A university-wide deadline for moving balances out of the PCard clearing account (61206) is set for December 30, 2020 (coinciding with the final reallocation deadline in Peoplesoft). 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 December 30, 2020 in preparation for the implementation of Workday. The PCard Office will continue to monitor account 61206 to ensure that charges are being cleared.
Effective October 1, 2020, Principal Investigators (PI) will be able to order a PCard designed to replace the current AMEX cards. Based on card selection, the forms will workflow through DocuSign for Senior Fiscal Officer (SFO) approval and OSP (when applicable). Although the OSP cards can be ordered in October, usage is not permitted until after Saturday, December 26, 2020 to ensure transactions are loaded into Workday.
Other features have been adjusted in the PCard Forms to accommodate the transition to Workday.
If you have any questions, please contact the PCard Office at email@example.com or 614-292-9290.
Ohio State will be terminating the Direct Bill Payment Solution for hotel accommodations with Corporate Travel Planners (CTP). Hotel reservations for all UNIV and OSUMC units established after October 1, 2020 will not be eligible for Direct Bill Payment Process. The deadline for hotel reservations associated with OSP projects is December 26, 2020.
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 firstname.lastname@example.org or any additional questions.