PCard Office Hours Summary (Jan-Dec 2022)

UPDATES:

• Workday – Expense Item Update
  • You may notice some new attributes, and revised/new instructional text associated with existing expense items. 
  • The TPE Office reviewed all existing expense items for updates, and will continue to review all new expense items before they are loaded into Workday. 
• Workday – Business Purpose Update – Coming Soon
  • Effective December 16th, the list of Business Purposes will be condensed to support analytical review of expense/travel transactions.
  • You will see the selections are grouped by type with a prefix of "PCard", "Reimbursement (Non-Travel)" or "Travel". 
  • Selections marked “inactive” (after 12/16/22) will not permit submission with new entry of Expense Report or Spend Authorization. If selection is already in-progress status, an alert will prompt for a change to proceed with approval.

REMINDERS:

• 2023 PCard Renewal

  • View your PCard to determine if it will be expiring in 2023.
  • PCards will continue to work through the end of the month in which they expire (e.g., 4/30/23).
  • Replacement cards should arrive at the PCard Office roughly 4 weeks before they expire.
  • Cards will be bundled by College/VP Area and made available for pickup by the SFO.
• Plan for Limit Increases in Advance of Big Events
  • Ensure that the PCard Office receives your limit increase at least one business day before it is needed.
• Transactions Not Expensed
  • Review, submit and approve PCard transactions on an Expense Report in a timely manner. 
  • Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.
• Ensure that PCards are Cancelled for Retired/Terminated Employees
  • No transactions should be made on the PCard after an employee leaves the university/unit.
  • SFO’s & SC Managers should review the card inventory report that they receive each month to ensure that cards are cancelled in a timely manner.
• The Dispute Form Should Always be Attached to the ER When Expensing Fraudulent Transactions
  • Form should be attached to the original transaction and any credits that are received as a result of the dispute

DISCUSSION TOPIC:

New Columns Added to the Credit Card Transactions - OSU Report

• Merchant State (U.S. & Canada Only)
  • Shows the state where the merchant is located
• Merchant Country
  • Shows the country where the merchant is located

How to Schedule a Report in Workday

Scheduling a report to run automatically on a reccuring basis can save you a lot of time and effort.  Once scheduled, the report will run automatically and appear in your Workday notifications on the scheduled date(s).

• To schedule a report:
  • Log into Workday
  • Go to the Schedule a Report task
  • Select the Report
  • Select the Run Frequency
  • Enter your filters
  • Click OK
  • Enter your desired filters under the Report Criteria tab
  • Navigate to the Schedule tab
  • Enter Recurrence Criteria (day of the week, start time, end date, etc.)
  • Click OK

UPDATES:

• FAQ section added to the PCard website
  • Broken down into sections (Applying for a PCard, Bank, Policy, Workday Processing, & Fraudulent or erroneous transactions)

REMINDERS:

• Run the Credit Card Transactions – OSU Report to view your unexpensed PCard transactions
  • Add filter to only view your transactions
  • Select the checkbox to “exclude approved” Expense Reports
• Plan for limit increases in advance of big events
  • Ensure that the PCard Office receives your limit increase at least one business day before it is needed.
• Transactions not expensed
  • Review, submit and approve PCard transactions on an Expense Report in a timely manner. 
  • Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.

DISCUSSION TOPIC:

What to do When Fraudulent Transactions Occur?

Follow the steps below:

1. Call the Bank at (800) 685-4039 immediately to cancel card.
2. Contact the PCard Office (pcard@osu.edu) to initiate a replacement card.
   1. Replacement cards typically arrive at the PCard Office within 5-10 business days
3. Notify your College/VP Area's Service Center.
4. If the card has been stolen or fraudulently used, call the local/campus police.
5. If fraudulent charges appear on your statement, complete a Dispute Form and submit to PNC within 60 days from the date of the bank statement on which the disputed charge appears
   1. Submit forms to: billinginquiries@pnc.com

