PCard Newsletter - November 2018

No Airfare Should be Purchased on PCards

The university launched a new travel initiative that went into effect on August 1st, 2018. With this initiative, individuals traveling on university business must book their flights through Ohio State’s contracted travel agency-Corporate Travel Planners (CTP).

With an authorized T#, travelers/arrangers must book individual business airfare directly with a CTP full service agent or in the online booking tool (Concur) using the university’s credit cards. Airfare must not be purchased with university issued PCards (Department, Service Center, Individual, or GET Cards). PCard transactions will be reviewed for compliance.

For more information, contact the Travel Office.

Process for Handling PCard Transaction Disputes

PCard transactions that appear on your monthly PNC statement should be carefully reviewed each month by the cardholder or card manager to ensure that duplicate, erroneous or fraudulent charges are not made against the PCard account.

If a transaction is believed to be fraudulent, the cardholder or card manager must contact PNC immediately to shut down the PCard from further fraud exposure. A replacement card will be issued by PNC and can be sent by overnight delivery to the PCard Office. See your Service Center for any additional internal procedures.

Any transactions that appear on the statement that are not authorized or have no legitimate business purpose should be disputed. Cardholders or card managers must first attempt to resolve the dispute directly with the merchant. If the merchant is unresponsive, a formal dispute must be initiated with the bank. To ensure dispute rights and prevent loss to the unit, the dispute notification must be received by PNC within 60 days of the statement date on which the disputed charge first appeared.

For more information, refer to PCard Disputes or contact the PCard Office.

Buying Assets with a PCard

All capitalized assets must be tracked in the Financials system. For non-capitalized assets, use of the Financials system for tracking is strongly encouraged in preparation for the transition to WorkDay in 2020.

Any capitalized assets purchased with a university issued PCard must be documented on the AM - Add Asset to Inventory Form and submitted via DocuSign to The Asset Management Department within seven business days of the purchase transaction date.

The AM - Add Asset to Inventory Form allows the requester to input all the purchasing and asset information for The Asset Management Department to create the asset within the Financials system. Once the form is completed, the asset can be created and a tag can be sent to the department Asset Coordinator (formerly know as the equipment coordinator). The asset must be tagged by the Asset Coordinator.

For more information, contact the Asset Management Office.

Do Not Send the Full PCard Number in Emails

As a reminder, you should never send the full PCard number via email. The PCard Policy states “Personnel with access to a PCard or any documentation showing a PCard account number must protect the account number from fraud or any other inappropriate use.”

Therefore, when required to provide the full PCard number, you should only provide a partial number via email/fax and then call the merchant to provide the remaining digits over the phone. This will help ensure that the full card number is not exposed to potential compromise/fraud.

The OCIO’s Office will be running a monthly report to track who has sent the full PCard number in an email. In these instances, they will be reaching out to the unit’s DLP (Data Loss Prevention) contact so that they can notify the individual and take corrective action if needed.

For more information, contact the PCard Office.