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.

PCard Policy

Expenditures Policy

Purchasing Policy

PCard Website

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

NonTravel Business Process Flow. Step 1 Identify Business Need. Step 2 Confirm PCard is Appropriate Procurement Method. Step 3 Make Purchase* (Collect receipt and support documentation). Step 4 Expense Transaction**

Travel Business Transactions

Travel Business Transactions Process flow. Step 1 Request Business Travel Authorization**. Step 2 Confirm PCard is Appropriate Procurement Method*. Step 3 Make Purchase and Gather Receipt and Support Documentation. Step 4 Expense Transaction**

* 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

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

  • Individual Card
  • Group/Extended Travel (GET Card)

Makes applicable purchases on behalf of the University:

  • For the individual PCard, the PCardholder maintains an individual PCard that can be used only by the PCardholder for the PCardholder's business or travel expenses.
  • For the GET Card, the PCardholder maintains a GET card that can be used for business travel expenses on one specific trip for self and other travelers.

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 

  • Department Card
  • Service Center Card

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.

  • Responsible for assigning PCard transactions in Workday to a PCard user (traveler/payee) when applicable.
  • When transactions are assigned, the PCard User (traveler/payee) must complete responsibilities noted above for PCard User.

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

  • expense report related to a high-risk category >$200
  • expense report has > $2,500 in non-travel expense lines
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 and perform analytics on 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 Expense Report Summary – OSUThis 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 – OSUThis 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 reportWorkday Expense Reports
Expense Report ExceptionsThis 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 OverviewThis 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 ResponsibilitiesComing soon
Office HoursPCard Office HoursOffice 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.