments • FOAP • Sign-Off P-Card_WorksTraining_Oct2011

  14. Workflow – Part 4 • FOP defaulted to primary budget • AC defaulted to MCC • Change FOP & AC if necessary • AC 7013 default for generic MCC must be changed P-Card_WorksTraining_Oct2011

  15. Workflow – Part 5 • Prior week’s transactions are posted each Wed. to the Banner budget • No Budget checks in the program P-Card_WorksTraining_Oct2011

  16. Workflow – Part 6 • At month end: • Receive e-mail notice • Print out cardholder statement(s) • Attach receipts • Obtain Unit Manager signature • Send statement(s) and receipts to A/P P-Card_WorksTraining_Oct2011

  17. Workflow – Part 7 • The College automatically pays BOA P-Card_WorksTraining_Oct2011

  18. Workflow – Part 8 • Unprocessed transactions in Works will be deducted from next month’s credit availability P-Card_WorksTraining_Oct2011

  19. Sales Tax & Disputes • NJ State Sales Tax • Use Tax Exempt Letter • Tax ID printed on card • Disputes • Resolve with merchant • Can dispute in Works P-Card_WorksTraining_Oct2011

  20. Security • Keep card and card information in a secure location • Immediately report missing cards to Ramapo College Purchasing P-Card_WorksTraining_Oct2011

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