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 Tools and Resources

Application Process

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.
Department Card
Issued to departments for small dollar purchases of goods/services necessary to conduct university business.
Individual Card
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.
 
Key Reminders:

  • 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. The applicant and Senior Fiscal Officer will be notified by email when the card is available for pick-up.

The applicant, Senior Fiscal Officer, or a designee may pick-up the new card from the PCard Office at 2070 Blankenship Hall, 901 Woody Hayes Drive. A completed PCard Pick-up Authorization Form and BuckID are required for card pick-up.

Maintenance Process

For changes to billing address, reallocator/approver set-up or limit increase requests, complete the PCard Maintenance Form through DocuSign.

Reallocation

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

 

Reallocation Calendar

The following calendar deadlines have been established for reallocating transactions to the General Ledger and payment to the bank.

  • June 2018 - (6/28/2018)
  • July 2018 - (7/30/2018)
  • August 2018 - (8/30/2018)
  • September 2018 - (9/27/2018)
  • October 2018 - (10/30/2018)
  • November 2018 - (11/29/2018)
  • December 2018 - (12/28/2018)
  • January 2019 - (1/30/2019)
  • February 2019 - (2/27/2019)
  • March 2019 - (3/28/2019)
  • April 2019 - (4/29/2019)
  • May 2019 - (5/30/2019)
  • June 2019 - (6/27/2019)
     

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.

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 supplier.
  2. If the Cardholder or Card Manager is unable to resolve the dispute with the supplier:
    1. Complete the Dispute Form (found on the back of the monthly credit card statement from the bank). To reduce risk to the university, only provide last 4 digits of card account # on Dispute Form found on the back of the monthly credit card statement from bank).
    2. Submit the Dispute Form to the bank for resolution.
    3. 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 documentation to:
PNC Bank
P.O. Box 2859
Kalamazoo, MI 49003-2859
or
Fax: (269) 973-1688
Email: billinginquiries@pnc.com

Lost, Stolen or Fraudulently Used Cards

Lost, stolen or fraudulently used cards must be reported immediately, as all charges made to your account before it is cancelled are the liability of the university.

Follow the steps referenced below:

  • Call the Bank at (800) 685-4039 immediately. In order to expedite delivery of replacement card, caller must request a "rush" delivery.
  • Notify the College/VP Area's Senior Fiscal Officer and/or Service Center.
  • Contact the PCard Office (614-292-9290).
  • 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.

A replacement card is generally mailed to the PCard Office within 5-7 business days (unless a "rush" delivery is requested). The PCard Office will notify the Cardholder or Card Manager and the Senior Fiscal Officer via e-mail when the card is available for pick up. 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 immediately blocked from further use. The bank will notify the PCard Office to verify the legitimacy of the transactions.

Training

Learn more about the courses offered for PCard training by visiting Financial Training.

Reporting

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.

 

Contact Us

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

PNC Bank Customer Service
Report lost/stolen cards
(must provide 4-digit code)
800-685-4039