# Question Response Section 1: Receipts & Supporting Documentation

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1 Section 1: Receipts & Supporting Documentation 1 Will receipt upload and attachment be required for all transactions in Works? Yes. Receipts are required for all transactions made utilizing a State of Florida issued purchasing card. 2 Who is responsible for attaching receipts and supporting documentation? Accountholders MUST attach all receipts and supporting documentation prior to signing off on the transaction. Works will post an error message if the documentation is not attached. 3 Can another user, or their delegate, attach receipts and other documents? The accountholder should upload and attach receipts and other supporting documentation prior to submitting the transaction for approval; Works will allow subsequent approvers and accountants to attach documents to the transactions, however, while they remain open. 4 What other supporting documentation will need to be attached to transactions? This will vary depending upon the type of transaction. Generally, however, the same receipts and supporting documents provided for PCard transactions today will be uploaded and attached to the transactions in Works. 5 What are the e file size limit and file type requirements (i.e. pdf, gif) in Works? PDF < 1 MB, 10 MB for other file types (Works compresses larger files.) How will remote accountholders, or those out in the field on assignment, attach receipts and documents and process their transactions? Will accountholders/delegates have the ability to upload receipts without being required to enter the accounting information for the charge? Can the delegate then complete the allocation/edit process to sign off on the charge? As we move to a more efficient method for processing PCard transactions, can users simply upload the electronic version of the receipt that is received via , rather than printing, signing, scanning, and uploading the signed version? Will the receipt need to be printed, signed, and forwarded to the reconciler? 9 At what point are uploaded files locked down? 10 Who can delete files from Works? How will agencies have access to the receipts/documentation once the charge has been 11 fully processed? Those who are on travel, or in the field on assignment, can access Works on any device with an Internet connection. They may also choose to upload & attach receipts and other supporting documentation, and approve their pending transactions, when they visit an office location to complete and submit their timesheet in People First. A receipt can also be saved as a photo on a device and subsequently uploaded to Works. Yes, receipts can be attached to the transaction without entering the accounting information for the charge. Yes, the accountholder/delegate can return to the charge at any time to complete accounting informataion prior to signing off. The user can upload an electronic version of a receipt as a saved image from their computer/device. The receipt does not need be printed, signed / dated and forwarded to the reconciler. Attachments are available until transactions are moved from the 'Ready to Batch' queue to the 'Batched' queue. This occurs at approximately 3:30am the following morning. Accountants are able to view all 'Ready to Batch' transactions, Accountholders and Approvers cannot. Accountholders, Approvers and Accountants assigned to the groups can remove attachments from transactions during the approval process; however, once the transaction has been batched, attachments cannot be modified. The transactions and documentation are still accessible in Works after transactions have been closed.

2 12 13 Will all supporting documentation (i.e. quotes, approvals) be required to upload along with each receipt for audit and review? For retention purposes, who will be the owner of record for receipts and other documents uploaded to Works? Section 2: Business Processes & Reporting All PCard transactions must be supported by proper documentation, including a vendor receipt or invoice, as well as other documentation required for processing payment. Receipts and invoices must meet the requirements of the Reference Guide for State Expenditures Receipts and other supporting documentation will remain in Works for a period of seven years once they have been scanned in to the system. DFS owns this data. The local storage and retention of these documents, however, is per agency policy as outlined in the Agency's Annual PCard Program Plan and should be consistent with each agency's own internal policy regarding document retention. 14 Will there still be agency group codes or a similar tool/coding to group cardholders, reviewers, and approvers for those agencies with a large volume of users? 15 Can we report fraud charges through Works?. 16 Will the existing FLAIR CD functions be fully replaced/removed from FLAIR? 17 How will charges voucher in FLAIR? Yes. Users will be assigned to groups as they are in FLAIR today. Users should call the bank directly regarding fraud charges and order the replacement card on the phone, and then BoA will remove the flag Yes. Once an agency has migrated to Works, and all outstanding charges in FLAIR have been processed, agency access to the FLAIR PCard Module will be disabled. The PCard voucher process will remain same. Works sends the batched transactions in TR-51 format for nightly processing in FLAIR Will there be one designated FLAIR Site Code in Works, or will we have the option for multiple sites? How will disputes be handled in Works? Will documentation still need to be faxed to Bank of America? The site code is set at the Accountholder level, for all Works users; however, the site code that is assigned at the user level should be that of an Accountant s, as the vouchers should print at the Accountant s location. When a dispute is required, the Scoped Administrator must complete a Statement of Disputed Item form and submit to BoA. Additional information may also be required by BoA to support the dispute. Note: Disputes must NOT be submitted in Works.

