PCard User Overview Marion Campus User Overview Who

PCard User Overview

Marion Campus User Overview Who can use the PCard? Users Responsibilities Faculty, staff and students (with supervisor approval) who have been through the mandatory on-line training through Carmen (Business Expenditures and PCard 1: PCard Use). Agree to abide by: • • • All state laws University board resolutions PCard Rules/Policies (found on http: //busfin. osu. edu/File. Store/PDFs/223_Purch asing. Card. pdf) University expenditure policies Internal control structure 2

Marion Campus How do I get the PCard? Complete an online PCard e. Request transaction form Information required in the e. Request: • • Purchasing/Payment option: Purchasing Card Preferred; Vendor Information - you should list each vendor as separate item; Business Purpose - this should tell the WHO, WHAT, WHERE, WHY & WHEN of the purchase. Someone outside your organization should know why you are buying; Funding Source – this is the ORG – Fund you use for the purchase 3

Marion Campus How do I get the PCard? • • • Form will workflow to your designated approver then to the Business Office for secondary approval Final approval will be dispatched via email by a Business Office employee (email will be signed by Peg, Pam or Ann). Allow at minimum two business days after department (level 1) approval After your PCard e. Request has been dispatched, provide a printed copy to the PCard manager to sign out the card. If you did not request the PCard you will have to verify the request when accepting the card 4

Marion Campus How do I get the PCard? • The e. Request transaction forms will indicate the following information: • • • Last four digits of card number you will use Vendor/Supplier name Amount of estimated transaction • PCard manager will verify approval and user has completed required training before providing you the card • PCard manager will require purchaser to sign the PCard in and out and list the vendor they used • Emergency or unforeseen purchases must be done with the Business Office PCard. The Business Office will inform you of this at time of approval 5

Marion Campus Once Purchase Made/Complete • The receipt/packing slip must accompany the dispatched e. Request when turned into the Business Office • The receipt/packing slip must be from the vendor and include line item detail and name/address of vendor • The receipt/packing slip must be signed by purchaser • Any event where food is provided to OSU Faculty, Staff, and/or Students require an attendee list and this must accompany the dispatched e. Request when turned into the Business Office • The receipt/packing slip must be turned into the Business Office within 48 hours of purchase • In the event you do not receive a packing slip and/or receiving document send a confirmation email to the Business Office at marionbog@osu. edu as soon as product is received. Please include the e. Request number with all correspondence. 6

Marion Campus The PCard…. • Can be used with any vendor who accepts credit cards. When identifying vendor on e. Request list primary vendor name and ‘similar’ • Can be used for on-line purchases • Amazon purchases must be made using the Marion Campus account. This information will be provided to you when the e. Request is dispatched • Internet purchases must be made on a secure site • Can be used to make purchases over the phone • CANNOT be used when payment is made via mail, email or fax. If you have to send the card information, list partial account number and request they call you for the remainder • Communicate with vendors that they should not keep PCard numbers on file 7

Marion Campus The PCard…. -continued • The Ohio State University is tax-exempt. • Verify that sales tax was not charged. It is the purchaser’s responsibility to have any sales tax removed • The tax-exempt number is printed on the card (89276 -s) or you can obtain the blanket exemption certificate from the Business Office web page 8

Marion Campus Returns, Adjustments and Declined Transactions • Cash or a store credit cannot be accepted for a returned item • A credit must be applied to the PCard account • If the transaction is declined, report it to the Business Office immediately at 740 -725 -6311. 9

Marion Campus Card Security Lost or Stolen Cards • Persons with access to the card or any documentation containing the card number should recognize the importance of protecting the account number • It is the responsibility of each PCard user to report a lost or stolen card immediately to the Business Office at 740 -725 -6311 10

Marion Campus Inappropriate Use and Corrective Action • Fraudulent use or misuse of the card will result in immediate suspension of privileges and revocation of the card where appropriate. • The University will seek restitution for any inappropriate charges made to an account. • Misuse of the card may result in corrective action, up to and including termination and/or possible criminal action 11

Marion Campus Revocation of PCard Privileges • The Business Office staff are documenting any infractions and will be reporting these to the staff members supervisor. • The following are reasons for revocation of PCard privileges: • Repeated violations of internal policies and procedures • Transaction forms being submitted with information missing • Not turning in paperwork and receipts WITHIN 48 HOURS • Repeated requests for immediate approval on purchases that could have been planned • Failure to return PCard within 24 hours after purchase • Repeatedly allowing sales tax to be charged on purchases eligible for tax exemption 12

Marion Campus PCard Manager(s) 13