PCard
The PCard program provides a convenient and efficient method to procure business-related expenses to foster and support the missions of The Ohio State University.
PCard Types, Uses and Limits
cARD tYPE/pURPOSE | lIMITS | eLIGIBILITY cONSIDERATIONS | Grant FundING PERMITTED |
---|---|---|---|
Department PCard Issued to a unit or department to purchase goods and services necessary to conduct university business. | $5,000/transaction $20,000/cycle | Issued in unit or department name and administered by a PCard Manager; shared use by unit or department is permitted.
| No. This PCard is NOT permitted for grant funded purchases. |
OSP Department PCard Issued to a unit or department to purchase goods and services necessary to conduct university business. | $5,000/transaction $20,000/cycle | Available with grants ONLY; airline purchases blocked. Issued in unit or department name and administered by a PCard Manager; shared use by unit or department is permitted. | Yes. This PCard is permitted for grant funded purchases ONLY. See OSP Requirements. |
Individual PCard Issued to employees for the procurement of goods, services, and travel expenditures necessary to conduct university business. | $5,000/transaction $10,000/cycle | Issued in individual’s name (PCardholder). Not for shared use.
| No. This PCard is NOT permitted for grant funded purchases. |
OSP Individual PCard Issued to researchers for the procurement of goods and services necessary to conduct university business with grants. | $5,000/transaction $10,000/cycle | Available with grants ONLY; airline purchases blocked. Issued in individual’s name (PCardholder). Not for shared use.
| Yes. This PCard is permitted for grant funded purchases ONLY. See OSP Requirements. |
Service Center PCard Issued to service centers for the procurement of goods, services, and travel expenditures necessary to conduct university business. | $7,500/transaction $50,000/cycle | Issued in service center name and administered by a PCard Manager; shared use by service center only.
| No. This PCard is NOT permitted for grant funded purchases. |
OSP Service Center PCard Issued to grant service center for the procurement of goods and services necessary to conduct university business with grants. | $7,500/transaction $50,000/cycle | Available with grants ONLY; airline purchases blocked. Issued in service center name and administered by a PCard Manager; shared use by grant service center only.
| Yes. This PCard is permitted for grant funded purchases ONLY. See OSP Requirements. |
Group/Extended Travel PCard Issued to faculty/staff for the procurement of business travel expenditures. Valid for one specific trip only. ATM use permitted for university business, with withdraw limit percentage specified and senior fiscal officer approval. | Based upon traveler needs. | Issued in individual’s name (PCardholder); contingent upon two or more travelers or for an individual’s travel that spans seven or more consecutive days. Must provide approved spend authorization. | No. This PCard is NOT permitted for grant funded purchases. |
OSP Group/Extended Travel PCard Issued to faculty/staff for the procurement of grant related business travel expenditures. Valid for one specific trip only. ATM use permitted for university business, with withdraw limit percentage specified and senior fiscal officer approval. | Based upon traveler needs. | Available with grants ONLY; airline purchases blocked. Issued in individual’s name (PCardholder); contingent upon two or more travelers or for an individual’s travel that spans seven or more consecutive days. Must provide approved spend authorization. | Yes. This PCard is permitted for grant funded purchases ONLY. See OSP Requirements. |
Applying for a New PCard
To request a new PCard account, the following steps must be completed:
1. Determine the card type that best serves your procurement needs. Consider OSP PCard options for grant funded purchases.
2. Complete the recommended training courses through BuckeyeLearn:
4. Review the following resources to ensure compliance to the responsibilities associated with a PCard:
PCard Policy, Expenditures Policy, Purchasing Policy and Travel Policy. All PCard Managers and PCardholders must ensure that applicable policies are followed when using the card.
OSP Requirements: PCard Managers and PCardholders must ensure that applicable policies are followed when using the OSP designated card.
PCard Website: Bookmark website to secure access to bank information, Training and Job Aids, and other Resources.
5. Understand your role and responsibilities as a PCard Manager or PCardholder. Failure to consistently maintain the responsibilities of PCard Manager or PCardholder may result in PCard suspension.
6. Complete and submit the PCard Application Request (or PCard GET Application Request) in Workday.
- Refer to the Job Aid at the ARC for navigational guidance and instructions.
- Submission is limited to the Applicant ONLY.