3 Section 2a: Spend Profiles 20 What is a Spend Control Profile? PCards are restricted by Spend Control Profiles, which include credit limits and Merchant Category Code Group (MCCG) restrictions. Statewide Spend Control Profiles are created and maintained by the SPCA and are available for all agencies to use Are the SIC/MCC set codes handled the same in Works as they are now (group assigned to each card)? What if the established Standardized Spend Control Profiles do not meet the business needs of our agency? MCCGs will be assigned to Spend Control Profiles, along with Credit and Single Transaction limits. A Spend Control Profile must be assigned to each account. SPCA has created statewide standard profiles and agencies will be able to create an agencyspecific MCCG that can be assigned to the various credit and STL combinations. The SPCA has created a variety of limit combinations to incorporate each agency s requirements Can an STL of $2,500 be established in combination with the standard set of monthly credit limits (to enable review of applicable procurement documentation prior to purchase) consistent with the threshold established by DMS for requiring quotes? What tools will be available to ensure thorough review and monitoring of charges, particularly with regard to accountholders assigned to a broader Spend Control Profile with a potentially higher credit limit or expanded set of MCCGs? There are several Spend Control Profiles available with an STL of $1,500 and $5,000, and beyond. Each agency must maintain adequate Internal controls through policies, procedures, training, Spend Control Profiles, monitoring, and segregation of duties. The reporting capabilities in Works will support thorough review and monitoring of all accountholders' PCard usage.

4 Section 2b: User Roles & Hierarchy 25 Will cardholders be required to use the new Works application? Yes. State of Florida employees who are issued a PCard (accountholders) will review and approve their own charges in Works before submitting them to their supervisor for approval. 26 Since all transactions still have to go through FLAIR, how will WORKS validate a user s FLAIR authority? FLAIR authority is not required for each user in Works. The only FLAIR authority is at the agency level, which is validated on the header of the Payment Settlement File. 27 How will all the users at an agency be added to the new system? 28 Will there be a delegation function for the accountholder (current level 001)? 29 Can an accountholder have more than one delegate? Will PCard Administrators be able to assign administrator roles to their backup administrators? Will users have the same roles and permissions in Works that they currently have in FLAIR? Initially, the agency's designated Implementation Team members will work with the DFS PCard Works Project Team to complete a Configuration Spreadsheet, which will contain all necessary information for users, groups, roles, and permissions. The spreadsheet is in Excel format and will be presented along with an Agency Enrollment Guide to help agencies through the process of completing the document with the right users, groups, and roles. After an agency has migrated to Works, the PCard Administrator will be able to create, add, and remove users from the application via the Administration module. All Accountholders will be required to process, attach all supporting documentation and sign off on their transactions. Delegation may be granted by the SPCA on an exception basis only. Please refer to the updated SPCA Policy Manual for further details. Works allows for more than one Secondary Accountholder to be assigned to an Accountholder. Yes. The Agency Purchasing Card Administrator is now known as a 'Scoped Administrator' (SA) in Works. Each agency is required to have an SA and back-up administrator; however, to ensure limited access to sensitive data, agencies should not have more than two administrators. To some extent, yes, but Works is a completely different PCard Management and Reporting solution. Training and extended support will be provided and available throughout the implementation process to ensure all users understand their assigned roles. See also: Agency Enrollment Guide and SPCA Policy Manual for further details on user roles in Works.

5 Section 2c: Workflow/Approvals Will DFS be included in the payment approval process of PCard charges or will the charges be 'load and post' as they are now? Will there be workflow for administrative functions (i.e., new card requests, card acknowledgements, etc.)? Can the group approver role be delegated to another user if the group's approver is unavailable? No, DFS will not be included in the approval process. Yes. There is a card maintenance module in Works. The group approver roles is not delegated to another user in Works; rather, the SPCA requires each group to have a designated backup approver. 35 Can another user, or delegate, approve transactions on behalf of the accountholder? A&A Leadership is currently developing a policy regarding delegation of authority for approval of transactions for certain circumstances where the agency is able to provide written documentation to support such an exception. 36 How are disapproval codes applied in Works? Does the accountholder/approver flag the charge? Is there a way to enter comments? How does the flag function work? There are no disapproval codes in Works. If a charge cannot be approved for payment, the Approver or the Accountant will have the ability to flag the transaction. Upon raising the flag, the Approver or Accountant will then be prompted to add a comment. Accountholders can add comments to a transaction, but they cannot raise a Flag Currently in FLAIR, we assign approvers and accountants to specific groups for workflow purposes. Will this be the same in Works? Will administrators, reviewers, and approvers be able to create and save filters for reviewing accountholder information and/or charges in the approval process? Yes, it will be the same in Works. Administrators, reviewers, and approvers will be able to review charges in the approval process n their own queue, and accountholder information in the card maintenance module, with the ability to modify the search results in the UI by customizing their view.

