PCard Office Hours Summary (January-December 2024)

Jake Weber | April 9, 2024

Summary of PCard Office Hours (January-December 2024):

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April 2024 - Office Hours Summary

Updates:

  • 2024 PCard Renewal
    • Pickup notifications for cards expiring at the end of April have been sent (~425 cards)
    • PCards will work through the end of the month in which they expire (e.g., 4/30/24)
    • Renewal cards arrive at the PCard Office roughly 4 weeks before expiration
  • Credit Card Transactions – OSU Report: New Columns Added
    • Credit Card Embossed Name
    • Expense Report Approval Date

Reminders:

  • PCard Use & Responsibilities - Live and Interactive
      • April 17th (virtual): Full (14 people on waitlist)
      • May 21st (virtual): 8 slots available
      • July 16th (virtual): 24 slots available
    • Sales Tax Exemption
      • Print off the Tax Exemption form and take it with you at time of purchase
    • Itemized Receipts
      • Collect an itemized receipt at the time of purchase.
      • Attach the itemized receipt to the Expense Report.  Do not attach the invoice/quote, as they do not show the payment method that was used (last 4 digits of PCard)
    • Fiscal Year 2024 Year-End Close Review Checklist
      • (https://busfin.osu.edu/controller)
      • Ensure PCard transactions that load into Workday by June 14, 2024, are processed with an approved Expense Report by 12 noon on June 28, 2024
    • PCard Fiscal Year-End Support: PCard Working Lab
    • Review Your Unexpensed PCard Transactions:
      • Run the Credit Card Transactions – OSU report (in Workday)
      • Filter the report down to only include your PCards (Cardholder/Card Manager), and check the box to “Exclude Approved” transactions

    March 2024 - Office Hours Summary

    Updates:

    • 2024 PCard Renewal
      • Pickup notifications for cards expiring at the end of March have been sent
      • PCards will work through the end of the month in which they expire (e.g., 3/31/24)
      • Renewal cards arrive at the PCard Office roughly 4 weeks before expiration
      • 425 PCards set for expiration/renewal at the end of April
    • Fiscal Year 2024 Year-End Close Review Checklist
      • (https://busfin.osu.edu/controller)
      • Ensure PCard transactions that load into Workday by June 14, 2024, are processed with an approved Expense Report by 12 noon on June 28, 2024
    • Credit Card Transactions – OSU Report: Updates Coming
      • Embossed Name
      • Expense Report Approval Date

    Reminders:

    • PCard Use & Responsibilities - Live and Interactive
      • March 21st (in-person): 7 slots available
      • April 17th (virtual): 3 slots available
      • May 21st (virtual): 22 slots available
    • PCard FY-End Working Session
      • Scheduled for Wednesday, May 22nd. From 9-10:30AM.
    • PCard Ordering & Pickup
      • Order PCards at least 2 weeks in advance of when they are needed
      • Card pickup is only available on Mondays and Wednesdays (7:30AM-4:30PM)

    February 2024 - Office Hours Summary

    Updates:

    • 2024 PCard Renewal
      • Pickup notifications for cards expiring at the end of February have been sent
      • PCards will work through the end of the month in which they expire (e.g., 2/29/24)
      • Renewal cards arrive at the PCard Office roughly 4 weeks before expiration
    • Split Position Designation available on SA/ER
    • PCard FY-End Working Session
      • Scheduled for Wednesday, May 22, 2024 (9-10:30 AM)

    Reminders:

    • PCard Use & Responsibilities - Live and Interactive
      • February 20th (virtual): Session is full
      • March 21st (in-person): 12 slots available
      • April 17th (virtual): 18 slots available
    • Grid View for ER’s
      • WD does not recommend using the default “Grid View” for 30+ lines
      • Use “List Detail” view instead to avoid system freeze
    • FY-End is only 4.5 months away – don’t wait, start end of year tasks now!
      • Review PCard transactions to ensure submission and approval on Expense Reports

    January 2024 - Office Hours Summary

    UPDATES:

    • 2024 PCard Renewal
      • January renewal cards have been picked up by college/VP-area SFO (or designee)
      • PCards will work through the end of the month in which they expire (e.g., 1/31/24)
      • Replacement cards for the remainder of 2024 will arrive at the PCard Office roughly 4 weeks before expiration. Pick-up notifications will be issued to either the SFO or directly to the Card Manager/Cardholder dependent upon volume of cards expiring within the specific month for the unit.
    • PCard Policy – Monthly Close
      • “All transactions must be accounted for and fully expensed on an expense report by the PCard manager/PCardholder by monthly close.”
      • No longer applies in Workday. We do not have a monthly close like we did in PeopleSoft that would prohibit worktag updates and ER submission.
      • Best practice: Transactions should be submitted on an Expense Report within 7 business days of load date into Workday 

    REMINDERS:

    • Lost/Stolen/Fraud
      • Notify the bank and the PCard office immediately to shut down the card.
      • OSU does not have dispute rights if the card is used to make a fraudulent transaction before the bank has been notified that the card has been lost/stolen.
      • Replacement cards will be sent to the PCard Office for setup.
      • Turnaround time: 5-10 business days
      • Pickup notification sent to the PCardholder/PCard Manager once the card arrives.
      • Dispute Form must be submitted to the bank within 60 days of the statement date.
    • Temporary Limit Increases
      • Higher limits = higher risk
      • Limit duration of increase

       

      Tags: 
      PCard