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 Information Source

Card Types, Uses & Limits

 

University Cards: Issued for business purchases – should not be used with grant funding.

  • Department PCard 
    • Issued in unit or department name and administered by a PCard Manager
    • Limits:  $5,000/transaction and $20,000/cycle
    • Shared use permitted​
  • Individual PCard 
    • Issued in PCardholder name
    • Limits:  $5,000/transaction and $10,000/cycle
    • Shared use not permitted
  • Service Center PCard 
    • Issued in service center name and administered by a PCard Manager
    • Limits:  $7,500/transaction and $50,000/cycle
    • Shared use permitted
  • Group/Extended Travel (GET) PCard 

    • Issued in PCardholder name
    • Limits:  $2,500/transaction and $7,5000/cycle (adjustable to trip needs)
    • Contingent upon 2 or more travelers or for an individual’s travel that spans 7 or more consecutive days

 

Office of Sponsored Programs (OSP) Cards:  Issued for business purchases with grant funding.

  • OSP Department PCard 
    • Issued in unit or department name and administered by a PCard Manager
    • Limits:  $5,000/transaction and $20,000/cycle
    • Available for grant purchases only
    • Shared use permitted​
  • OSP Individual PCard
    • Issued in PCardholder name
    • Limits:  $5,000/transaction and $10,000/cycle
    • Available for grant purchases only
    • Shared use not permitted
  • OSP Service Center PCard 
    • Issued in service center name and administered by a PCard Manager
    • Limits:  $7,500/transaction and $50,000/cycle
    • Available for grant purchases only
    • Shared use permitted within service center only

Applying for a New PCard

To request a new PCard account, the following steps must be completed:

1.  Select the card type that best serves your procurement needs.  Consider OSP PCard options for grant funded purchases.

2.  Complete the required training courses through BuckeyeLearn:

  • Fiscal Stewardship for All

  • Preventing Fraud 

3.  Review the following resources to ensure you uphold the responsiblities associated with a PCard:

4.  Understand your role and responsibilities as a PCard Manager or PCardholder.

5.  Complete/Submit the PCard Application and Memorandum of Agreement through DocuSign.

Key Reminders:

  • Issuance of a PCard is limited to employees of Ohio State University
  • Bank statements will be sent monthly (when transactions occur) to the email address listed on the applicaiton.
  • 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 card order date in separate mailer.
  • OSP cards will not be available for use until 12/28/20.

Once the PCard Application and Memorandum of Agreement have been received and processed, the card should arrive within 7-10 business days (exceptions may apply during high volume periods).  If designated during remote working, the card may be sent to a home address.  The PCard Manager or PCardholder will be notified by email when the card is on its way.  Activate the card using your 4 digit verification code before use.

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 with online purchases.  One-time delivery addresses provided during remote working will not require update/changes. 
  • Embossed Name Changes:  Requests to change the name embossed on the 1st line of the card 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).
  • Card Cancellation:  PCards must 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/Submit the Maintenance Form through DocuSign.


Key Reminders:

  • Depending on date/time of submission, most changes will be in effect within 24 hours (exceptions may apply during high volume periods) – a confirmation email will follow completion of maintenance request
  • Urgent requests should be noted and will be expedited based on critical need

Roles and Responsibilities

 

Your Role


Your Responsiblities

PCard Manager

Compliance:  As a PCard Manager, you are responsible for ensuring that all PCard transactions tied to your card are compliant and appropriate.

  • You must complete current required training to understand your fiscal responsibility.
  • You must review/understand current PCard Policy and other policies associated with the purchases you make (e.g. for travel expenses, also refer to the Travel Policy).

Making Purchases:  As a PCard Manager, you are responsible for making purchases for your unit/service center.

