PCard Application and Maintenance
Can my PCard Application Request or PCard Maintenance Request be edited by others?
No, only the applicant/initiator can edit the PCard Application Request or PCard Maintenance Request.
Where can I find helpful information for completing the PCard Application Request?
The PCard Application Request (and PCard GET Application Request) must be submitted by the applicant in Workday. Refer to the job aid for Workday navigation and step-by-step entry guidance. If you need further clarity with some of the prompted content, see below:
Describe the business need for the PCard being requested. What information should be included?
Provide a detailed explanation of how the PCard will be utilized for business expenses. This may include reasoning for not using the unit or Service Center PCard. Approvers in your unit will utilize this informaton to determine if a PCard should be approved for issuance. If you are applying for a GET PCard, this is verified by the Spend Authorization # (see below).
Employee ID. Where do I find my Employee ID?
Your employee ID can be found by navigating to your worker profile from the Workday home page. It will be the first item listed under Job Details in your Summary.
Business Address (Street Number and Name). How do I know what address to provide?
The business address is prompted by the bank for transaction verification purposes when making online purchases.
PCard Funding Source. What is my Funding Source?
The funding source determination is based on whether purchases will be reconciled back to University funds or Office of Sponsored Programs grant funds. The correct selection is critical for billing purposes specifically with OSP grant funds.
Cost Center #. What is my Cost Center?
The cost center is the accounting code used to track financial and human resource transactions. You should enter the cost center # associated with the funding of your purchases. If you are unsure of the cost center #, reach out to your unit's fiscal office.
4-Digit Verification Code. What is the Verification Code?
The 4-digit Verification Code is a number that you select. Enter 4 digits that you'll easily remember. The Verification Code is required for you to activate your new PCard. This Verification Code may also be required by the bank to validate authorization to account information when you contact the bank.
Additional Information. What information should be included?
Additional information can be entered to advise approvers (e.g., advise approvers of split funding needs where an ad hoc approver may be needed) or the PCard Office (e.g., Urgent request - need PCard by Friday).
The following is helpful information to provide clarity for prompted content (in addition to the items above) on the PCard GET Application Request only:
Spend Authorization #. How can I find my Spend Authorization?
You can find your Spend Authorization number by running the “My Spend Authorizations” report in Workday. Refer to the Find and View Spend Authorization job-aid for guidance.
PCard Usage End Date. What is my Usage End Date?
Select the end date of PCard use for business travel-related expenses. Generally, this will be the return date referenced in your Spend Authorization.
ATM Access. Is there more information about ATM access?
ATM should only be selected if your business travel requires access to an ATM for cash withdrawal. Applicable bank fees will apply; in most cases $3 or 3% of the withdrawal amount, whichever is greater. If ATM Access is selected, you must enter the percentage of your cycle limit you would like to have available for cash withdrawals through ATM. A PIN number will be mailed to the business address listed on the PCard GET Application Request within 10 days from the Workday notification confirming the PCard has been ordered.
Where can I find helpful information for completing the PCard Maintenance Request?
The PCard Maintenance Request can be submitted by the PCardholder/PCard Manager, or by an initiator with the name of the PCardholder/PCard Manager entered in the ‘On Behalf Of’ field. Refer to the job aid for Workday navigation and step-by-step entry guidance. If you need further clarity with some of the prompted content, see below:
PCard Funding Source. What is my Funding Source and PCard Type?
The funding source determination is based on whether purchases will be reconciled back to University funds or Office of Sponsored Programs grant funds. The Ohio State University funded PCard is gray with an Ohio State emblem on the front of the card. The Office of Sponsored Programs (OSP) funded PCard is red with no emblem. Refer to the PCard Types description at the PCard Website.
Temporary Transaction Limit Increase. What is required to request an increase to my Transaction Limit?
Requests to temporarily increase the transaction limit must include a detailed justification for the increase (including payee, anticipated amount of transaction, cause/reason for increase) and specified duration (typically 1-2 weeks in length). 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).
Temporary Cycle Limit Increase. What is required to request an increase to my Cycle Limit?
Requests to temporarily increase the 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 ending on the last day of the current billing cycle). The billing cycle ends on the 24th of the month unless it falls on a weekend or holiday, then the cycle date will shift to the next business day. Limit increases may be declined if in conflict with procurement limitations (e.g. bid limits or special approvals).
Cancel PCard. When should a PCard be cancelled?