Once submitted, the the PCard Application Request (or PCard GET Application Request) will route for unit approval by the Cost Center Manager and the Senior Fiscal Officer assigned to the applicant's employment hierarchy. The PCard Application Request will route to the PCard Office for final approval and PCard set-up with the bank.
All new PCards will be available for pick-up at 2650 Kenny Road (Stores and Receiving Building). Pick-up is limited to Monday and Wednesday between 7:30 a.m. and 4:30 p.m. The PCard Office will notify the PCardholder or PCard Manager listed on the application by email with pick-up instructions. Activate the card using your 4-digit verification code before use. Any PCards that need to be delivered to regional campuses or to out-of-state applicants must be arranged by the unit.
Key Reminders:
- Issuance of a PCard is limited to employees of The Ohio State University
- Bank statements will be sent monthly (when transactions occur) to the email address listed in the PCard Application Request (or PCard GET Application Request).
- The verification code is required by the bank to validate authorization to account information. Select 4 digits that you'll easily remember if card is lost/stolen.
- If ATM is selected for the GET PCard, the PIN number will be mailed to the PCardholder within 10 business days from the PCard order date in a separate mailer.
Changing an Existing PCard
To request a change to an existing PCard account, the following steps must be completed:
1. Determine type of change needed:
- Limit Increases: Requests to temporarily increase the transaction limit or monthly cycle limit must include a detailed justification for the increase (including payee, anticipated amount of transaction, cause/reason for increase) and specified duration (typically less than 30 days). When requesting a temporary increase to the transaction limit, be sure to consider an increase to the cycle limit to cover transaction spend for the billing period. Limit increases may be declined if in conflict with procurement limitations (e.g. bid limits or special approvals).
- Business Address Changes: Requests to change business address information is exclusively for use with billing for online purchases.
- Name Printed on PCard Changes: Requests to change the name printed on the first line of the PCard must be 24 characters or less.
- Cost Center Changes: Requests to change the cost center are permitted if the PCard Manager/PCardholder is still employed in the same unit as the originating application.
- Temporary Hold Requests: Units may request when use of the PCard is suspended temporarily (e.g. budget restrictions or temporary leave).
- PCard Cancellation: PCards must be cancelled if a PCard Manager/PCardholder’s employment is terminated or if a PCard Manager/PCardholder transfers to another unit/department or assumes different duties that do not include management or use of a PCard.
2. Complete and submit the PCard Maintenance Request in Workday.
- Refer to the Job Aid at the ARC for navigational guidance and instructions.
Most changes will be in effect within 24 hours of receipt by the PCard Office (exceptions may apply during high volume periods) – a confirmation email will follow completion of the maintenance request. Urgent requests should be noted and will be expedited based on critical need.
Roles and Responsibilities
Your Role
- PCard Manager: OSU employee that holds a Department or Service Center PCard. Review Responsibilities.
- PCardholder: OSU employee that holds an Individual or GET PCard. Review Responsibilities.
- PCard User: OSU employee that is assigned temporary use of a Department or Service Center PCard. Review Responsibilities.
PCard Manager Responsibilities
Compliance |
As a PCard Manager, you are responsible for ensuring that all PCard transactions tied to your PCard are for appropriate business expenses and compliant with policy.
|
Procuring Goods and Services |
As a PCard Manager, you are responsible for making purchases for your unit/service center.
|
Tax Exemption |
The university is tax exempt in the State of Ohio and other states.
|
Duties When Sharing PCard |
You are responsible for extending use of the PCard to a PCard User.
|
Card Security |
You are responsible for the security of the PCard.
|
Duties in Workday |
You are responsible for processing transactions in Workday
|
PCardholder Responsibilities
Compliance |
As a PCardholder, you are responsible for ensuring that all PCard transactions tied to your card are compliant and appropriate.
|
Procuring Goods and Services |
As a PCardholder, you are responsible for making purchases for yourself.
|
Tax Exemption |
The university is tax exempt in the State of Ohio and other states.
|
Card Security |
You are responsible for the security of the PCard.
|
Duties in Workday |
You are responsible for processing transactions in Workday
|
PCard User Responsibilities
Compliance |
As a PCard User, you are responsible for ensuring that all PCard transactions tied to the card you are using are compliant and appropriate.
|
Procuring Goods and Services |
As a PCard User, you are responsible for making purchases for yourself.
|
Tax Exemption |
The university is tax exempt in the State of Ohio and other states.
|
Card Security |
You are responsible for the security of the PCard while in your custody.
