The PCard Maintenance Request can be submitted by the PCardholder, or by an initiator with the name of the PCardholder 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’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.
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 PCardholder is still employed in the same unit (CCH6 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).