UPDATES

• Find Expense Report Details - OSU

  • An update was moved into production to add Credit Card Merchant to the report output (PCard transactions only)
• FAQ section added to the PCard website
• New PCard training
  • PCard Overview (link is external) – (brief 10-minute recorded session)
    • In production at BuckeyeLearn (link is external) now
    • High level overview
  • PCard Use and Responsibilities - (2.5-hour interactive course)
    • Coming soon!
    • Offered Monthly - registration required at BuckeyeLearn
    • In-depth PCard review (from ordering a card to cancellation

REMINDERS:

• Transactions Not Expensed
  • Review, submit and approve PCard transactions on an Expense Report in a timely manner. 
  • Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.

DISCUSSION TOPIC:

How to Apply Filters in Workday Inbox

Filters can be added to your Workday inbox to narrow down the results to only view specific tasks/items.  There are many different filter options available depending on the items that you want to view.  The general process to add a filter can be found below:

• Log into Workday
• Navigate to your Inbox
• Click the Viewing drop down
• Select Edit Filters
• To add a new filter, click Create Inbox Filter
• Enter a Description
• Select the Business Process Type(s)
• Enter the Task(s) *optional*
• Add any Conditions that you want applied to the filter
• Click OK

UPDATES:

• Personal Expense checkbox disabled on Expense Reports
  • Effective July 22, validation was added Workday to prevent Expense Report submission when the ‘Personal Expense’ checkbox is selected.
  • If a personal transaction is charged to the PCard in error, follow the job aid at the Administration Resource Center (ARC) - Repayment Process for Personal Expense Charged to University Payment Tools (PCard) (link is external)
• New PCard Training - Coming Soon!
  • PCard Overview - (brief 10-minute recorded session)
  • PCard Use and Responsibilities - (2.5 hour interactive course)
• PCard Pickup Notice - updated to include the Cardholder/Card Managers transaction and cycle limits

REMINDERS:

• Transactions Not Expensed
  • Review, submit and approve PCard transactions on an Expense Report in a timely manner. 
  • Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.

DISCUSSION TOPIC:

How to Schedule a Report in Workday

Scheduling a report to run automatically on a reccuring basis can save you a lot of time and effort.  Once scheduled, the report will run automatically and appear in your Workday notifications on the scheduled date(s).

• To schedule a report:
  • Log into Workday
  • Go to the Schedule a Report task
  • Select the Report
  • Select the Run Frequency
  • Enter your filters
  • Click OK
  • Enter your desired filters under the Report Criteria tab
  • Navigate to the Schedule tab
  • Enter Recurrence Criteria (day of the week, start time, end date, etc.)
  • Click OK

UPDATES:

• Personal Expense checkbox disabled on Expense Reports
  • Effective July 22, validation was added Workday to prevent Expense Report submission when the ‘Personal Expense’ checkbox is selected. If a personal transaction is charged to the PCard in error, follow the job aid at the Administration Resource Center (ARC) - Repayment Process for Personal Expense Charged to University Payment Tools (PCard) (link is external)

REMINDERS:

• Individual PCards are not permitted for shared use

  • Reassignment is not available on Individual PCards.
  • The Cardholder should ONLY be placing their business-related transactions on this PCard.
  • Do NOT purchase other employee’s/ECM’s/student's expenses on this card.
• OSP vs. UNIV PCards
  • Ensure that you are using the correct card based on the funding source.
• Decommission of the Credit Card Transactions Not Expensed – OSU repot
  • Use the Credit Card Transactions - OSU report to view PCard transactions that have not been expensed.
• Transactions Not Expensed
  • Review, submit and approve PCard transactions on an Expense Report in a timely manner.  Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.