PCards must be cancelled if a PCardholder/PCard Manager’s employment is terminated or if a PCardholder/PCard Manager transfers to another unit/department or assumes different duties that do not include management or use of a PCard.
Apply/Remove Temporary Account Hold.
Units may request a temporary account hold as determined appropriate and/or to prevent use of PCard (e.g., employee is on extended leave or budget restrictions). Removal cannot be scheduled and must be submitted on the PCard Maintenance Request when the unit is ready to restore use of the PCard.
Change Cost Center.
Requests to change the cost center are permitted if the PCard Manager/PCardholder is still employed in the same unit (CH6 Hierarchy) as established with the original application. If you are unsure of the correct cost center #, reach out to your unit's fiscal office.
Change University Business Address.
The business address is prompted by the bank for transaction verification purposes when making online purchases.
Change Name on PCard. When can I change the name printed on my PCard?
The name printed on the PCard can be changed to accommodate use/function naming convention within the unit for Department and Service Center PCards. The name printed on the PCard can be changed on an Individual PCard if the PCardholder’s legal name changes. However, the name printed on the PCard cannot be changed to another employee for Individual PCards.
Additional Information. What information should be included?
Additional information can be entered to advise approvers or the PCard Office (e.g., Urgent request - need temporary limit increase ASAP).
Can someone else pick up my PCard on my behalf?
Yes, with proper OSU credentials (e.g., Buck-ID) they will need to sign the pick-up log to document who received the PCard.
How long does it take to get a PCard?
Once submitted, the PCard Application Request will route for unit approval by the Cost Center Manager and the Senior Fiscal Officer assigned to the applicant's employment hierarchy.
Additional approvals may be added (via ad hoc) by the Cost Center Manager or Senior Fiscal Officer. Allowable ad hoc roles are limited to: Senior Fiscal Officer, Cost Center Director or Department Leader.
The PCard Application Request will route to the PCard Office for final approval after unit approvals are complete.
After the PCard Application Request has been received and approved by the PCard Office, the PCard should be available for pick-up within 10 business days. An email notification will be sent to the applicant when the PCard is ready for pick-up.
What training courses are recommended before applying for a PCard?
It is recommended that applicants complete the following training courses at BuckeyeLearn before applying for a PCard:
PCard Use and Responsibilities
Bank
When using a GET PCard to make a cash withdrawal from an ATM, will there be any additional fees?
Yes. When making an ATM withdrawal using the GET PCard, there is a cash advance fee of $3 or 3% of the withdrawal amount (or whichever is greater).
Why didn’t I receive my bank statement this month?
Bank statements are issued only for billing cycles that have transactions. If you do not make any purchases on your PCard during the billing cycle, you will not receive a monthly statement.
Note: If transactions were made and you did not receive a monthly statement, please contact the PCard Office.
When will I receive my bank statement?
Statements are issued by email the day after the cycle end date. The billing cycle ends on the 24th of each month (in the case of a weekend or holiday, the following business day).
What are the dates of the billing cycle?
Typically, the billing cycle starts on the 25th of one month and ends on the 24th of the following month (e.g., September 25 - October 24). In the case of a weekend or holiday, the cycle date will shift to the next business day.
What is the available cycle balance for my PCard?
To verify the cycle balance available on your PCard, contact PNC at 800-685-4039 (providing verification code when prompted) or the PCard Office.
Note: Cycle balance will typically refresh on the 25th of every month (exceptions occur with weekends and holidays).
What is my 4-digit verification code?
When activating a new or replacement PCard, you will be prompted to provide the 4-digit verification code that was identified in the application. The same verification code will be prompted by the bank when calling with general account inquiries or when reporting a card lost/stolen.
The code will not permit users to make changes to their accounts (e.g., limit increases).
If you don't recall the code entered on the application, contact the PCard Office for assistance. The code will only be provided to the employee name listed on the application.
Policy
Can the PCard be used to pay for services to an individual (e.g., Independent Contractor) through Digital Disbursements (e.g., PayPal)?
No. Services paid to an individual (e.g., independent contractors, consultants or speakers, et al) are not permitted on the PCard through Digital Disbursements (e.g., PayPal, Zelle, Venmo).
Review the Procuring Goods & Services job-aid at the ARC to determine an alternate payment method for these types of payments.
What are some best practices for sharing access to a Department PCard or Service Center PCard in a remote environment?
When possible, PCard Managers should arrange schedules to be on site to physically transfer the PCard and have the PCard User sign tracking log documentation.