6 Section 2d: Reports & Compliance 39 Will the same reports we use today be available in Works? 40 Will agency admins still receive weekly Decline Reports from the SPCA, or will administrators have the ability to view these directly in Works via report? 41 Will PCard data (from both Works and FLAIR) still be available through MRE? 42 How much will the data change, since things like invoice numbers will be different in Works? Because of the incredibly robust reporting capabilities inherent to the new Works solution, users will be able to create their own unique reports, schedule them to run on a pre-determined basis, and share them with others, as well as access a broad selection of custom report templates to support their daily business processes. The decline reports will continue as today.in Works, Admins and Accountholders can also view Authorization Logs, which include declined transactions, in real-time, 24/7. The Auth Logs will be available for 7-10 days after a charge has been attempted on a card. Transactional data will be stored in the Information Warehouse (IW) and available through MRE. Card data will be maintained in Works. Some data will change, but the Works transaction numbers are converted to FLAIR invoice number format. 43 Which reports will be utilized/required for monitoring and compliance? Pending A new version of the 10-Day Aging Report will continue to be utilized after the agency 44 Will the PCard Aging Report still be applicable once we have migrated to Works? has migrated to Works. 45 Assuming there will no longer be an ADD date, does the 10-day clock start based on the Bank Post Date? Yes, which is the date the transaction is added to Works. It is visible in the queue. 46 How will the Payment Error Report be distributed? The Payment Error Report will be distributed via RDS. A&A has developed a new Scoped Compliance Review Procedure to replace the postaudit 47 Will DFS continue to require post-audits on PCard transactions in Works? process for agencies that have migrated to Works. 48 If receipts are required to be attached to each transaction prior to approval, will DFS still require monthly reconciliation? 100% reconciliation is no longer required as the documentation is verified during the approval process. However, agencies are required to do reconciliation using the sampling method. SPCA recommends reconciliation of 20% of transactions per month.

7 Section 2e: System Design & Functionality 49 Are there limitations on the fields in Works, for example, the 'Description' field? What if we need to capture fields for our agency's Chart of Accounts that were available in 50 FLAIR but are not included in the General Ledger in Works? 51 Will a list of terms and definitions for Action Items be provided? Yes, this will be included in training. Will administrators (or cardholders) be able to retrieve their credit card statement directly 52 through Works? There are some fields in Works that have a large character count, such as the Description field, but the FLAIR fields within IW can only capture character counts as they do now. Works does not have available fields to capture any additional information. The agency management team should bring their concerns to the Project Manager to arrange for further discussion with A&A leadership. Administrators and Accountholders can create and run reports on spend, but the State of Florida does not use or receive statements for Accountholders. Is there an option to restrict accountholders, approvers, or accountants so that only Default ORG codes can be set up at the account level of the group level; however, the 53 specific ORG codes may be used to process transactions? values can be changed by the Accountholder, Approver, or Accountant. 54 Will there be vouchers in Works? Works does not generate vouchers. They will continue to come from FLAIR.

8 Section 3: Technical Questions 55 Does Works require the same network access as FLAIR? Unlike FLAIR, no network access is required. Works is a web-based application that is available 24/7 and accessible via any device with Internet access. 56 What are the minimum browser requirements for Works? Please reference the Technical Specifications document available on the project website. 57 Who owns the data housed within the Works application? DFS owns the data in Works. Section 4: Pilot 58 When will the Works pilot begin? Pilot began the first week of April at DFS and is currently ongoing. 59 Which agencies will be involved in the pilot? DFS will be piloting the new system in-house with DFS, OFR and OIR. 60 How long will is the pilot expected to last? The pilot will last for at least two months to ensure a full cycle is run through the new system. Section 5: Communications & Training 61 What can we share with users now to begin raising awareness? 62 How can I submit questions and get additional information about the project? 63 When and how will training be provided? 64 What types of training will be provided? 65 Can training materials be loaded into an agency's own training environment? 66 Who is going to conduct face-to-face user training? 67 Will PCard Administrators be expected to train their own agency users? 68 Where can I find a listing of new terms and roles for Works? Will there be a step-by-step user guide for Works that incorporates all the new policy 69 guidelines? Section 6: Implementation 70 When will the Implementation waves be determined? 71 Will the agencies have any input regarding when they are scheduled to go live? Yes. 72 When is my agency scheduled to go live in Works? 73 What is the estimated date of completion for the project? June 30, 2019 There is a Works Overview presentation, along with some additional materials, available on the project website. There is an address for the project specifically to capture questions, comments, and general communications regarding the project. Both face-to-face and online training will be available to agency administrators and end users during the agency's onboarding process, which will commence three months prior to the agency's designated go-live date. Face-to-face and online training will be available, as well as user guides for both administrators and other users. This will need to be researched and discussed between IT team members at both DFS and the requesting agency. To be determined during the requesting agency's active implementation window. A&A's Office of Florida Financial Education, in conjunction with the SPCA, will conduct face-to-face user training. Initial onboarding training sessions will be availabe as each agency migrates to Works. Post-Implementation, Agency PCard Administrators will train their own agency users, just as they do today for FLAIR. New terms and roles for Works are defined in the Agency Enrollment Guide, revised SPCA Policy Manual, and Works User Guides. Yes, user guides are under development for administrators and other users, and will be made available during the agency onboarding process. The project team is currently working with agency representatives to determine their scheduled phase for implementation. The project team is currently working with agency representatives to determine their scheduled phase for implementation.