The Expense Report approval for service center PCard purchases has been modified. This change eliminates the duplication of approvals on the Expense Report, except for the Business Operations Center Lead.
Effective immediately, Business Operations Center Representatives should now submit the Expense Report with the business purpose of "Service Center PCard." Service centers will need to reference the requisition number on the corresponding expense line for audit purposes. To learn more about this process, review the Create Expense Report for Credit Card Transactions (non-travel) job aid found in the Administrative Resource Center (ARC).
PCard transactions must be expensed within seven (7) business days from the transaction load in Workday. To ensure that all transactions are expensed timely, the Cardholder/Card Manager and unit are expected to monitor transactions that have not been processed on an approved Expense Report by running the Credit Card Transactions-OSU report in Workday
The PCard Office will also be monitoring unexpensed transactions and will route warning notices to Cardholders/Card Managers when transactions surpass 90 days without an approved Expense Report. After 120 days, an account suspension will be applied to all PCards issued to the Cardholder/Card Manager until outstanding transactions are processed on an approved Expense Report
For step-by-step guidance of expensing PCard transactions, please refer to the following Job Aids at the Administrative Resource Center (ARC):
Effective November 18, the AMEX card was retired for use with sponsored projects by principal investigators. A replacement option is available through the PCard Program. Apply now for a new OSP PCard for use beginning December 28.
For the interim, an eRequest for a purchase order can be submitted for purchases through December 14. If emergency purchases are needed after December 14 and before January 7, contact Office of Sponsored Programs (Purchasing) .
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.