DISCUSSION TOPICS:

How to Locate & Identify your PCard Transactions in Workday

Credit Card Transactions - OSU report:

• Review the Report - Credit Card Transactions-OSU job aid.
• Filters can be added to view:
  • A specific Cardholder/Card Managers transactions
  • Transactions during a specific date range
  • Only transactions that have not been entered and approved on an Expense Report (Exclude Approved checkbox)
• Report output identifies the following:
  • Transaction amount
  • Transaction date, post date, load date
  • The current Expense Payee
  • If the transaction has been added to an Expense Report (ER) the data will show:
    • The ER #
    • The ER status (draft, in progress, approved)
    • Whose review/approval the ER is pending

UPDATES:

• Credit Card Transactions – OSU report has been updated
  • 3 new columns have been added to the report. These columns show the status of “In Progress” Expense Reports
• Decommission of the Credit Card Transactions Not Expensed – OSU report
  • Use the Credit Card Transactions - OSU report to view PCard transactions that have not been expensed

REMINDERS:

• Transactions Not Expensed - Review, submit and approve PCard transactions on an Expense Report in a timely manner.  Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.
• Airfare - Do NOT purchase on your PCard.

DISCUSSION TOPICS:

Updates to the Credit Card Transactions – OSU Report

3 New columns have been added to the report:

• "Expense Report Awaiting Person"
  • Shows who the Expense Report is currently sitting with for updates/review/approval
• "Expense Report Awaiting Business Process Step"
  • Shows the step the Expense Report is currently pending
  • If it says "Expense Report Event", this means that the transaction has been Sent Back by one of the reviewers/approvers. Therefore, the transaction needs to be updated and resubmitted for approval by the Expense Report Awaiting Person
• "Days Since Assignment"
  • Shows the number of days that the Expense Report has been sitting with the current person/step

UPDATES:

• Workday Homepage Updates - familiarize yourself with the new layout
  • Timely Suggestions (You Have Credit Card Transactions Ready to Expense)
  • Awaiting Your Action
  • Review and update your shortcuts as needed
• “Credit Card Transactions Not Expensed – OSU” report to be decommissioned on June 30, 2022.

REMINDERS:

• Transactions Not Expensed - Review, submit and approve PCard transactions on an Expense Report in a timely manner.  Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.
• OneDrive – Do NOT store/share full PCard account numbers in OneDrive.  ODTI (previously known as OCIO) will be monitoring for compliance.
• Airfare - Do NOT purchase on your PCard.

DISCUSSION TOPICS:

Fiscal Year-End Reminders

• Ensure that your outstanding PCard transactions are processed on an approved Expense Report
  • PCard Transactions loaded by 6/16/2022 must be expensed (submitted and approved) by 6/30/2022
• Run the following reports to identify transactions that have not been expensed:
  • Credit Card Transactions – OSU (identify transactions that have not been submitted and approved on an Expense Report)
  • My/Find Expense Reports - OSU (identify transactions on an expense report in ‘draft’ or ‘in progress’ status)
  • My/Find Spend Authorizations - Detail (identify transactions that need to be cancelled or closed)
• Review the Fiscal Year 2022 Year-End Close Review Checklist (Controllers Website)

Credit Card Transactions - OSU Report

• Job-aid can be found on the ARC
• This report can be used for multiple purposes:
  • View PCard transactions that have not been approved on an Expense Report (In Progress, Draft, and Blank)
  • View all your PCard transactions during a specific date range
  • Identify who the current Expense Payee is on a transaction

UPDATES:

• PCard Staffing Updates:
  • New staff: Elaine Mason & Scott Dodsworth
  • Maria Swartz has moved from the PCard Team to the Travel Team.
• 2022 PCard Renewals:
  • Pickup notices were sent to your colleges SFO and SC Manager
  • Cards will remain active until the end of the month in which they expire

REMINDERS:

• Transactions Not Expensed - Review, submit and approve PCard transactions on an Expense Report in a timely manner.  Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.
• OneDrive – Do NOT store/share full PCard account numbers in OneDrive.  ODTI (previously known as OCIO) will be monitoring for compliance.
• Airfare - Do NOT purchase on your PCard.

