Cardholders and Approvers

This site will give instructions for the UMW Finance Cardholders and Cardholder Supervisors. If you:

• Hold a UMW Finance Card in your own name,
• Hold a UMW Finance Card in the name of a specific department, OR
• Are the supervisor of a person who holds a UMW Finance Card,

it is mandatory that you take action on all transactions on-line within WORKS as detailed below.

For Cardholders

If you have all of your documentation (invoice and/or receipt, plus any required forms/documentation), the Cardholder will “sign off” in WORKS.  This process then routes the transaction to the Cardholder Manager approval and restores the available credit line funding on the Card at the end of the Billing Cycle.

If you don’t have all of your documentation, the Cardholder enters the FOAP for the transaction and inserts information in the “Comments” section within WORKS –on a weekly basis, at minimum–to report the problem and document action  taken by the Cardholder to resolve the problem until it is resolved.

IF YOU:

Are missing a receipt, try to get a duplicate receipt and document the details for not having a receipt (Why didn’t you get one?).  In addition, document the items purchased, confirm receipt of items, and verify that the items are valid state expenses. If you have made every reasonable attempt to obtain a copy of the detailed, itemized receipt and have been unsuccessful in your attempts, document that the receipt is missing, explain the steps taken to try to obtain a duplicate receipt, and include the following verbiage in your comments:  I hereby certify that the expenses were incurred by me and are necessary and appropriate expenditures for UMW. By my sign-off, I acknowledge that the goods purchased become the property of UMW and services provided were for UMW. After all information is documented, sign off in WORKS.

Have disputed or unauthorized charges, document in the “Comments” section in WORKS (on a weekly basis, at minimum) action taken by Cardholder to resolve the problem.  Document conversations with the vendor in the Comments section until problem is resolved. The Cardholder does NOT sign off on disputed/unauthorized transaction(s) until disputed item is resolved.  However, the transaction will be “swept” by the Program Administrator (PA).  The transaction will remain in the Cardholder’s que even after the PA sweeps the transaction(s).  Eventually, whenever the dispute is resolved, the Cardholder will need to sign off on the transaction(s) in WORKS, which will route the transaction to the Cardholder Manager to sign off, which will route to the PA to sign off.  The transaction is complete after the PA signs off.

Are missing Administration and Finance Forms, get whichever forms are needed.

NOTE:  At the end of the billing cycle, the Program Administrator (PA) will sweep transactions that are not signed off in WORKS, BUT the PA will NOT sign off on ANY transaction until the Cardholder and the Cardholder’s supervisor have both signed off on the transaction.

For Cardholder Managers

Within WORKS, signed off transactions from Cardholders route to the Cardholder Manager (CM) for approval. The CM will review the transaction and the accompanying paperwork within the Receipt Packet, and will then “Sign Off” as the approver. The CM Sign Off activity routes the transaction to the Program Administrator for final processing and approval.

For continued use of the Card, you must have Internal Procedures, which are “step-by-step” instructions to document the processes surrounding the use of the Card, including the procedures for checking out a card (for departmental cards) and procedures for forwarding Receipt Packets to supervisors, and then to Accounts Payable.  For further information and details regarding Internal Procedures (or Desk Procedures) see the “Policy vs. Procedure” heading at the Finance web site and focus on the paragraph regarding “Internal Procedures.”

Cardholder Transaction Review

STEP 1: Review the transaction in WORKS. Edit (if necessary) and Sign Off (See “WORKS Manual”).

STEP 2: Keep all credit card paperwork for the Receipt Packet.

The receipt packet includes:

• 1. Cardholder Billing Statement
  2. Detailed, itemized receipts (VISA slips showing total only with no detail are not acceptable.)  All purchases should have a detailed, itemized receipt.  Follow instructions above if any receipts are missing.
  3. Any required forms such as the PDF of Travel Pre-Approval in Chrome River; Business Meal Form; UMW Finance Card Agreement, if a departmental Card is used; etc.
  4. Cash withdrawal and cash distribution documentation –IF the Card has this function. (Not all Cards have this option.)
  5. Any receipts from the Cashier where money was deposited for overages.
  6. Any other relevant or helpful paperwork.

STEP 3: Download the Cardholder Billing Statement and include within the Receipt Packet.

STEP 4: Forward the Receipt Packet and/or content according to your department Internal Procedures. The complete Receipt Packet must be to the Program Administrator in Accounts Payable by the date indicated within the Billing Cycle Chart.

Supervisor Transaction Review

STEP 1: Review invoices and receipts CAREFULLY before signing off on the Cardholder Transactions. If you have questions, return the transaction(s) to the Cardholder with notes. The “signing off” action will forward the transaction to the Program Administrator for final reconciliation and payment.

STEP 2: Forward the Receipt Packet to the Program Administrator by the date indicated within the Billing Cycle Chart.