P-Cards

eLearning Courses:

• GA@WORK Procure to Pay Overview
• GA@WORK for Requisitions, P-Card, and PO Approvers
• GA@WORK Agency P-Card Administrator System Training
• GA@WORK Intro to Reporting

Estimated Hours: 4.0

eLearning Courses:

• GA@WORK Intro to Reporting (SPD Auditors Only)
• GA@WORK Procure to Pay Overview
• GA@WORK for Requisitions, P-Card, and PO Approvers
• GA@WORK for Purchasing Cards
• GA@WORK Agency P-Card System Administrator Training

Estimated Hours: 6.0

eLearning Courses:

• GA@WORK Procure to Pay Overview
• GA@WORK for Requisitions, P-Card, and PO Approvers

Estimated Hours: 3.0

• Agencies should submit a p-card prior approval request for transactions that do not require a purchase order (PO). Please note, these transactions will not impact the budget until the charges are imported.
• Administrators will have significantly reduced manual system maintenance responsibilities in GA@WORK, including automated cardholder profile management.
• To use a p-card on a requisition or PO, the cardholder must be assigned as the requester on a requisition or as the buyer on a PO. The requester or the buyer creating the requisition or PO can assign the cardholder to either role, and the cardholder does not need to hold both security roles themselves.
• Submitting a requisition will obligate funds and have a direct budgetary impact. Individuals are encouraged to submit prior approval requests instead of requisitions when possible.
• Each year, administrative action access must be delegated to permanent reconcilers for a one-year period. Any temporary delegations require approval in the p-card plan.
• In GA@WORK, prior approval requests will route from the cardholder to their manager. If the manager approver must be a designated prior-approving official, the delegation feature can be used to assign this responsibility for a renewable one-year period.
• Temporary delegates for cardholder and prior approval must be established and approved in the agency p-card plan.
• Only verified transactions will be eligible for payment.

• P-cards may still be used for requisitions and purchase orders; however, their use is no longer required for these transactions.
• Overall p-card functionality remains unchanged.

• Faster procure-to-pay process due to real-time processing.
• Reduced manual workload for administrators through automation and integration.
• Improved security and compliance with role-based access and approval workflows.
• Greater visibility for cardholders into their own transactions.
• No longer requiring proxy access for users to view transactions.
• Faster p-card prior approval request process compared to the current requisition process.

• There is a need for administrators to ensure accurate assignment of roles.
• It is a requirement for updates to agency p-card policies and plans due to policy and process changes.
• There is an increased need for training on new workflows and system navigation.
• There may be potential confusion during transition as users adjust to real-time processing and approval routing.

This is a sample workflow in p-cards:

• Step 1 (Prior Approval): The employee signs into GA@WORK and submits a prior approval request or starts a new requisition or purchase order, selecting themselves or the appropriate cardholder as the requester (for requisitions) or buyer (for POs).
• Step 2 (Transaction): The cardholder makes the transaction, and the transaction will automatically load into the system via a bank feed.
• Step 3 (Reconciliation): Reconciliation approval flow will follow similar approval processes as those used for requisitions and POs. For transactions associated with a PO, if the transaction matches the PO details, it will be automatically approved.
• Step 4 (Payment): Transactions in verified status are eligible for settlement process and payment to your bank.

Coordinate with your agency through the GA@WORK system regarding any agency-specific requirements.

This is a tool to help p-card professionals navigate the change from the legacy system to GA@WORK. Refer to training materials for additional instructions and go to the GA@WORK Resource Library for additional resources.