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
University (UNIV) PCards

University PCards are NOT permitted for grant funded purchases.

UNIV PCard
Card Type / PurposeLimitsEligibility Considerations

Department PCard

Issued to a unit or department to purchase goods and services necessary to conduct university business.

$10,000/transaction $50,000/cycleIssued in unit or department name and administered by a PCardholder; shared use by unit or department is permitted.  

Individual PCard

Issued to employees for the procurement of goods, services, and travel expenditures necessary to conduct university business.

$5,000/transaction $10,000/cycleIssued in individual’s name (PCardholder).  

Service Center PCard

Issued to service centers for the procurement of goods, services, and travel expenditures necessary to conduct university business.

$20,000/transaction $75,000/cycleIssued in service center name and administered by a PCardholder.

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 verification of an approved spend authorization with a minimum estimated spend of $250 or greater.
Office of Sponsored Programs (OSP) PCards

OSP PCards are available for grant funded purchases ONLY.

OSP PCard
Card Type / PurposeLimitsEligibility Considerations

OSP Department PCard

Issued to a unit or department to purchase goods and services necessary to conduct university business.

$10,000/transaction $50,000/cycle

Issued in unit or department name and administered by a PCardholder; shared use by unit or department is permitted.  

Available with grants ONLY; airline purchases blocked.  See OSP Requirements. 

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

Issued in individual’s name (PCardholder).

Available with grants ONLY; airline purchases blocked.  See OSP Requirements.

OSP Service Center PCard

Issued to grant service center for the procurement of goods and services necessary to conduct university business with grants.

$20,000/transaction $75,000/cycle

Issued in service center name and administered by a PCardholder.

Available with grants ONLY; airline purchases blocked.  See OSP Requirements.

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.

Issued in individual’s name (PCardholder); contingent upon verification of an approved spend authorization with a minimum estimated spend of $250 or greater.

Available with grants ONLY; airline purchases blocked.  See OSP Requirements.

 

Apply for a PCard

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

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

2.  Complete the recommended training courses through BuckeyeLearn:

3.  Review the following resources to ensure compliance to the responsibilities associated with a PCard:

4.  Understand your role and responsibilities as a PCardholder.  Failure to consistently maintain the responsibilities of PCardholder may result in PCard suspension.

5.  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 listed on the application by email with pick-up instructions.  Activate the PCard 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 the PCard 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.
Request a Change to a 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 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 PCardholder’s employment is terminated or if a 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
PCardholder

OSU employee that holds a Department, Individual, Service Center, or GET PCard.

Compliance

As a PCardholder, 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/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 appropriate business-related purchases for yourself, your unit, or 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 $50 or greater in states where OSU has an exemption.
Duties when Sharing Department PCard

Department PCards that are shared for temporary use by employees in the Unit (PCard User) must be recorded on the PCard Tracking Log to document transfer of custody and collect criteria for expense report processing.

  • You can deny PCard User access to the PCard when applicable.
  • 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 PCard in a timely manner, along with the itemized receipt.
  • You should advise the PCard User of the precautions that must be taken for the PCard’s security while in their possession (e.g. do not send full PCard 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 web merchants.
  • PCard Users can temporarily sign out Department PCards on the Tracking Log. All other PCards (Individual, Service Center, GET) should not be stored or held by anyone other than the PCardholder. 
Duties in Workday

You are responsible for processing transactions in Workday.

  • You are required to reassign transactions (as applicable) to the PCard User promptly to allow an Expense Report to be submitted within 10 business days from the transaction load date in Workday.
  • You are required to expense transactions in Workday.  Transactions must be submitted on an Expense Report within 10 business days from the transaction load in Workday.
PCard User

OSU employee that is assigned temporary use of a Department PCard or has purchases made on their behalf by a PCardholder.

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 appropriate business-related 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 $50 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 PCardholder if the PCard is lost or stolen.
  • You should not share the PCard number by email or store in your profile with web merchants.​
Duties in Workday
  • If a transaction is reassigned to you in Workday, you are expected to submit the transaction on an Expense Report within 10 business days from the transaction load in Workday.
  • If an Expense Report is submitted on your behalf for travel-related expenses, you are required to certify the Expense Report to complete the business process.

Training, Reports and Job Aids
Training

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 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.  >> Register for PCard Use and Responsibilities

Fiscal Stewardship for All

>> Go to Fiscal Stewardship for All

Preventing Fraud

>> Go to Preventing Fraud

Reports

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 PCard(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.
Transaction Processing Job Aids

Job Aids at the ARC

Workday

​Additional Workday Job Aids are available at the Administrative Resource Center.

 

PCard Security
Lost or Stolen PCards

Lost and stolen PCards must be reported immediately.  Charges made on 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 stolen, notify University Police. If the theft occurs somewhere other than the Columbus campus, the theft must also be reported to the appropriate local law enforcement agency with jurisdiction.
  • 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 by email with pick-up instructions.  Activate the PCard 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.

Fraudulent Transactions and Disputes

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

  1. The PCardholder must make a good faith attempt to settle the dispute directly with the merchant.
  2. If the PCardholder is unable to resolve the dispute with the merchant:
    • Complete and submit the Dispute Form.
    • ​If the disputed transaction is regarded as a fraudulent or unauthorized charge, the PCardholder must notify the bank immediately so that they can cancel the PCard and order a replacement.
  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

 

Tax Exemption

Ohio State is exempt from the payment of sales and use tax in Ohio and certain other states.  Refer to Tax Exemption Forms (Sales and Use by State)

Before making a PCard purchase, ask the supplier if sales tax can be excluded from the cost of the transaction. Although not required by law, a Sales and Use Tax Blanket Exemption Certificate may be requested by the vendor in order to document the exempt status of the university's purchases.

 If you have any additional questions or inquiries about the tax status, please contact the Tax Office.

NOTE: If tax is charged, you must make a reasonable effort to recover sales tax if it is $50 or greater in states where OSU has an exemption.

 

For frequently asked questions, see PCard FAQ.

 

PCard Office

Phone:  614-292-9290, Option 2
Email:  pcard@osu.edu

8 am - 5pm (M-F)
 

PCard Policy and Forms

PNC Bank

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

Amazon

OSU Business Account
How to Get Access
Assistance

PCard News

See PCard News archive and NewsLink articles.

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