When in-person transfer can't occur, PCard Manager and PCard User can coordinate a virtual session for PCard entry for online purchases. The tracking log information can be collected by email when the log can't be signed in-person or can be administered through DocuSign.
Note: The tracking log is required to document use of the PCard when not being used by the PCard Manager. The PCard number should never be written down or stored for future use by the PCard User.
Sales tax was mistakenly charged on my PCard in a state that we are tax-exempt, how do I correct this?
The PCard manager, PCardholder, or PCard User must make a reasonable effort to recover sales tax only if it is $25 or greater. The effort (hourly cost) must not exceed the sales tax cost. All actions must be documented and stored in the Expense Report in Workday.
Should a PCard be used when the PCard Manager/PCardholder is on leave?
No. The PCard should be put on temporary hold by submitting a PCard Maintenace Form while the PCard Manager/PCardholder is on leave. Other arrangements should be made for transactions during their absence.
Can my PCard be transferred to another employee if I'm leaving the department or terminating from the university?
No. The PCard is set-up in association with the employee ID of the PCard Manager/PCardholder and must not be transferred to another individual upon role or employment change. The PCard will need to be cancelled via the PCard Maintenace Form and a new PCard will need to be ordered for the new PCard Manager/PCardholder.
Can I split a transaction if it is above my single transaction limit?
Purchases must not be split to avoid the established single transaction limit. If the purchase is higher than the standard limit, a PCard Maintenace Form should be submitted to request a temporary limit increase.
Workday Processing
How much time am I permitted to submit a PCard transaction on an Expense Report in Workday?
All PCard transactions must be expensed within 7 business days from transaction load date in Workday
Transactions that exceed 90 days from load date in Workday that have not been submitted on an expense report, or that have since been sent back for updates and resubmission, are subject to a suspension warning notice sent by the PCard Office.
Transactions that exceed 120 days from load date in Workday that have not been submitted on an expense report, or that have since been sent back for updates and resubmission, are subject to an account suspension.
How do I expense my PCard transaction if I don't have the receipt?
Policy requires an itemized receipt for all PCard transactions. However, when reasonable effort has been made to recover an itemized receipt, but one could not be obtained, equivalent documentation and an explanation of the circumstances must be provided.
How do I locate my expense report that has been saved in draft status?
Depending on your role as the payee listed in the Expense Report, you can run either “My Expense Reports" (for those where YOU are the payee) or “Find Expense Report Details – OSU” (for those where someone else is listed as the payee).
Should I wait to expense a PCard transaction that is awaiting a credit/refund?
No. All transactions should be expensed within 7 business days from the transaction load in Workday.
Why can’t I reassign a transaction on my Individual PCard?
Individual PCards are not enabled for reassignment in Workday. Individual PCards are not intended for shared use and should only be used for the business or travel expenses of the Cardholder. Contact the PCard Office for assistance.
How do I reassign a PCard transaction?
When applicable (e.g., when travel related), a PCard transaction will need to be reassigned to the traveler/payee in order to process an Expense Report. Refer to the Reassigning Expense Credit Card Transactions job aid for steps to follow.
Can I expense a PCard transaction on behalf of someone else (employee/student/ECM)?
Yes, anyone with the Expense Data Entry Specialist (EDES) role can create an expense report on behalf of someone else.
Fraudulent or Erroneous Transactions
What expense item type should I use to expense an erroneous personal charge?
You should use the expense item type that maps best to the item purchased when expensing the transaction.
What do I do if a personal charge was made on my PCard in error?
Personal charges are not permitted on the PCard. However, when an error occurs, the personal amount charged must be repaid to the university within 7 business days. Follow the steps at the Repayment Process for Personal Expense Charged to University Payment Tools - PCard job aid.
If I have a fraudulent transaction on my PCard, do I still need to submit an expense report?
Yes, you must still submit an expense report even if a transaction is in dispute. The expense report should be submitted within 7 days of the transaction load into Workday. Select PCard - Disputed Transaction or Dispute Credit as the business purpose and Disputed Credit Card Transactions as the expense item type on the line of the expense report. You also must attach a copy of the Dispute Form to the associated Expense Report
I have identified a fraudulent transaction on my PCard. What do I do next?
Charges made to your PCard before it is cancelled are the liability of the university. Follow the steps: Lost, Stolen or Fraudulently Used Cards at the PCard Website.
Note: If fraudulent charges occur, be sure to complete a dispute form and submit to PNC within 60 days from the date of the bank statement on which the disputed charge appears.