PCard Process: Tips and Tricks | Business and Finance

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.

Use of the PCard is governed by university policies and procedures to ensure fiscal responsibility, compliance with procurement guidelines, and accurate financial reporting. Refer to the following links for PCard related resources:

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

* If you need access to a PCard and you do not have one, check with your fiscal or administrative support. Refer to the PCard Website for guidance on requesting a new PCard.

** PCard transactions that are linked to an Expense Report submitted in Workday route for approval based on worktag hierarchy and when applicable by defined criteria, such as special approval categories or high‑risk dollar thresholds.

Frequently Asked Questions

See PCard FAQ.

Roles

Business Role	Business Responsibilities	Security Roles
PCardholder	Maintain full responsibility for the PCard issued to the PCardholder. Make appropriate and allowable purchases on behalf of the University. Reassign PCard transactions in Workday to the appropriate PCard User (traveler/payee), when applicable. When transactions are reassigned, the PCard User (traveler/payee) is responsible for completing all responsibilities outlined for the PCard User role. Submit the applicable Expense Report in a timely manner. This responsibility may be completed by the PCard User (traveler/payee) or Expense Data Entry Specialist, as applicable. Ensure that the justification in the Expense Report clearly describes the business purpose and is supported by itemized receipts and required documentation. Monitor all transactions charged to the PCard, including: Transactions not yet started on an Expense Report, and Transactions on Expense Reports in ‘draft’ or ‘in‑progress’ status, to ensure timely submission and approval. Comply with all applicable University policies, procedures, and guidelines.	Expense Analyst
PCard User (traveler/payee)	Make appropriate business purchases on behalf of the University. Submit the applicable Expense Report for transactions reassigned to the PCard User in a timely manner. This responsibility may be completed by the PCardholder or the Expense Data Entry Specialist, as applicable. Ensure that the justification in the Expense Report clearly explains the business purpose and is supported by itemized receipts and required documentation. Comply with all applicable University policies, procedures, and guidelines.	Employee as self
Expense Data Entry Specialist (EDES)	Support the PCardholder or PCard User (traveler/payee) by submitting PCard transactions on an Expense Report in a timely manner. Ensure that the justification in the Expense Report clearly explains the business purpose and is supported by itemized receipts and required documentation. Comply with all applicable University policies, procedures, and guidelines.	Expense Data Entry Specialist – if initiating an Expense Report on behalf of someone else Expense Analyst
Cost Center Manager	Approve all Expense Reports (non‑grant funded) that are not linked to a Spend Authorization. Ensure that Expense Reports have an appropriate business purpose, are within budget, and comply with the parameters of all applicable policies. Travel-related Expense Reports linked to a Spend Authorization require approval only when: The Expense Report total is more than 25% (+$500) over the Spend Authorization total Worktags have been changed from those on the linked Spend Authorization.	Cost Center Manager
Grant Manager	Approve all grant funded Expense Reports that are not linked to a Spend Authorization. Ensure that Expense Reports have an appropriate business purpose, are within budget, and comply with the parameters of all applicable policies. Travel-related Expense Reports (with grant funding) require approval only when: The Expense Report total is more than 25% (+$500) over the Spend Authorization total Worktags have been changed to grant funding from those on the original Spend Authorization.	Grant Manger
Travel, PCard & Expense Team	Issue new PCards and perform ongoing account maintenance. Resolve PCard‑related issues, produce reports, and oversee the PCard program overall. Enable new PCard accounts and configure system functionality for transaction reassignment. Monitor PCard transactions that have not been submitted for approval on an Expense Report.	Credit Card Administrator
Special or Ad Hoc Approver	Approve applicable Expense Reports as required by specific expense items or when routed ad hoc by other business process approvers. Ensure that Expense Reports have an appropriate business purpose, are within budget, and comply with the parameters of all applicable policies.	As applicable
Executive Approver	Approve applicable Expense Reports as required based on the Expense Report payee’s title. Ensure that all Expense Reports have an appropriate business purpose, are within budget, and comply with the parameters of all applicable University policies.	As applicable
Service Center Rep & Lead (UNIV/OSP)	Business/Grant Service Center Rep approves Expense Reports for accuracy and compliance with university policies and take appropriate action, including approval, editing, or sending the Expense Report back for revision (not applicable to Health System Expense Reports). This responsibility will be completed by the Business/Grant Service Center Lead when the Expense Report total is >$2,000 or high risk.	Business Operations Center Rep Business Operations Center Lead Grant Operations Center Rep Grant Operations Center 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 cPCard(s) or for an organization. Should be used to identify transactions that are 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 (policy exception comments only)” field.	Workday Expense Reports
My Requests	This report returns all PCard Application/Maintenance Requests that the user submitted as self.	PCard Application Requests and PCard Maintenance Requests
Requests Submitted on My Behalf	This report returns all PCard Maintenance Requests submitted on behalf of the PCardholder.	PCard Application Requests and PCard Maintenance Requests

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 - Application Request and Maintenance Request	This job aid provides step‑by‑step guidance for entering, submitting, and approving PCard Application Requests and PCard Maintenance Requests in Workday.
Job Aid (ARC)	Reassign PCard Transactions	This job aid provides step‑by‑step guidance for reassigning PCard transactions to another employee or an External Committee Member to complete the Expense Report process in Workday.
Job Aid (ARC)	Create Expense Report for PCard Transactions	This job aid provides step‑by‑step guidance for creating an Expense Report in Workday to reconcile PCard transactions.
Training (BuckeyeLearn)	PCard Overview	This brief, 10‑minute overview session provides a general introduction to the essential information required to maintain an active PCard account at OSU. Participants will be directed to helpful resources, key policy highlights, and guidance on where to go for assistance. This session is intended as a high‑level overview and does not replace the comprehensive training recommended for all PCardholders and employees who support PCard transaction processing. Visit Buckeyelearn to register.
Training (BuckeyeLearn)	PCard Use and Responsibilities	This live and interactive course is designed for PCardholders, PCard Users, and individuals that support the PCard transaction expense process. The course is broken into 3 segments and provides a comprehensive review of PCard Use and Responsibilities with live demonstrations and participant engagement. Visit Buckeyelearn to register.
Office Hours	Travel, PCard and Expense Office Hours	News and Updates Stay informed on system enhancements, policy changes, and supplier‑related updates. Workday Process Demonstrations Learn how to complete key Travel, PCard, and Expense processes in Workday through guided demonstrations. Live Support and Guidance Chat directly with the Travel, PCard, and Expense team to ask questions and receive support with policy interpretation or system navigation. Offered the 2^nd Tuesday of every month from 10-11:30 a.m. Visit PCard Website to join from PCard News Article.

Contacts

For general support, please contact your college or department administrative support team, Service Center support team, and/or your Fiscal support team.

For additional assistance and inquiries, please contact the Travel, PCard & Expense Team at 614.292.9290 or pcard@osu.edu.