Transcript Document

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:
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All state laws
University board resolutions
PCard Rules/Policies (found on
http://busfin.osu.edu/FileStore/PDFs/223_Purch
asingCard.pdf)
University expenditure policies
Internal control structure
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Marion Campus
How do I get the PCard?
Complete an online PCard eRequest transaction form
Information required in the eRequest:
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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
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Marion Campus
How do I get the PCard?
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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 eRequest 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
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Marion Campus
How do I get the PCard?
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The eRequest transaction forms will indicate the following information:
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Last four digits of card number you will use
Vendor/Supplier name
Amount of estimated transaction
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PCard manager will verify approval and user has completed required training
before providing you the card
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PCard manager will require purchaser to sign the PCard in and out and list the
vendor they used
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Emergency or unforeseen purchases must be done with the Business Office
PCard. The Business Office will inform you of this at time of approval
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Marion Campus
Once Purchase Made/Complete
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The receipt/packing slip must accompany the dispatched eRequest when turned
into the Business Office
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The receipt/packing slip must be from the vendor and include line item detail and
name/address of vendor
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The receipt/packing slip must be signed by purchaser
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Any event where food is provided to OSU Faculty, Staff, and/or Students require an
attendee list and this must accompany the dispatched eRequest when turned into
the Business Office
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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 [email protected] as soon as product
is received. Please include the eRequest number with all correspondence.
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Marion Campus
The PCard….
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Can be used with any vendor who accepts credit cards. When identifying
vendor on eRequest list primary vendor name and ‘similar’
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Can be used for on-line purchases
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Amazon purchases must be made using the Marion Campus account. This
information will be provided to you when the eRequest is dispatched
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Internet purchases must be made on a secure site
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Can be used to make purchases over the phone
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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
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Communicate with vendors that they should not keep PCard numbers on file
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Marion Campus
The PCard….
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The Ohio State University is tax-exempt.
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Verify that sales tax was not charged. It is the purchaser’s responsibility to have
any sales tax removed
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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
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Marion Campus
Returns, Adjustments and Declined
Transactions
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Cash or a store credit cannot be accepted for a returned item
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A credit must be applied to the PCard account
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If the transaction is declined, report it to the Business Office immediately at
740-725-6311.
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Marion Campus
Card Security
Lost or Stolen Cards
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Persons with access to the card or any documentation containing the card number
should recognize the importance of protecting the account number
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It is the responsibility of each PCard user to report a lost or stolen card
immediately to the Business Office at 740-725-6311
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Marion Campus
Inappropriate Use and Corrective Action
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Fraudulent use or misuse of the card will result in immediate suspension of
privileges and revocation of the card where appropriate.
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The University will seek restitution for any inappropriate charges made to an
account.
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Misuse of the card may result in corrective action, up to and including termination
and/or possible criminal action
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Marion Campus
Revocation of PCard Privileges
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The Business Office staff are documenting any infractions and will be reporting
these to the staff members supervisor.
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The following are reasons for revocation of PCard privileges:
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Repeated violations of internal policies and procedures
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Transaction forms being submitted with information missing
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Not turning in paperwork and receipts WITHIN 48 HOURS
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Repeated requests for immediate approval on purchases that could have been planned
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Failure to return PCard within 24 hours after purchase
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Repeatedly allowing sales tax to be charged on purchases eligible for tax exemption
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Marion Campus
PCard Manager(s)
Last 4 Digits
Name on Card
4754 Alber
3473 Maynard Hall 5
7932 Student Services 2
8215 IT Department
4094 Morrill Hall 2
8957 Delaware Center
8286 Physical Facilities
9434 Physical Facilities 2
0330 Student Services 1
7997 Maynard Hall 1
9557 Faculty 2
9850 Faculty 1
0808 Maynard Hall
2110 Business Office 2
9960 Business Office
Manager
Annette Shuster
Barb Kaelber
Barb Kaelber
Bryan Sickmiller
Carol Bowman
Cathy McClain
Christine Crisler
Christine Crisler
Karin Lanius
Karin Lanius
Katy Gullo
Katy Gullo
Michelle Bolles
Pam Patterson
Pam Patterson
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