Office of Business and Finance (2024)

Your Role

• PCard Manager: OSU employee that holds a Department or Service Center PCard. Review Responsibilities.
• PCardholder:OSUemployee that holds an Individual or GETPCard. Review Responsibilities.
• PCard User: OSU employee that is assigned temporary use of a Department or Service Center PCard. Review Responsibilities.

Your Responsibilities

PCard Manager

Compliance: As a PCard Manager, you are responsible for ensuring that all PCard transactions tied to your card are compliant and appropriate.

• Complete recommendedtraining to understand your fiscal use and processing responsibilities.
• Review/understand current PCard Policy and other policies associated with the purchases you make (e.g. for travel expenses, also refer to the Travel Policy).

Making Purchases: As a PCard Manager, you are responsible for making purchases for your unit/service center.

• Not all purchases should be applied to a PCard. Refer to Procuring Goods and Servicesfor the OSU procurement cadence for goods and services.
• You should verify goods and services requiring special approval are approved in accordance with the Purchasing Policy (e.g. signage)
• You should not sign contracts or agree to terms and conditions. Goods and services that require a signed contract, agreement, or equivalent documentation must be authorized by Purchasing. In addition, any “clickwrap” agreement (internet based, including software agreements and digital marketing agreements, e.g., Facebook, LinkedIn, Twitter) required in connection with any PCard purchase must be reviewed and approved by Purchasing (or the Office of Legal Affairs, as applicable), prior to purchase. Email Purchasing atBF-pur-agreements@osu.edu.
• You must collect an itemized receipt for every purchase you make with the PCard.

Tax Exemption: The university is tax exempt in the State of Ohio and other states.

• You should identify the university’s exemption status before your purchase to ensure sales/use tax are removed by the merchant
• You should check the list of tax-exempt states and provide applicable exemption certificate to the merchant
• If tax is charged, youmust make a reasonable effort to recover sales tax if it is $25 or greater in states where OSU has an exemption.

Duties When Sharing Card: You are responsible for administering use of the PCard to a PCard User.

• You can deny PCard User access to the PCard when applicable.
• You must require the PCard User sign the card out/in for use via the Tracking Log before any purchase is permitted.
• You should require PCard User to review their responsibilities listed below before releasing card.
• You should advise PCard User on rules of use with tax exemption.
• You should warn PCard User to not agree to terms and conditions or sign contracts.
• You should advise PCard User that an approved Spend Authorization # is required before travel expense can be purchased (noting that airfare is prohibited on the PCard).
• You should remind the PCard User to return the card in a timely manner, along with the itemized receipt
• You should advise the PCard User of the precautions that should be taken for the card’s security while in their possession (e.g. do not send full card number by email or store in profile of web merchants).

Card Security: You are responsible for the security of the PCard.

• You should keep the PCard in a secure location (e.g. locked drawer)
• You should monitor transactions on your monthly statement and dispute transactions (within 60 days from statement date) that are not legitimate or authorized.
• You should immediately report a lost or stolen card to the bank and PCard Office.
• You should not share the card number by email or store in your profile with web merchants.
• PCards where you are listed with the bank as the PCard Manager must not be stored or held by any other employees unless signed out temporarily via the Tracking Log.

Duties in Workday: You are responsible for processing transactions in Workday

• You are required to ensure that transactions are expensed in Workday;either through reassignment to the PCard User (as applicable) or by the PCard Manager (as necessary to meeting turn-around standards). Transactions must be expensed within 7business days from the transaction load in Workday.
• You are required to reassign travel transactions to the PCard User (traveler) on a weekly basis.

PCardholder

Compliance: As a PCardholder, you are responsible for ensuring that all PCard transactions tied to your card are compliant and appropriate.

• Complete recommendedtraining to understand your fiscal use and processing responsibilities.
• Review/understand current PCard Policy and other policies associated with the purchases you make (e.g. for travel expenses, also refer to the Travel Policy).