  • You should always consider purchases through the University’s internal options first when possible (e.g. BuckeyeBuy formerly known as eStores).
  • You should verify goods and services requiring special approval are approved in accordance with the Purchasing Policy (e.g. signage)
  • You should not sign contracts or agree to terms and conditions.  Goods and services that require a signed contract, agreement, or equivalent documentation must be authorized by Purchasing before purchase.  In addition, any “clickwrap” agreement (internet based, including software agreements and digital marketing agreements, e.g., Facebook, LinkedIn, Twitter) required in connection with any PCard purchase must be reviewed and approved by Purchasing or the Office of Legal Affairs, as applicable, prior to purchase.
  • You must collect an itemized receipt for every purchase you make with the card.

Tax Exemption:  The university is tax exempt in the State of Ohio and other states.

  • You should identify the university’s exemption status before your purchase to ensure sales/use tax are removed by the merchant
  • You should check the list of tax-exempt states and provide applicable exemption certificate to the merchant
  • If tax is charged, you must work with the merchant to refund tax for applicable states were OSU has an exemption

Duties When Sharing Card:  You are responsible for administering use of the PCard to a PCard User.

  • You can deny PCard User access to the PCard when applicable.
  • You must require the PCard User sign the card out/in for use via the Tracking Log before any purchase is permitted.
  • You should require Card User to review their responsibilities listed below before releasing card.
  • You should advise PCard User on rules of use with tax exemption.
  • You should warn PCard User to not agree to terms and conditions or sign contracts.
  • You should advise PCard User that an approved Spend Authorization # is required before travel expense can be purchased (noting that airfare is prohibited on the PCard).
  • You should remind the Card User to return the card in a timely manner, along with the itemized receipt
  • You should advise the PCard User of the precautions that should be taken for the card’s security while in their possession (e.g. do not send full card number by email or store in profile of web merchants).

Card Security:  You are responsible for the security of the PCard.

  • You should keep the PCard in a secure location (e.g. locked drawer)
  • You should monitor transactions on your monthly statement and dispute transactions (within 60 days from statement date) that are not legitimate or authorized.
  • You should immediately report a lost or stolen card to the bank and PCard Office.
  • You should not share the card number by email or store in your profile with web merchants.
  • PCards where you are listed with the bank as the PCard Manager must not be stored or held by any other employees unless signed out temporarily via the Tracking Log.

Duties in Workday:  Starting January 7, 2021, you are responsible for processing transactions in Workday

  • You are required to ensure non-travel transactions are expensed in Workday; either through reassignment to the Card User (as applicable) or by the Card Manager (as necessary to meeting turn-around standards).  Non-travel transactions must be expensed within 7 business days of transaction receipt date.
  • You are required to reassign travel transactions to the PCard User (traveler) on a weekly basis.

 

 

PCardholder

Compliance:  As a PCardholder, you are responsible for ensuring that all PCard transactions tied to your card are compliant and appropriate.

  • You must complete current required training to understand your fiscal responsibility.
  • You must review/understand current PCard Policy and other policies associated with the purchases you make (e.g. for travel expenses, also refer to the Travel Policy).

Making Purchases:  As a PCardholder, you are responsible for making purchases for yourself.

  • You should always consider purchases through the University’s internal options first when possible (e.g. BuckeyeBuy formerly known as eStores).
  • You should verify goods and services requiring special approval are approved in accordance with the Purchasing Policy (e.g. signage)
  • You should not sign contracts or agree to terms and conditions.  Goods and services that require a signed contract, agreement, or equivalent documentation must be authorized by Purchasing before purchase.  In addition, any “clickwrap” agreement (internet based, including software agreements and digital marketing agreements, e.g., Facebook, LinkedIn, Twitter) required in connection with any PCard purchase must be reviewed and approved by Purchasing or the Office of Legal Affairs, as applicable, prior to purchase.
  • You must collect an itemized receipt for every purchase you make with the card.

Tax Exemption:  The university is tax exempt in the State of Ohio and other states.

  • You should identify the university’s exemption status before your purchase to ensure sales/use tax are removed by the merchant
  • You should check the list of tax-exempt states and provide applicable exemption certificate to the merchant
  • If tax is charged, you must work with the merchant to refund tax for applicable states were OSU has an exemption

Card Security:  You are responsible for the security of the PCard.

