At the end of each billing cycle, the Small Purchase Charge Card must be reconciled using the online Bank of America tool Works. Cardholders are responsible for keeping all documentation related to each purchase in a payment card file in addition to providing allocation, details, and receipts (electronic documents) in Works. This page includes resources to assist with both SPCC Payment Card File and Works Reconciliations.
What Does Reconciliation Mean?
Reconciliation is the process of comparing transactions and activity to supporting documentation. Further, reconciliation involves resolving any discrepancies that may have been discovered. Cardholders should go through each transaction listed on their Bank of America Works Billing Statement for the specified billing cycle and verify the price charged is correct, that there has been no tax applied and gather all transaction supporting documents together to support the purchase and payment. All supporting documentation should be completed PRIOR to the payment being made.
Reconciling transactions should be done on an ongoing basis, not just at the end of each billing cycle. This ensures that transactions were posted in a timely manner, that there is ample time to contact the vendor for any discrepancies or issues with the charge, and time for the Cardholder AND Approver to review each transactions for approval and sign off.
SPCC & Works Reconciliation Checklists
The following checklists are resources for Cardholders and Approvers to make sure all proper documentation is provided within the SPCC Payment Card File and all required actions are performed in Works for each transaction.
SPCC Payment Card File Checklists |
Works Reconciliation Checklist |
Works Manual and Reference Guides
TESS has developed several helpful instructional guides and manuals for the Bank of America Works tool. Visit the Instructional Materials Page to find the Works Manual and reference guides for transaction sign off, logging in, and card setup.
Works GL09 & GL10 Segments
GL09 – Competition or Quote Requirement Segment
- Contract #: If the purchase you made is on an available contract, regardless of if it was made with a micro vendor, enter the Contract# in this field. If you need assistance, contact Procurement Services.
- SPP#: If the purchase you made is exempt from competition per one of the exemption categories on the University’s Small Purchase Procedures for Goods and Non-Professional Services, enter that Category Code. Ex. You purchase software using the B10 exemption – you can enter B10 or SPP B10 into the segment field.
- Micro Name: If you purchased from a DSBSD-certified micro vendor who is not on a contract, enter the name of the micro business you used. This field is not for the micro vendor you contacted to get a quote from prior to purchasing if you are ordering from a non-micro vendor.
- Or N/A & justify in comments: If the purchase you made is not on a contract, is not exempt per the Small Purchase Procedures, and was not made from a DSBSD-certified micro business, simply enter “N/A” in the segment field text box and use the Comments feature in Works to explain why you didn’t purchase from a micro business. Details in the comment should include at a minimum: the DSBSD-micro vendor name you contacted and the reasoning for not purchasing from that vendor (they didn’t respond in time or at all, they couldn’t meet all of your specifications, the price was more than 5% the total cost of a non-micro vendor, etc.) Your supporting documentation for your payment card file should back up this justification.
GL10: eVA Purchase Order Requirement Segment
- eVA Purchase Order PO/PCO#: If your purchase requires an eVA purchase order entry, enter the fully executed purchase order number (PO or PCO) in this segment. A REQ is not a full purchase order.
- or Exemption Justification: If your purchase does not require eVA entry either per the Small Purchase Procedures exemptions or other circumstances, simply write “Exempt” and write the explanation in the comments.
Examples of what you might enter:
Works Mandatory Document Upload
The current Governor of Virginia issued a mandate on July 12, 2024 declaring that all state agencies must use the Bank of America Works online reconciliation (OLR) platform for SPCC transactions, and must upload mandatory backup documents to support the transaction.
Beginning October 16, 2024, all Cardholders must attach the mandatory documents described below to each transaction in Works. The required standard file type for documents is PDF. Any transaction that does NOT have the required documents attached AND is signed off by both Cardholder and Approver by the end of the sign off deadline period each billing cycle, will be non-compliant.
The mandatory backup documentation to be uploaded includes:
- Invoice:
- The original invoice received from the supplier.
- Date stamp or proof of when it was received (i.e. original email the invoice was attached to) must be included. If the supplier does not provide invoices as their business practice, please make note of that in the comments of your transaction in Works.
- Invoice should be detailed enough to show what was purchased (descriptions, quantity, etc.) and when.
- If you have any questions about what would qualify as an “invoice” please contact the SPCC Admins.
- Receipt:
- Preferably a $0 balance document showing the amount paid and no further payment is due.
- If the supplier does not provide receipts as their business practice, please provide the combination of documents that would be acceptable in lieu of a receipt (purchase order, order confirmation, quote, etc.) and make a note that the supplier doesn’t provide receipts in the comments of your transaction in Works.
- If you have any questions about what would qualify as a “receipt” please contact the SPCC Admins.
- Approval for Purchase:
- For Purchases/Payments under $1000:
- No documentation is needed. We are relying on the University’s delegated purchasing authority to prove each Cardholder has approval for the purchase.
- For Purchases/Payments $1000 and over:
- Upload your cabinet approval
Troubleshooting:
- If you use Adobe to add comments on your PDF (like FOAP, received date, etc.), you will need to save the document by using the Print to PDF function so that it applies the comments so they can’t be further changed. If you upload the document without doing this, your comments will not stay attached to the PDF.
- If you have a scanned receipt or encounter a file size limit error for the upload, it might be due to the resolution of the scan or the color embedded in the scan. To get around this, select Print to Adobe PDF as the printer and select the button that says Print in grayscale (black and white):
FAQs:
Q: Can I upload all of my SPCC file documents to Works and not keep a paper file?
A: YES. As long as ALL required payment card file documents are provided on the transaction and uploaded, you don’t have to keep a paper file. This also includes any required pre-approvals such as IT approvals, travel pre-approvals, business meal forms, etc.Q: Can I upload the minimum required documents to Works and keep the rest of my SPCC file electronically instead of a paper file?
A: YES. As long as you maintain a completed SPCC file electronically where documents can be printed if requested, you don’t have to keep a paper file. The electronic file must contain ALL required documentation to include any required pre-approvals such as IT approvals, travel pre-approvals, business meal forms, etc.
Tips for Remotely Maintaining SPCC Files
Cardholders are still expected to keep physical files of their transactions with all backup documentation when operations return to normal. Since many employees are teleworking, keeping up with SPCC documentation may be difficult. Here are some tips on how to maintain the documents for your files and keep organized while working remotely.
- Maintain a log sheet (Excel, Word, etc.) of all transactions you make. Included is a sample SPCC Logsheet Template you can download and use. The below picture is only a small part of the logsheet; for the full version, click the link for the template.
- Keep a folder on your computer desktop for your SPCC documents. Keep separate folders for each billing cycle and/or each transaction. This gives you a central place to keep all your documents that you need to print when you get back into the office.
- If you don’t already have Adobe Acrobat Pro DC (not Adobe Acrobat Reader), talk to your supervisor about purchasing the software ( ~$160 per license; will need an approved non-standard technology request form prior to purchasing). Adobe Acrobat allows you to create pdfs, edit pdfs, convert webpages and other media to pdfs, create fillable forms, etc. This software is very helpful when wanting to capture website information in a standard document format to be uploaded to Works.
- If you already have Adobe Acrobat Pro software, use the software to “Print” to pdf or convert files to pdfs to upload to Works or save on your desktop to be printed out later. Included is a help guide for Converting eVA Orders (and other web pages) to PDF Files.