PCard Office Hours Summary (January-December 2023)

December 13, 2023

Summary of PCard Office Hours (January-December 2023):

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December 2023 - Office Hours Summary

REMINDERS:

  • Plan for limit increases in advance of big events (bowl season, holiday events, etc.)
  • 2024 PCard Renewal
    • Replacement cards should arrive at the PCard Office roughly 4 weeks before expiration.
    • Cards will be bundled by College/VP Area and made available for pickup by the SFO (or a designee).
    • PCards will work through the end of the month in which they expire (e.g., 1/31/24).

UPDATES:

  • PCard Policy
    • We are currently reviewing the PCard Policy for updates
    • Are there any items that you find confusing, or topics that need added/clarified?
    • Additional feedback can be sent to pcard@osu.edu
  • PCard Application & Maintenance Forms
    • We are in the process of developing PCard Applications and Maintenance Forms that would live in Workday
    • Would remove the use of DocuSign (eSignature Sender role) for submission
  • Suspend/Delete the Credit Card Transactions – OSU Report
    • Scheduled Future Processes – OSU report
    • Must suspend the report before it can be deleted

November 2023 - Office Hours Summary

REMINDERS:

  • Itemization on Expense Reports

    • You are not required to itemize each expense line unless required by policy.
    • Do Itemize: Per Diem (Post Trip), Split funding (e.g., alcohol with business meal).
  • Run/Schedule the Credit Card Transactions – OSU Report Weekly
    • Report can be filtered to show all your transactions not approved on an Expense Report.
    • This allows you to also see transactions that have been reassigned, or added to an Expense Report but not approved (e.g., draft, sent back, in progress).
    • All transactions should be expensed within 7 business days of load date in Workday.
  • 2024 PCard Renewal
    • Replacement cards should arrive at the PCard Office roughly 4 weeks before expiration.
    • Cards will be bundled by College/VP Area and made available for pickup by the SFO (or a designee).
    • PCards will work through the end of the month in which they expire (e.g., 1/31/24).
  • Lost/Stolen/Fraud Replacement Cards
    • When this occurs, the replacement cards are sent to the PCard Office for setup.
    • Turnaround time: 5-10 business days
    • Pickup notification will be sent to the PCardholder/PCard Manager once the card arrives.
  • Find Credit Cards – OSU Report
    • Review active PCards in your unit.
    • Ensure that cards are being cancelled when the Cardholder/Card Manager leaves the unit/university.
    • Notify the PCard Office if the cost center # is incorrect (update via Maintenance Form).
  • Place Cards on Hold when the Cardholder/Card Manager is on Extended Leave
  • Multiple-line Expense Reports (30+) Freezing During Review
    • Brought to our attention by a unit.
    • While reviewing ER’s with 30+ lines, Workday occasionally freezes.
    • Click the refresh icon (↻) in your web browser to reset the page and complete review.

 

October 2023 - Office Hours Summary

UPDATES:

  • Credit Card Transactions – OSU Report
    • Cardholder/Card Manager Email added to the report (available on 10/16/23)
    • Card Type added to the report (available on 10/16/23)
  • Find Credit Cards - OSU Report
    • Cardholder/Card Manager Email added to the report (available on 10/16/23)
    • Card Type added to the report (available on 10/16/23)

REMINDERS:

  •  2024 PCard Renewal

    • 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 (or a designee)
    • PCards will continue to work through the end of the month in which they expire (e.g., 1/31/24)
  • When Emailing the PCard Office
    • Provide the following: Cardholder/Card Manager name, last 4 digits on the PCard
  • 4-Digit Activation/Authorization Code
    • This is the 4-digit code that you provided the PCard Office on your PCard Application
    • This code is used to activate your PCard
    • This code will also be requested by the bank if you call in to report your card lost/stolen/fraud
  • Review/resolve your transactions not expensed:
    • Warnings have been issued for transactions exceeding 90 days
    • Suspensions have been issued for transactions exceeding 120 days

September 2023 - Office Hours Summary

REMINDERS:

  •  PCard Tracking Log

    • PCard Users must sign the card out before making any purchases, and sign it back in after the purchase has been made
    • Card numbers should never be written down or stored for future use by the PCard User.
  • 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 charge other employee’s/ECM’s/student's expenses on this card.
  • Dispute Form should always be attached to the ER
    • The Dispute Form should be attached to the original transaction and any credits that are received as a result of the dispute
  • Review/resolve your transactions not expensed:
    • Warnings have been issued for transactions exceeding 90 days
    • Suspensions have been issued for transactions exceeding 120 days

August 2023 - Office Hours Summary

UPDATES

  • Find Credit Cards – OSU Report
    • New column added to the report: PCard Has Transaction History (Yes or No)?
    • This will help units quickly determine if a card has ever been used
    • This field does not reset

REMINDERS:

  • New PCard Office Location!

