PCard Newsletter - March 2019

Temporary Limit Increase

If you need to make a purchase with your PCard that will cause the card to exceed the set transaction/cycle limits, you can request a temporary limit increase. Please consider the following items before submitting a limit increase request:

• Can your Service Center process the transaction for your unit if your transaction/cycle limit is not sufficient? Most Service Centers have high limit cards to accommodate the larger purchases.
• Review the cycle limit to ensure it is sufficient to cover a large transaction limit increase.
• Note the cycle end date when considering a temporary increase to ensure range of fund availability.
• Should a permanent increase be considered? If your card routinely needs a temporary limit increase, it may be appropriate to move the limits to a permanent range that accommodates your unit’s needs.

Temporary limit increase requests must be submitted to the PCard Office via a completed Maintenance Form. The Maintenance Form must contain your senior fiscal officer’s signature and written justification that explains why the increase is needed. Allow 2 business days for processing (exceptions may apply).

For more information, contact the PCard Office.

Tips for Traveling with the PCard

1. Let your bank know your travel destination(s). Transactions made outside of the normal spend region may prompt the bank to flag or block questionable charges to prevent fraud. Simply dial the toll-free number on the back of your PCard, provide your 4-digit passcode upon request, and share travel information (i.e., destination and dates).
2. Establish a back-up plan for business travel funding. In the event the PCard is lost or stolen while on travel status, prepare a back-up plan for funding and emergency contact resources well in advance of your departure.
3. Budget for unexpected costs. In the US and abroad, merchants (i.e., hotels and rental car agencies) may apply an authorization hold of account resources through the duration of the stay. In addition, when traveling outside the US, some transactions may be applicable to local/regional fees (i.e., ATM). Be sure your PCard has enough transaction and cycle limits to cover expenses that exceed original expectations. For a temporary increase before you travel, see PCard Maintenance Form.
4. Know the tax exemption status of the state in which you are traveling. The state-by-state information about sales tax shows the university’s tax status in each state and provides the applicable tax exemption certificates. If a supplier asks for a tax-exempt number, Ohio State’s employer identification number 31-6025986 can be provided.

Troubleshooting Declines

When a cashier swipes your credit card, the payment system communicates with your credit card issuer to determine whether your credit card is valid and you have enough funds available for the transaction. If everything is fine with your credit card, the system sends back an “approved” message and your transaction completes. However, in some cases, the credit card issuer sends back a message declining your credit card transaction.

Declines can occur for a variety of reasons. Consider the following possible reasons:

• Holds placed on the account by the bank for suspicion of fraud.
  • Was the transaction international?
  • Is the merchant at high-risk for fraud?
  • Are these transactions taking place outside the normal spend region?
• Information being entered incorrectly with online purchases.
  • Was the correct expiration date entered?
  • Was the 3-digit CVV code (found on the back of your card) entered correctly?
  • Was the billing address entered exactly as it appears on your monthly statement?
• Funds not available.
  • Is your transaction limit high enough to cover the total cost of the transaction?
  • Does this transaction exceed your allowable cycle limit?

If you need assistance identifying the cause of decline and/or how to resolve the decline to complete the transaction, simply dial the toll-free number on the back of your PCard – you will be prompted to provide your 4-digit passcode. Alternately, you can contact the PCard Office for assistance at pcard@osu.edu or (614) 292-9290.