FFF – April 2, 2021
1) PCard Monitoring
The Pcard Group has been communicating regularly with cardholders and approvers to emphasize expectations surrounding timely reconciliation and review of Pcard expenditures. In addition, notices to cardholders and approvers will now be sent when expenses may not have been properly reconciled. Please remember that all cardholders should reconcile transactions from the previous month by the monthly deadline posted on the Bank of America Works homepage, and all Approvers then have 60 days to approve. Failure to meet these deadlines will result in suspension of card use.
Gift cards may be purchased on the Pcard as incentives for research study participants only. All other gift card purchases must be made through Guided BUying. If you have any question about whether or not you would qualify for this exception, contact email@example.com before making any purchases.
If any fraudulent charges appear on the card, please dispute it with the Bank immediately by calling the number on the back of your card.
2) Travel Card Monitoring
Travel Card usage is now monitored for irregular charges that are outside the normal spending patterns of Boston University. The cardholder will get an email if these patterns are observed. The cardholder will have two business days to respond to the email, or their card will temporarily be frozen until a response is given. This is an added control to make sure that card numbers are not being stolen.
If you receive an email please respond quickly with the answers to the questions in the email so your card is not frozen. Please remember if you have seen fraudulent charges on your card to call the number on the back of the card immediately to report the activity. The Bank can only help if the fraudulent charges are reported in a timely manner.
3) BUworks Training Links
In addition to FAQs, tips, and guides provided by Payroll & Payment Services and Sourcing & Procurement, there are many BUworks training materials available via the IS&T website that can help financial administrators and staff with a broad range of processes, such as PO Lifecycle Reports, how to view payment/check details on older payments, and many more.
Familiarizing yourself with these processes will often make information gathering much quicker and easier than submitting tickets. A number of these guides can be found here, but we encourage users to search for other topics, as the breadth of available information goes far beyond this particular page.
4) Online Tax Forms
In the coming year, all faculty, staff, and students will not only be able to see their 2021 W-2 online, but they will also be able to receive their 1042S form. Please remind all of your colleagues to sign up to access their tax forms online. This not only saves paper and the environment, but it is much safer with respect to the possibility of identity theft.
5) Supplier Paper Invoicing
Some suppliers have not yet started to send invoices to Boston University via the Ariba Network, and we are working on engaging them through emails and calls. Please help us make sure that suppliers understand that this is the preferred method for them to use. This will limit work for both the supplier and your department, as the process will be automated, and will ensure that the supplier PO fully matches the supplier invoice.
When paper is submitted, many invoices will still not match the PO, which results in your department being asked to fix a purchase requisition so that the invoice can be posted. Please help us lessen the invoicing burden for everyone by working with suppliers to submit their invoices via the network.
Additionally, when invoices are submitted through the network this also allows the supplier to see the invoice status and payment status right in the network, rather than having to follow up with your department.
If your department does receive any future invoices via email, please send the instructions found here to the supplier to submit via the Ariba Network.