    • Now located at the Stores and Receiving Building
    • 2650 Kenny Rd, Columbus, OH 43210
    • New Card Pickup Hours!
      • Mondays & Wednesdays
      • 7:30AM - 4:30PM
    • Training Reminders:
    • Review/resolve your transactions not expensed:
      • Warnings have been issued for transactions exceeding 90 days
      • Suspensions have been issued for transactions exceeding 120 days
    • PCards must be reported as lost immediately to maintain dispute rights with the bank.
      • PNC Bank Customer Service (1-800-685-4039).
      • Your 4-digit authorization code (that you provided on your PCard Application) will be required

    July 2023 - Office Hours Summary

    UPDATES

    • FY-End Update (as of 1PM on 6/30/23)
      • 1,816 PCard transactions (loaded before 6/16/23) had not been approved on an Expense Report
      • Transactions totaled $633,612.11
      • Oldest transaction was made on 6/29/22 (load date of 7/2/22)
      • 34 transactions from 2022 had not been expensed

    REMINDERS:

    • New PCard Office Location!

      • Now located at the Stores and Receiving Building
      • 2650 Kenny Rd, Columbus, OH 43210
      • New Card Pickup Hours!
        • Mondays & Wednesdays
        • 7:30AM - 4:30PM
      • Training Reminders:
      • PCards must be reported as lost immediately to maintain dispute rights with the bank.
        • PNC Bank Customer Service (1-800-685-4039).
        • Your 4-digit authorization code (that you provided on your PCard Application) will be required.
      • Dispute Forms must be submitted no later than 60 days after PNC sends you the first bill (monthly statement) on which the error or problem occurred
         

      June 2023 - Office Hours Summary

      UPDATES

      • The PCard Office has moved
        • Now located at the Stores and Receiving Building
        • 2650 Kenny Rd, Columbus, OH 43210
      • PCard pickup is now limited to the following dates & times:
        • Monday & Wednesday
        • 7:30AM - 4:30PM

      REMINDERS:

      • PCard Transactions that load into Workday by June 16, 2023, must be processed with an approved Expense Report by noon on June 30, 2023.
        • Run reports to identify any transactions that require action:
          • Credit Card Transactions - OSU
          • Find Expense Reports - OSU
          • My Expense Reports
        • Submit and/or approve appropriate ER's
        • NEW PCard training course available
        • PCards must be immediately cancelled for retired/terminated employees
          • No transactions should be made on the PCard after the Cardholder/Card Manager 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.
        • Dispute Forms must be attached to the corresponding Expense Report

        May 2023 - Office Hours Summary

        UPDATES

        • NEW PCard Training Course Available
        • Updated Logic for "Credit Card Transactions – OSU" Report
          • Report has been updated to reflect the Cost Center and corresponding Cost Center Hierarchy Level 6 that was provided on the original PCard Application or subsequent PCard Maintenance Form.
          • Report previously pulled the Cost Center information tied to the assigned Expense Paye
          • This update will allow Units to easily identify transactions made on their Units PCards (e.g., transactions assigned to an ECM or transactions assigned to employees with split-appointments)

        REMINDERS:

        • Year-End PCard Working Sessions
        • PCard Transactions that load into Workday by June 16, 2023, must be processed with an approved Expense Report by noon on June 30, 2023.
          • Run reports to identify any transactions that require action:
            • Credit Card Transactions - OSU
            • Find Expense Reports - OSU
            • My Expense Reports
          • Submit and/or approve appropriate ER's
          • GET Card ATM Access
            • Intended to be used for situations where a PCard is not accepted. Should NOT be used to reimburse traveler for expenses put on a personal credit card
          • Dispute Forms must be attached to the corresponding Expense Report
          • PCards must be 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.
          • Review and resolve aged transactions that have not been expensed:
            • Warnings will be issued for transactions exceeding 90 days
            • Suspensions will issued for transactions exceeding 120 days

