Frequently Asked Questions

It is recommended that applicants complete the following training courses at BuckeyeLearn before applying for a PCard: 

• Fiscal Stewardship for All
• Preventing Fraud 
• PCard Use and Responsibilities

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.

Yes, with proper OSU credentials (e.g., Buck-ID) they will need to sign the pick-up log to document who received the PCard. 

The PCard Application Request (and PCard GET Application Request) must be submitted by the applicant in Workday.  Refer to the job aid for Workday navigaton 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 #, reachout 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.

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 navigaton 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 #, reachout 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 Informaiton.  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). 

No, only the applicant/initiator can edit the PCard Application Request or PCard Maintenance Request.