Making Purchases: As a PCardholder, you are responsible for making purchases for yourself.

• Not all purchases should be applied to a PCard. Refer to Procuring Goods and Servicesfor the OSU procurement cadence for goods and services.
• You should verify goods and services requiring special approval are approved in accordance with thePurchasing Policy(e.g. signage)
• You should not sign contracts or agree to terms and conditions. Goods and services that require a signed contract, agreement, or equivalent documentation must be authorized by Purchasing. In addition, any “clickwrap” agreement (internet based, including software agreements and digital marketing agreements, e.g., Facebook, LinkedIn, Twitter) required in connection with any PCard purchase must be reviewed and approved by Purchasing (or the Office of Legal Affairs, as applicable), prior to purchase. Email Purchasing atBF-pur-agreements@osu.edu.
• You must collect an itemized receipt for every purchase you make with the PCard.

Tax Exemption: The university is tax exempt in the State of Ohio and other states.

• You should identify the university’s exemption status before your purchase to ensure sales/use tax are removed by the merchant
• You should check thelist of tax-exempt statesand provide applicable exemption certificate to the merchant
• If tax is charged, youmust make a reasonable effort to recover sales tax if it is $25 or greater in states where OSU has an exemption.

​Card Security:You are responsible for the security of the PCard.

• You should keep the PCard in a secure location (e.g. locked drawer)
• You should monitor transactions on your monthly statement and dispute transactions (within 60 days from statement date) that are not legitimate or authorized.
• You should immediately report a lost or stolen card to the bank and PCard Office.
• You should not share the card number by email or store in your profile with web merchants.
• PCards where you are listed with the bank as the PCardholdermust not be stored or held by any other employees.

Duties in Workday:You are responsible for processing transactions in Workday

• You are required to expense transactions in Workday. Transactions must be expensed within 7business days from the transaction load in Workday.

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PCard User

Compliance: As a PCard User, you are responsible for ensuring that all PCard transactions tied to the card you are using are compliant and appropriate.

• Complete recommendedtraining to understand your fiscal use and processing responsibilities.
• Review/understand current PCard Policy and other policies associated with the purchases you make (e.g. for travel expenses, also refer to the Travel Policy).

Making Purchases: As a PCard User, you are responsible for making purchases for yourself.

• You must sign the Tracking Log (Non-Travel)to use the PCard for non-travel transactions (business purpose and worktags are required).
• You must sign the Tracking Log (Travel)to use the PCard for travel transactions (an approved spend authorization number is required)
• Not all purchases should be applied to a PCard. Refer to Procuring Goods and Servicesfor the OSU procurement cadence for goods and services.
• You should verify goods and services requiring special approval are approved in accordance with thePurchasing Policy(e.g. signage)
• You should not sign contracts or agree to terms and conditions. Goods and services that require a signed contract, agreement, or equivalent documentation must be authorized by Purchasing. In addition, any “clickwrap” agreement (internet based, including software agreements and digital marketing agreements, e.g., Facebook, LinkedIn, Twitter) required in connection with any PCard purchase must be reviewed and approved by Purchasing (or the Office of Legal Affairs, as applicable), prior to purchase. Email Purchasing atBF-pur-agreements@osu.edu.
• You must collect an itemized receipt for every purchase you make with the PCard.

Tax Exemption: The university is tax exempt in the State of Ohio and other states.

• You should identify the university’s exemption status before your purchase to ensure sales/use tax are removed by the merchant.
• You should check thelist of tax-exempt statesand provide applicable exemption certificate to the merchant.
• If tax is charged, youmust make a reasonable effort to recover sales tax if it is $25 or greater in states where OSU has an exemption.

​Card Security:You are responsible for the security of the PCard while in your custody.

• You should keep the PCard in a secure location.
• You should immediately notify the PCard Manager if the card islost or stolen.
• You should not share the card number by email or store in your profile with web merchants.​