          April 2023 - Office Hours Summary

          UPDATES

          • Coming Soon!  Updated Logic for "Credit Card Transactions – OSU" Report
            • Report will be updated to reflect the Cost Center and corresponding Cost Center Hierarchy Level 6 that was provided on the original PCard Application
            • Currently the report pulls the Cost Center information tied to the assigned Expense Payee
            • This update will allow Units to easily identify transactions made on one of their Unit approved PCards (e.g., transactions assigned to an ECM or transactions assigned to employees with split-appointments)

          REMINDERS:

          • 2023 PCard Renewal
            • Replacement cards for those expiring at the end of April have been bundled by College/VP Area and made available for pickup by your colleges SFO (or a designee)
            • PCards will continue to work through the end of the month in which they expire (e.g., 4/30/23)
          • Year-End PCard Working Sessions

          • PCard & ER End of Year Clean-Up:

            • Run reports to identify any transactions that require action:
              • Credit Card Transactions - OSU
              • Find Expense Reports - OSU
              • My Expense Reports
            • Submit and/or approve appropriate ER's
            • Review ER's saved in "Draft" status to determine next steps
              • Add missing documentation and submit for approval
            • Review ER's that are "In Progress"
              • Was the ER "Sent Back" for more information?
              • Is the ER pending approval? Whose approval? How long?

            **PCard Transactions that load into Workday by June 16, 2023 must be processed with an approved Expense Report by June 30, 2023.**

            • Dispute Forms must be attached to the corresponding Expense Report
            • PCards must be 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.
            • Review and resolve aged transactions that have not been expensed:
              • Warnings will be issued for transactions exceeding 90 days
              • Suspensions will issued for transactions exceeding 120 days

            March 2023 - Office Hours Summary

            UPDATES:

            • 2023 PCard Renewal
              • Cards expiring at the end of April will be arriving at the PCard office before the end of March.
              • Cards will then be bundled by College/VP Area and made available for pickup by your colleges SFO (or a designee).
              • PCards will continue to work through the end of the month in which they expire (e.g., 4/30/23) .
            • Year-End PCard Working Sessions
              • Tuesday, May 16th (2:00pm - 3:30pm)
              • Wednesday, May 31st (9:00am - 10:30am)
            • Using the Workday Training Tenant Updated at ARC

            REMINDERS:

            • PCard & ER End of Year Clean-Up:

              • Run reports to identify any transactions that require action:
                • Credit Card Transactions - OSU
                • Find Expense Reports - OSU
                • My Expense Reports
              • Submit and/or approve appropriate ER's
              • Review ER's saved in "Draft" status to determine next steps
                • Add missing documentation and submit for approval
              • Review ER's that are "In Progress"
                • Was the ER "Sent Back" for more information?
                • Is the ER pending approval? Whose approval? How long?
              • 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.
              • Review/resolve your transactions not expensed:
                • Warnings have been issued for transactions exceeding 90 days
                • Suspensions have been issued for transactions exceeding 120 days
              • Dispute Forms must be received by the bank no later than 60 days after they send us the first bill on which the error or problem occurred (statement date)

              February 2023 - Office Hours Summary

              UPDATES:

              • New PCard Sleeves
                • Will be distributed with all new/replacement/renewal PCards
                • Send email to pcard@osu.edu for special pickup requests

              REMINDERS:

              • PCard & ER End of Year Clean-Up:

                • Run reports to identify any transactions that require action:
                  • Submit and/or approve ER's that are appropriate
                  • Review ER's saved in "Draft" status to determine next steps
                    • Add missing documentation and submit for approval
                  • Review ER's that are "In Progress"
                    • Was the ER "Sent Back" for more information?
                    • Is the ER pending approval? Whose approval? How long?
                • 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.

                • 2023 PCard Renewal

                  • View your PCard to determine if it will be expiring in 2023.
                  • 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.
                  • PCards will continue to work through the end of the month in which they expire (e.g., 4/30/23).
                • 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.

                January 2023 - Office Hours Summary

                UPDATES:

                • 2023 PCard Renewal
                  • View your PCard to determine if it will be expiring in 2023.
                  • 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.
                  • PCards will continue to work through the end of the month in which they expire (e.g., 4/30/23).

                REMINDERS:

                • 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
                  • 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.
                    • Workday – Business Purpose Update
                      • Effective December 16th, the list of Business Purposes were condensed to support analytical review of expense/travel transactions.
                      • Selections are grouped by type with a prefix of "PCard", "Reimbursement (Non-Travel)" or "Travel". 
                      • Selections marked “inactive” 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.
                    • 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. 
                    • 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.

                     

                    Tags: PCard