In response to the university’s COVID restrictions, the PCard Office has made some adjustments to ensure access to critical PCard resources while we work remotely.
Use of Card: As a reminder, use of the PCard is restricted to business purchases only. Consult with your fiscal officer prior to use to the PCard. Statements: Effective 4/1/20, all paper statements will be sent to the cardholder’s email address (as referenced on the original application). The sender will be ActivePay.Notices@PNCActivePay.com – be sure to check your junk folder in case it is recognized as spam by the inbound server. Cardholders are responsible for providing copies of the statement to Service Center Administrators/Reallocators as needed. Statement information is also available through the Transaction Report (132APU) in eReports. New Cards: Applications for new PCards will be considered based on critical need and may be prompted for additional information for card delivery. Continued to follow normal instructions when completing the application process. Expiring Cards: Cards that are scheduled for renewal in 2020 will be issued as directed by the Service Center. Renewal cards for April were distributed to most Service Center Managers at the onset of remote work. If you’re card is expiring on 4/30/20 (and) you have not received your renewal card (and) you need the card for business essential purchases – contact your Service Center Manager or the PCard Office for alternative delivery options. Renewal cards for May and thereafter will be directed to alternate delivery addresses as coordinated by the PCard Office. Fraud/Compromise: With the onset of COVID, expect to see increased impact from fraud/compromise. Monitor your card’s transactions and report/dispute suspicious transactions. Transactions marked as suspicious by the bank will verified through the cardholder and may result in a temporary hold or cancellation of the card as necessary.
Please contact the PCard Office at pcard@osu.edu or any additional questions.
During the next few months while converting to Workday, current program deadlines for Travel, PCard, and Asset Management (TPA) will be impacted. Be sure to look for communications from the Enterprise Project for important tasks and related deadlines to ensure a smooth transition.
A university-wide review of the PCard clearing account (61206) in the General Ledger reveals that funds across many college/departments continue to show balances from FY20 activity. These balances represent unreconciled transactions on PCards assigned to the college/department units. It is critical that all charges in the PCard clearing account be reallocated to the appropriate expense account by fiscal year-end.
