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/pURPOSElIMITSeLIGIBILITY cONSIDERATIONSGrant 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:

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 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 after pick-up.

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 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 notification will be sent from Workday to your osu.edu email and a confirmation notification will appear in your Workday inbox.  Urgent requests should be noted and will be expedited based on critical need.

Roles and Responsibilities

 Your Role

 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.

  • Complete recommended training to understand your fiscal use and processing responsibilities.
  • Review current PCard Policy and other policies associated with the purchases you make (e.g. for travel expenses, also refer to the Travel Policy).
Procuring Goods and Services

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

  • Not all purchases should be applied to a PCard.  Refer to Procuring Goods and Services for the OSU procurement cadence for goods and services.
  • 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.  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.  Email Purchasing at BF-pur-agreements@osu.edu.
  • You must collect an itemized receipt for every purchase you make with the PCard.
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 make a reasonable effort to recover sales tax if it is $25 or greater in states where OSU has an exemption.
Duties When Sharing PCard

You are responsible for extending 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 PCard out/in on the Tracking Log before any purchase is permitted.
  • You should require PCard User to review their responsibilities listed below before releasing PCard.
  • 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 expenses can be purchased (noting that airfare is prohibited on the PCard).
  • You should remind the PCard 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 online 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 PCard to the bank and PCard Office.
  • You should not share the PCard number by email or store in your profile with online 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 on the Tracking Log.
Duties in Workday

You are responsible for processing transactions in Workday.

  • You are required to ensure that transactions are submitted on an Expense Report within 7 business days from the transaction load date in Workday.  Failure to submit a transaction on an Expense Report may result in PCard suspension.
  • You are required to reassign travel transactions (as applicable) to the PCard User promptly to allow an Expense Report to be submitted within 7 business days from the transaction load date in Workday.

PCardholder Responsibilities

Compliance

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

  • Complete recommended training to understand your fiscal use and processing responsibilities.
  • 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).
Procuring Goods and Services

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

  • Not all purchases should be applied to a PCard.  Refer to Procuring Goods and Services for the OSU procurement cadence for goods and services.
  • 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.  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.  Email Purchasing at BF-pur-agreements@osu.edu.
  • You must collect an itemized receipt for every purchase you make with the PCard.
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 make a reasonable effort to recover sales tax if it is $25 or greater in states where 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

You are responsible for processing transactions in Workday.

  • You are required to expense transactions in Workday.  Transactions must be expensed within 7 business days from the transaction load in Workday.

PCard User Responsibilities

Compliance

As a PCard User, you are responsible for ensuring that all PCard transactions tied to the PCard you are using are compliant and appropriate.

  • Complete recommended training to understand your fiscal use and processing responsibilities.
  • 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).
Procuring Goods and Services

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

  • You must sign the Tracking Log (Non-Travel) to use the PCard for non-travel transactions (business purpose and worktags are required).
  • You must sign the Tracking Log (Travel) to use the PCard for travel transactions (an approved spend authorization number is required).
  • Not all purchases should be applied to a PCard.  Refer to Procuring Goods and Services for the OSU procurement cadence for goods and services.
  • 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.  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.  Email Purchasing at BF-pur-agreements@osu.edu.
  • You must collect an itemized receipt for every purchase you make with the PCard.
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 make a reasonable effort to recover sales tax if it is $25 or greater in states where 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 PCard 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

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

​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:

  1. PCardholder or PCard Manager must make a good faith attempt to settle the dispute directly with the merchant.
  2. 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.
  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 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.
      • 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

 

PCard Policy and Forms
Frequently Asked Questions

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

PCard News

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

Displaying 1 - 5 of 19

Travel, PCard and Expense - Office Hours Summary (FY25)

September 10, 2024
Summary of Travel, PCard and Expense Office Hours (FY25)

PCard Forms Transition to Workday

July 24, 2024

See link to the recording from the July 24th Information Session and Demonstratoin about the PCard Forms transition to Workday.

Travel, PCard and Expense - Office Hours

June 12, 2024

Starting July 9, 2024. See more information about Travel, PCard, & Expense Office Hours.

PCard Office Hours Summary (January-June 2024)

June 11, 2024

Summary of PCard Office Hours (January-June 2024)

Fiscal Year-End Support: PCard Working Lab

May 14, 2024

See more information about the PCard Working Lab for FY-End

See News Archive