DISCUSSION TOPICS:

What to do if your PCard Declines

Things to consider:

• Did you activate your PCard (new & replacement cards)?
• Was the card information (card #, expiration date, CVV) entered correctly?
• Did you use the billing address listed on your PCard Statements?
• Does the transaction exceed your cards single transaction limit?
• Will the transaction put you over your cards cycle limit?

Contact the PCard Office

• 614-292-9290 (option #2)
• pcard@osu.edu

Contact PNC Customer Service

• US: 1-800-685-4039 (listed on the back of your PCard)
• Outside US: 1-706-644-3224 (listed on the back of your PCard)
• Must know your 4-digit verification code (4 digit code that you provided in Section I of your PCard Application)

Fiscal Year-End Reminders:

• Ensure Transactions are process on an approved ER

• Run Reporting in Workday to identify:
  • Transactions not approved on an ER
  • ERs with status ‘In Progress’
• Helpful Reports:
  • Credit Card Transactions – OSU
  • Find Expense Reports – OSU
  • My Expense Reports

UPDATES:

• ​Credit Card Transactions – OSU report updated with additional features and output options. See Job Aid for guidance to run report.
• 2022 PCard Renewals:
  • Cards will remain active until the end of the month in which they expire
  • Pickup notices were sent to your colleges SFO and SC Manager

REMINDERS:

• Transactions Not Expensed - Review, submit and approve PCard transactions on an Expense Report in a timely manner.  Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.
• PCard Office Hours - Offered 2nd Tuesday of each month from 2-3 p.m. with summary posted at PCard Website (under News).  Stay tuned for updates regarding moving to Zoom platform.
• OneDrive – Do NOT store/share full PCard account numbers in OneDrive.  ODTI (previously known as OCIO) will be monitoring for compliance.
• Airfare - Do NOT purchase on your PCard.
• Decommission of eTravel and eRequest Systems - Access historical data (pre-Workday) in Tableau Server.  See Job Aids for access and guidance.

DISCUSSION TOPICS:

Ensure that PCard transactions are submitted on an Expensed Report in a timely manner:

• Payment has already been made to the bank
• Expensing transactions ensures that the accounting hits the correct set of Worktags during the appropriate fiscal year.
• If using Grant funding, you must ensure that you are expensing the transactions before the Grant closes.

To view unexpensed PCard transactions:

• Run the Credit Card Transactions – OSU report (in Workday)
• Apply filter options to narrow output results for a specific card or area (e.g., last 4 digits of card or Cardholder/Card Manager name)
• Check the box to “Exclude Approved” transactions

Job-Aids Available at the ARC:

• Credit Card Transactions – OSU report
• Create Expense Report for Credit Card Transactions (travel related)
• Create Expense Report for Credit Card Transactions (non-travel)

UPDATES:

• ​Credit Card Transactions – OSU report has been updated. See Job Aid for guidance.
• PCard Office Hours - Offered 2nd Tuesday of each month from 2-3 p.m. with summary posted at PCard Website (under News).  Stay tuned for updates regarding moving to Zoom platform.

REMINDERS:

• PCard Renewal 2022 - cards will be active through the end of the month in which they expire; cards will be distributed through unit SFO/Service Center and will not be sent to home/work address
• OneDrive – Do NOT store/share full PCard account numbers in OneDrive.  ODTI (previously known as OCIO) will be monitoring for compliance.
• Decommission of eTravel and eRequest Systems - Access historical data (pre-Workday) in Tableau Server.  See Job Aids for access and guidance.
• Transactions Not Expensed - Review, submit and approve PCard transactions on an Expense Report in a timely manner.  Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.

DISCUSSION TOPICS:

Reassigning Expense Credit Card Transactions

• Allows Card Manager to reassign a PCard transaction to another employee or an External Committee Member (ECM).
• Typically used when a travel related transaction is placed on a PCard and needs to be tied to another employee or ECM’s approved Spend Authorization
• NOT available on Individual PCards
• Responsibility to ensure that the expense report is entered still lies with the Cardholder/Card-Manger
• Important Note: PCard Managers should consult their college/unit or service center for unique processing options (including directly expensing the transaction in lieu of reassignment).
• See Job Aid for additional guidance.

