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 Tools and Resources
To request a new card account, the following steps must be completed:
1. Select the card type that best serves the procurement needs of your area:
Service Center Card
Issued to Service Centers for the procurement of goods, services, and travel expenditures necessary to conduct university business.
Issued to departments for small dollar purchases of goods/services necessary to conduct university business.
Issued to faculty/staff for the procurement of goods, services, and travel expenditures necessary to conduct university business.
Group/Extended Travel Card
Issued to individual for business travel expenses associated with one specific trip only.
2. Complete the required training courses (below) through BuckeyeLearn:
- PCard 1: PCard Use
- Travel Policy
- Financial Training Core Courses (Business Expenditures, Business Responsibilities, Internal Controls and Understand & Prevent Fraud)
3. Review the PCard Policy.
4. Complete/Submit the PCard Application and Memorandum of Agreement through DocuSign.
- Issuance of a card is limited to employees of The Ohio State University
- Do not list full Social Security Number (Section I)
- Maximum 24 characters per line for embossed card name (Section II)
- Review all terms of MOA
Once the PCard Application and Memorandum of Agreement have been received and processed by the PCard Office, the card should arrive within 3-5 business days to the address provided in the application (during remote work due to COVID, this may be a home address). The PCard Manager/PCardholder will be notified by email when the card is on its way and verification of receipt is required.
For changes to a PCard account, complete the PCard Maintenance Form through DocuSign.
Specific administrative processes in the Financials System are necessary to ensure that purchases made with the PCard are expensed to the appropriate ChartField and are in compliance with all applicable policies.
Learn how to perform the reallocation process: Assist
The following calendar deadlines have been established for reallocating transactions to the General Ledger and payment to the bank.
- July 2020 - (07/30/20)
- August 2020 - (08/28/20)
- September 2020 - (09/29/20)
- October 2020 - (10/29/20)
- November 2020 - (11/25/20) *Deadline falls on the same day as the final statement load.
- December 2020 - (12/30/20)
The normal billing cycle is the 25th of any given month through the 24th of the following month (exceptions may apply). The last transactions that post to the bank on the 24th are provided to the University on the 25th and loaded into the Financials system during the day on the 26th to ensure that transactions are posted to the current General Ledger accounting period. The monthly reallocation deadline is the second-to-last business day of each month. Due to weekends and holidays, the deadline may vary each month.
- Cardholder or Card Manager must make a good faith attempt to settle the dispute directly with the supplier.
- If the Cardholder or Card Manager is unable to resolve the dispute with the supplier:
- 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.
Lost, Stolen, or Fraudulently Used Cards
Follow the steps referenced below:
- Call the Bank at (800) 685-4039 immediately to cancel card.
- Contact the PCard Office at (614) 292-9290 to identify alternate address for delivery during remote working status.
- Notify the College/VP Area's Senior Fiscal Officer and/or Service Center.
- If the card has been stolen or fraudulently used, call the local or campus police.
- Advise your Financials System Reallocator/Approver and any other individuals who are maintaining new account information records.
Due to COVID and remote working status, the replacement card will be mailed to either home or work location confimred with the PCard Office within 7-10 business days (unless a "rush" delivery is requested). Upon receipt of the "replacement" card, be sure to activate the new account.
NOTE: If spending trends vary from the normal pattern or fraudulent use by a supplier 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.
Reconciliation Report (APU128DW)
PCard Reconciliation Report provides transaction detail for the summarized entries posted to the General Ledger (GL). The corresponding month's reallocation deadline must be used to run this report. This report will match the bank statements and can be used for end of the month GL reconciliation. Go to eReports.
Transaction Report (APU132DW)
PCard Transaction Report provides transaction detail for a specified time period. This report can be used to analyze trends (e.g. frequency of vendor use, quarterly or annual spend volumes). This report is not recommended for use at end of month GL reconciliation and bank statement matching. Go to eReports.
Organization Report (APU141DW)
PCard Organization Report provides list of active accounts for a specific organization. This report can be used to review the assigned Card Manager/ Cardholder and associated reallocators and approvers. Go to eReports.
Compliance Report (APU151DW)
PCard Compliance Report provides Financials system approval detail relative to the transactions associated with a fiscal year reporting period. This report can be used to confirm approval status in accordance with policy requirements. Go to eReports.
PCard Program Office
2070 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016
Monday - Friday (8 am - 5pm)
PNC Bank Customer Service
(4-digit code required)