Important Information
One of your responsibilities as a cardholder is to verify your monthly transactions. You or your proxy must verify your transactions at least two days before the end of the next billing cycle; billing cycles end on the 15th of the month and begin on the 16th. If you don’t verify transactions for three consecutive months, you can lose your card privileges. You may verify one transaction at a time, or several transactions in one session.
Step-by-Step
- 1
Log in to Works.
- 2
Open a transaction.
- 3
Verify that the charge is correct and matches your itemized original receipts.
- 4
In the description field of the allocation tab, describe the business purpose for the charge. If the field pre-populates the information, change it as necessary.
- 5
Check the project grant and account code for the transaction. Change as necessary. If you need to charge the transaction to a project grant that is not associated with your department, contact accounts payable and the department to which the transaction will be charged.
- 6
Finish verifying a transaction, or all transactions for a billing period, by clicking Sign Off. A comments box appears.
- 7
If you feel the need to further explain a transaction or transactions, use the comments box to provide internal notes to the approver. These comments will remain in the Works system and are not exported to the general ledger. If you have no comments, leave the box blank. Click OK and the transaction moves to the approver’s queue.
If a transaction involves travel or entertainment outside of the local business area, make sure to complete and submit a Business Travel Expense Report.
