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OCPS Card Program

OCPS Card Program

Overview

All Purchasing Card(s) transactions are required to be allocated in the WORKS application daily. Receipts for purchasing card transactions that reflect accurate charges must be attached to the transactions in WORKS before signing off. WORKS requires a dual sign off (reconciler and approver) before card availability will reset to the full amount.  Daily invoice postings in SAP will reflect more accurate expenditures and provide work locations a more accurate available budget balance and help preclude overspending of budgets. Review your Budget Status Summary Report (ZF404 and select the ALV Report for the Report Output) and verify that all Purchasing Card transactions are posted correctly. Notify Travel/Accounts Payable regarding any discrepancies.

Timely payment of purchasing card charges are required to ensure the district continues to receive rebates. Therefore, all Purchasing Card(s) transactions not properly reconciled by the 1st of each month will be posted to the designated default account GL 4510999999 (i.e. Formerly known as 4519). Should a 451099999 posting occur, an expenditure reclassification form must be completed and submitted to the Finance department.

  • Available electronically on the BOA Payment Center site. Available on the first day of each month. 

     

  • Total of each Purchasing Card type:  Example 1 district card statement for P, A T and MC is received in the Accounts Payable department.  Each statement must be balanced to all district card type transactions monthly.

  • Credits are previous expenditures that Bank of America must refund to your card as a credit posting. Disputes are charges that you do not agree with, for which you have completed and submitted a dispute form. Disputed charges may be waived depending on investigation results by Bank of America.  Transactions under dispute must be posted to budgets to balance statements.  Dispute transactions and the credits that follow need to be allocated to the same cost strip.

  • Improper Charges that must refunded to OCPS by the employee.

  • Purchasing Card charges made during the billing period not yet billed on your statements.

  • Sufficient funds availability in the SAP budget for the correct cost centers and GL accounts to pay all Purchasing Card charges for the month.

  • Review all charges and identify all exceptions for timely resolution. All Purchasing Card negative expenditures have been reclassified from any default account and charges are allocated for each transaction correctly in the Bank of America WORKS Application.

  • Department head/budget approver are required to approve each Purchasing Card transaction in WORKS following the allocation, sign off and receipt attachment by the reconciler.

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    Contact Mikaela Allen via email (AccountsPayables@ocps.net) regarding any questions pertaining to card charges, postings, etc. 

    Contact Ledual Santiago via email (Procurement@ocps.net) regarding any WORKS changes, new request or card issues.