Expensing Transactions for Another Employee or ECM

• This action can only be performed if you have the Expense Data Entry Specialist (EDES) role in Workday
• Allows you to enter the expense reports on another employee's behalf or for an External Committee Member (ECM)
• When would this be used?
  • If a travel related transaction was placed on your PCard for another employee or ECM and you need to tie the expense report to their approved Spend Authorization number (SA#)
  • If another Cardholder/Card Manager from your college/unit leaves the university and has outstanding transactions that you are expensing on their behalf.

UPDATES:

• ​OneDrive – Do NOT store/share full PCard account numbers in OneDrive.  ODTI (previously known as OCIO) will be monitoring for compliance.
• Decommission of eTravel and eRequest Systems - Access historical data (pre-Workday) in Tableau Server.  See Job Aids for access (link is external)and guidance(link is external).

REMINDERS:

• PCard Office Hours - offered 2nd Tuesday of each month from 2-3 p.m.
• PCard Renewal 2022 - cards will be active through the end of the month in which they expire; cards will be distributed through unit SFO/Service Center and will not be sent to home/work address
• Transactions Not Expensed - Review, submit and approve PCard transactions on an Expense Report in a timely manner.  Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.

DISCUSSION TOPICS:

Fraudulent charges made on a PCard must result in cancellation of the account to prevent further unauthorized charges.  Fraudulent charges must be disputed to recover lost amount.

How do I identify fraud transactions?

• Transaction that appears on your card's monthly statement that is not authorized or initiated by OSU
• Transaction that appears on your card in Workday that is not authorized or initiated by OSU
• For Department or Service Cards, refer to the required Tracking Log for verification of legitimacy

Who do I notify about a fraudulent transaction?

• Contact PNC at (800) 685-4039 immediately to cancel card (you will be prompted for your 4 digit verification code that you provided on your application)
• Contact the PCard Office (pcard@osu.edu) to initiate a replacement card.
• Notify your College/VP Area's Service Center to advise of purchase limitations and access another PCard
• If the card has been lost or stolen on campus and resulted in a fraudulent transaction, report to campus police.
• IMPORTANT:  Complete a dispute form and submit to PNC within 60 days from the date of the bank statement on which the fragulent charge appears

How do I get a replacement card?

• Contact the PCard Office (pcard@osu.edu) to initiate a replacement card.
• Replacement Cards typically arrive at the PCard Office within 5-10 business days from request.
• The PCard Office will notify the Cardholder/Card Manager by email with pick-up instructions. 

Do I still need to expense the transaction in Workday?

All transactions that load into Workday must be processed on an Expense Report, even if they are fraudulent.  If disputed properly, any resulting credit transaction must also be processed on an Expense Report.

Tips for Expense Report entry for fraudulent transactions and applicable credits from disputes:

• Business Purpose: “Disputed Credit Card Transactions”
• Expense Item: “Disputed Credit Card Transactions”
• Attach the dispute form and a copy of your statement as documentation
• Dispute details are required in the Business Reason/Memo sections
• Use the same set of Worktags (for both the fraudulent transaction and the credit) so that they offset each other. 

UPDATES:

• PCard Office Hours - offered 2nd Tuesday of each month from 2-3 p.m.
• PCard Renewal 2022 - cards will be active through the end of the month in which they expire; cards will be distributed through unit SFO/Service Center and will not be sent to home/work address

DISCUSSION TOPICS:

• Cardholders and Card Managers are responsible for expensing transactions within 7 business days from the transaction load in Workday.
• Run the Credit Card Transactions-OSU report in Workday to:
  • Monitor transactions not expensed and current status
  • Identify inventory of cards for unit or transaction by card
• Refer to Job Aid at the ARC for guidance running Credit Card Transactions-OSU report