|
Training and Job Aids
PCard Training at BuckeyeLearn:
PCard Overview
This brief 10-minute online session will provide a general outline of the basic information needed to maintain an active PCard account at OSU including policy highlights, useful resources and where to get help. >> Go to PCard Overview
PCard Use and Responsibilities
This live and interactive course is designed for PCardholders, PCard Managers, PCard Users, and individuals that support the PCard transaction expense process. The course is broken up into 3 segments and provides a comprehensive review of PCard Use and Responsibilities with live demonstrations and participant engagement. Participants can choose the attendance method that suits their preference: In-Person (Classroom) must bring own laptop or Virtual (Teams Meeting) must have Microsoft Teams application on laptop or PC with audio/video/chat capabilities. >> Register for PCard Use and Responsibilities
Fiscal Stewardship for All
>> Go to Fiscal Stewardship for All
Preventing Fraud
>> Go to Preventing Fraud
Job Aids at the ARC
Workday
- PCard - Application Request and Maintenance Request
- Reassigning Transactions (PCard Manager ONLY)
- Create Expense Report for Transactions (Travel)
- Create Expense Report for Transactions (Non-Travel)
Additional Workday Job Aids are available at the Administrative Resource Center.
Transaction Disputes
Transactions that are not considered legitimate or authorized by the university should be disputed with the bank. The PCardholder or PCard Manager are responsible for initiating the dispute as follows:
- PCardholder or PCard Manager must make a good faith attempt to settle the dispute directly with the merchant.
- If the PCardholder or PCard Manager is unable to resolve the dispute with the merchant:
- Complete and submit the Dispute Form.
- If the dispute is regarded as a fraudulent or unauthorized charge, the PCardholder or PCard Manager must report the PCard as Lost/Stolen with the bank.
- For additional assistance, contact the PCard Office.
NOTE: The dispute notification must be received by the bank within 60 days from the date of the Bank Statement on which the disputed charge first appeared.
Send Dispute Form to: billinginquiries@pnc.com
Lost, Stolen, or Fraudulently Used PCards
Lost, stolen, or fraudulently used PCards must be reported immediately. Charges made to your PCard before it is cancelled are the liability of the university.
Follow the steps referenced below:
- Call the Bank at (800) 685-4039 immediately to cancel PCard.
- Contact the PCard Office to initiate a replacement PCard.
- Notify the College/VP Area's Senior Fiscal Officer and/or Service Center.
- If fraudulent charges appear on your statement, complete a dispute form and submit to PNC within 60 days from the date of the bank statement on which the disputed charge appears.
All replacement PCards will be available for pick-up at 2650 Kenny Road (Stores and Receiving Building). Pick-up is limited to Monday and Wednesday between 7:30 a.m. and 4:30 p.m. The PCard Office will notify the PCardholder or PCard Manager by email with pick-up instructions. Activate the card using your 4-digit verification code before use. Any PCards that need to be delivered to regional campuses or out-of-state must be arranged by the unit.
NOTE: If spending trends vary from the normal pattern or fraudulent use by a merchant is detected or suspected by bank, the PCard account will be blocked from further use. The bank will notify the PCard Office to verify the legitimacy of the transactions.
Reports & Resources
Reports
- Workday Reports:
- My Requests (see job aid to run report) - this report returns all of the PCard Application/Maintenance Requests that the user submitted as self.
- Requests Submitted on My Behalf (see job aid to run report) - this report returns all of the PCard Maintenance Requests submitted on behalf of the user.
- Credit Card Transactions-OSU (see job aid to run report) - this report identifies all transactions for specific card(s) or for an organization that
- Should be used to monitor transactions that have not been approved on an Expense Report..
- Find Credit Cards -OSU (see job aid to run report) - this report identifies a listing of PCards by Cost Center or Cost Center Hierarchy Level 6
- Should be used to review inventory of active accounts for the area
- Should be used to identify terminated/retired employees with an active PCard to prompt for cancellation.
- Historical Legacy Data: All historical data (pre-Workday) for PCard (eReports) and eRequest have been transferred to the Tableau Server.
Resources
Contact Us
PCard Office
201 Stores & Receiving Building
2650 Kenny Road
Columbus, Ohio 43210
Monday - Friday (8 am - 5pm)
Phone: 614-292-9290, Option 2
Email: pcard@osu.edu
PNC Bank Customer Service
(4-digit code required)
800-685-4039