  • You should keep the PCard in a secure location (e.g. locked drawer)
  • You should monitor transactions on your monthly statement and dispute transactions (within 60 days from statement date) that are not legitimate or authorized.
  • You should immediately report a lost or stolen card to the bank and PCard Office.
  • You should not share the card number by email or store in your profile with web merchants.
  • PCards where you are listed with the bank as the PCardholder must not be stored or held by any other employees.

Duties in Workday:  Starting January 7, 2021, you are responsible for processing transactions in Workday

  • You are required to expense non-travel transactions in Workday – non-travel transactions must be expensed within 7 business days of transaction receipt date.

 

PCard User

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.

  • You should complete current training to understand your fiscal responsibility.
  • You should review/understand current PCard Policy and other policies associated with the purchases you make (e.g. for travel expenses, also refer to the Travel Policy).

Making Purchases:  As a PCard User, you are responsible for making purchases for yourself.

  • You must sign the Tracking Log to use the PCard for non-travel transactions (business purpose and worktags are required).
  • You must sign the Tracking Log to use the PCard for travel transactions (an approved spend authorization number is required)
  • You should always consider purchases through the University’s internal options first when possible (e.g. BuckeyeBuy formerly known as eStores).
  • You should verify goods and services requiring special approval are approved in accordance with the Purchasing Policy (e.g. signage)
  • You should not sign contracts or agree to terms and conditions.  Goods and services that require a signed contract, agreement, or equivalent documentation must be authorized by Purchasing before purchase.  In addition, any “clickwrap” agreement (internet based, including software agreements and digital marketing agreements, e.g., Facebook, LinkedIn, Twitter) required in connection with any PCard purchase must be reviewed and approved by Purchasing or the Office of Legal Affairs, as applicable, prior to purchase.
  • You must collect an itemized receipt for every purchase you make with the card.

Tax Exemption:  The university is tax exempt in the State of Ohio and other states.

  • You should identify the university’s exemption status before your purchase to ensure sales/use tax are removed by the merchant
  • You should check the list of tax-exempt states and provide applicable exemption certificate to the merchant
  • If tax is charged, you must work with the merchant to refund tax for applicable states were OSU has an exemption

Card Security:  You are responsible for the security of the PCard while in your custody.

  • You should keep the PCard in a secure location 
  • You should immediately notify the Card Manager if the card is lost or stolen
  • You should not share the card number by email or store in your profile with web merchants.​

Training and Job Aids

Required Training at BuckeyeLearn:

  • Fiscal Stewardship for All
  • Preventing Fraud

Recommended Training at BuckeyeLearn:

  • Spend Authorizations and Expense Reports in Workday

Job Aids at Administrative Resource Center (ARC):

Information Session:

Transaction Disputes

Transactions that are not considered legitimate or authorized by the university should be disputed with the bank. The Cardholder or Card Manager are responsible for initiating the dispute as follows:

  1. Cardholder or Card Manager must make a good faith attempt to settle the dispute directly with the merchant.
  2. If the Cardholder or Card 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 Cardholder or Card Manager must report the card as Lost/Stolen with the bank.
  3. 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 Cards

Lost, stolen, or fraudulently used cards must be reported immediately.  Charges made to your card 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 card.
  • Contact the PCard Office to identify alternate address for replacement 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.

Due to COVID and remote working status, the replacement card will be mailed to either home or work location  within 7-10 business days (unless a "rush" delivery is requested).  Upon receipt, be sure to activate the new card.

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.

 

Contact Us

PCard Program Office
2070 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016
Monday - Friday (8 am - 5pm)
614-292-9290
PCard@osu.edu

PNC Bank Customer Service
(4-digit code required)
800-685-4039

PCard News

See University PCard news below (and in these archived NewsLink articles).


Displaying 1 - 5 of 7
February 19, 2021

See more information about Workday Office Hours (PCard). Office Hours extended through March 16.

| February 28, 2020

The latest news and information for PCard.

| November 21, 2019

The latest news and information for PCard.

| August 25, 2019

The latest news and information for PCard.

| May 6, 2019

The latest news and information for PCard.