PCard Newsletter - May 2019

No Airfare Should be Purchased on PCards

The university launched a new travel initiative that went into effect on August 1, 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). 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.

PCard Best Practices

1. Review the PCard policy and training courses frequently to stay informed on important details. A few are listed below:
   • Understand what types of transactions can be charged to the PCard.
   • Obtain itemized receipts and supporting documentation for compliance review and approval.
   • Notify vendors of the university’s tax exemption. For details and a full list of state tax exemption statuses, visit the Tax Compliance website.
2. Store the PCard in a secure location to avoid the risk of compromise or theft. Avoid sending or storing the full card number electronically and using unsecure sites.
3. Shop with preferred suppliers. Purchases should promote strategic buying; often, the university has contracts with vendors through Stores, eStores, or Tech Hub (view the Contract Book for a full listing of contracts). Every purchase should follow the Purchasing policy; no contracts or agreements should be signed without authorization from Purchasing.
4. Use the PCard Tracking Log when a Department or Service Center PCard is checked out to a card user. Share information with card users, including but not limited to transaction and cycle limits, notification procedures to the bank of international purchases, required security measures, tax exemptions, and remaining balances.
5. Know the transaction and cycle limits associated with the PCard account.
6. Never split transactions to avoid the transaction limit set on the PCard account. If a higher limit is needed, submit the PCard Maintenance Form.
7. Report card loss, theft, or compromise immediately to the bank and the PCard Office.
8. Review the monthly statement. Dispute any fraudulent transactions within 60 days of the statement date. See the dispute process.

Card Manager/Cardholder Transition

1. The PCard in the Card Manager’s/Cardholder’s name must be cancelled via a PCard Maintenance Form.
2. A new PCard can be ordered in a different employee’s name to serve as a replacement card. Submit a PCard Application to the PCard Office.

The PCard Office will then notify your area when the card is ready for pick-up (typically 3-5 business days after the card is ordered).