PCard Process: Tips and Tricks
The PCard program provides a convenient and efficient method to procure business-related expenses to foster and support the missions of The Ohio State University.
Workday Access for Spend Authorization and Expense Reports
Process
Adherence to these PCard processes support fiscal accountability, procurement guidelines and the timely processing of the expense report associated with the PCard transaction.
Non-Travel Business Transactions
Travel Business Transactions
* If you need access to a PCard and you do not have one, check with your fiscal or administrative staff. See PCard website for instruction on PCard applications and maintenance.
** Workday approvals route based on various parameters (for example, transaction amount, expense item type, worktags, etc.).
For Service Center PCards, certain approvals (Cost Center Manager, Department Leader and Special approvals) take place through the Requisition within Workday, not through the Expense Report (unless associated with business travel).
Frequently Asked Questions
See PCard FAQ
Roles
Business Role | Business Responsibilities | Security Roles |
| PCard User (traveler/payee) | Makes applicable business purchases on behalf of the University. The PCard User (traveler/payee) or EDES is responsible for submitting applicable expense report in a timely manner. The PCard User (traveler/payee) or EDES is responsible for ensuring the justification in the expense report clearly explains the business purpose and is reinforced by itemized receipts and support documentation. Responsible for compliance with all applicable policies. | Employee as self – any employee can expense transactions assigned to them |
PCardholder
| Makes applicable purchases on behalf of the University:
PCardholder or EDES is responsible for ensuring the justification in the expense report clearly explains the business purpose and is reinforced by itemized receipts and support documentation. PCardholder or EDES is responsible for monitoring transactions charged to the card issued to the PCardholder, including transactions not started on an expense report and/or transactions on expense reports in draft or in progress status to ensure submission/approval in a timely manner. Responsible for compliance with all applicable policies. | Expense Analyst |
PCard Manager
| Makes applicable purchases on behalf of the University. PCard Manager or EDES is responsible for ensuring the justification in the expense report clearly explains the business purpose and is reinforced by itemized receipts and support documentation. PCard Manager or EDES is responsible for monitoring transactions charged to the card issued to the PCard Manager, including transactions not started on an expense report and/or transactions on expense reports in draft or in progress status to ensure submission/approval in a timely manner. Responsible for compliance with all applicable policies. Manages a shared PCard that can be logged out to a PCard User within the unit.
| Expense Data Entry Specialist – if initiating an expense report on behalf of PCard User. Expense Analyst |
| Expense Data Entry Specialist (EDES) | The EDES supports PCardholder and PCard Manager with submitting transactions on an expense report in a timely manner. The EDES is responsible for ensuring the justification in the expense report clearly explains the business purpose and is reinforced by itemized receipts and support documentation. | Expense Data Entry Specialist – if initiating an expense report on behalf of someone else Expense Analyst |
| Cost Center Manager | Responsible for ensuring the PCard purchase has an appropriate business purpose, is within budget and is compliant with the parameters of all applicable policies.
Non-Travel: Approval of all expense reports.
Travel: UNIV – Review for approval and take appropriate actions when expense reports that exceed related spend authorization by 20% or more or worktags have been changed from the Spend Authorization. HS - Approval of all expense reports. | Cost Center Manager |
| Travel, PCard & Expense Team | Review and track transactions not expensed. Enable new PCard accounts and system functionality for transaction reassignment. Issues new PCards, performs account maintenance, resolves issues, issues reports, and oversees PCards generally. | Credit Card Administrator |
| Department leader (UNIV) | Approve for business purposes when
| N/A |
| Other Approvers (Special Approvers, Program Manager, etc.) | Approves for business purpose for applicable approval area | N/A |
Additional Approvers when SVP and Deans are traveling | Approves for business purpose on expense reports for all SVPs and Deans | N/A |
| Service Center Rep & Lead (UNIV) | Reviews expense report for accuracy and compliance with university policies and takes appropriate action (approval, edit, send back). | Business Operations Center Representative - Rep Business Operations Center Representative - Lead |
Reports
The following reports can be used to provide oversight of active PCard accounts, identify policy exceptions and processing status for PCard transactions. Reports can be scheduled to automatically run within Workday and notifications can be set to alert users that the report is available in Workday.
Key Reports | Description | Supports Process Steps |
Credit Card Transactions - OSU | This report identifies all transactions for specific card(s) or for an organization. Should be used to identify transactions not expensed. | Workday Expense Reports |
| Find Credit Cards - OSU | This report identifies a listing of PCards by Cost Center or Cost Center Hierarchy Level 6. Should be used to review inventory of active accounts for the area and to identify terminated/retired employees with an active PCard to prompt for cancellation. | N/A |
| Find Expense Report Summary – OSU | This report provides Expense Report summary information such as Business Purpose, Company Paid (PCard) Amount, linked Spend Authorizations when applicable, and Business Process information. This report returns one line per unique Expense Report. | Workday Expense Reports |
| Find Expense Report Details – OSU | This report provides detailed Expense Report information from expense report lines and itemizations including funding details, expense item, Last 4 digits of PCard, and linked Spend Authorizations when applicable. This report returns one line for each unique Expense Report Line or Itemization. Expense Reports with no lines entered will not populate on this report | Workday Expense Reports |
| Expense Report Exceptions | This report returns approved Expense Reports that include either a Workday Validation Error or Warning (Policy Alert) or have a comment in the "Exception Reason (Service Center Use Only)" field. | Workday Expense Reports |
Full Inventory of Operational Reports - view the Expenses/Travel reports tab
Training and Practice Aids
Resource Type | Resource Name | Resource Description |
| Job Aid (ARC) | PCard Payments and Expensing Overview | This job aid is a summary of the comprehensive resources and information found at the PCard website. |
| Training (BuckeyeLearn) | PCard Overview | This brief 10-minute session will provide a general outline of the basic information needed to maintain an active PCard account at OSU. This overview session offers informative resources and policy highlights, including where to get help. This session should not replace comprehensive training that is recommended for all PCardholders and PCard Managers, along with employees that support PCard transactions processing. |
| Training (Live and Interactive) | PCard Use and Responsibilities | This live and interactive course is designed for Cardholders, Card Managers, Card Users, and individuals that support the PCard transaction expense process. The course is broken up into 3 segments and provides a comprehensive review of PCard Use and Responsibilities with live demonstrations and participant engagement. |
| Office Hours | PCard Office Hours | Office Hours are hosted once per month by the PCard Program Office. This is a great opportunity to stay connected to current news, updates and ongoing processing support. |