PCard Office Hours Summary (January-December 2024)
Summary of PCard Office Hours (January-December 2024):
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April 2024 - Office Hours Summary
Updates:
- 2024 PCard Renewal
- Pickup notifications for cards expiring at the end of April have been sent (~425 cards)
- PCards will work through the end of the month in which they expire (e.g., 4/30/24)
- Renewal cards arrive at the PCard Office roughly 4 weeks before expiration
- Credit Card Transactions – OSU Report: New Columns Added
- Credit Card Embossed Name
- Expense Report Approval Date
Reminders:
- PCard Use & Responsibilities - Live and Interactive
- April 17th (virtual): Full (14 people on waitlist)
- May 21st (virtual): 8 slots available
- July 16th (virtual): 24 slots available
- Sales Tax Exemption
- Visit the Tax Office’s website to review which states OSU is tax exempt in.
- Print off the Tax Exemption form and take it with you at time of purchase
- Itemized Receipts
- Collect an itemized receipt at the time of purchase.
- Attach the itemized receipt to the Expense Report. Do not attach the invoice/quote, as they do not show the payment method that was used (last 4 digits of PCard)
- Fiscal Year 2024 Year-End Close Review Checklist
- (https://busfin.osu.edu/controller)
- Ensure PCard transactions that load into Workday by June 14, 2024, are processed with an approved Expense Report by 12 noon on June 28, 2024
- PCard Fiscal Year-End Support: PCard Working Lab
- Review Your Unexpensed PCard Transactions:
- Run the Credit Card Transactions – OSU report (in Workday)
- Filter the report down to only include your PCards (Cardholder/Card Manager), and check the box to “Exclude Approved” transactions
March 2024 - Office Hours Summary
Updates:
- 2024 PCard Renewal
- Pickup notifications for cards expiring at the end of March have been sent
- PCards will work through the end of the month in which they expire (e.g., 3/31/24)
- Renewal cards arrive at the PCard Office roughly 4 weeks before expiration
- 425 PCards set for expiration/renewal at the end of April
- Fiscal Year 2024 Year-End Close Review Checklist
- (https://busfin.osu.edu/controller)
- Ensure PCard transactions that load into Workday by June 14, 2024, are processed with an approved Expense Report by 12 noon on June 28, 2024
- Credit Card Transactions – OSU Report: Updates Coming
- Embossed Name
- Expense Report Approval Date
Reminders:
- PCard Use & Responsibilities - Live and Interactive
- March 21st (in-person): 7 slots available
- April 17th (virtual): 3 slots available
- May 21st (virtual): 22 slots available
- PCard FY-End Working Session
- Scheduled for Wednesday, May 22nd. From 9-10:30AM.
- PCard Ordering & Pickup
- Order PCards at least 2 weeks in advance of when they are needed
- Card pickup is only available on Mondays and Wednesdays (7:30AM-4:30PM)
February 2024 - Office Hours Summary
Updates:
- 2024 PCard Renewal
- Pickup notifications for cards expiring at the end of February have been sent
- PCards will work through the end of the month in which they expire (e.g., 2/29/24)
- Renewal cards arrive at the PCard Office roughly 4 weeks before expiration
- Split Position Designation available on SA/ER
- For more information, see NewsLink article
- PCard FY-End Working Session
- Scheduled for Wednesday, May 22, 2024 (9-10:30 AM)
Reminders:
- PCard Use & Responsibilities - Live and Interactive
- February 20th (virtual): Session is full
- March 21st (in-person): 12 slots available
- April 17th (virtual): 18 slots available
- Grid View for ER’s
- WD does not recommend using the default “Grid View” for 30+ lines
- Use “List Detail” view instead to avoid system freeze
- FY-End is only 4.5 months away – don’t wait, start end of year tasks now!
- Review PCard transactions to ensure submission and approval on Expense Reports
January 2024 - Office Hours Summary
UPDATES:
- 2024 PCard Renewal
- January renewal cards have been picked up by college/VP-area SFO (or designee)
- PCards will work through the end of the month in which they expire (e.g., 1/31/24)
- Replacement cards for the remainder of 2024 will arrive at the PCard Office roughly 4 weeks before expiration. Pick-up notifications will be issued to either the SFO or directly to the Card Manager/Cardholder dependent upon volume of cards expiring within the specific month for the unit.
- PCard Policy – Monthly Close
- “All transactions must be accounted for and fully expensed on an expense report by the PCard manager/PCardholder by monthly close.”
- No longer applies in Workday. We do not have a monthly close like we did in PeopleSoft that would prohibit worktag updates and ER submission.
- Best practice: Transactions should be submitted on an Expense Report within 7 business days of load date into Workday
REMINDERS:
- Lost/Stolen/Fraud
- Notify the bank and the PCard office immediately to shut down the card.
- OSU does not have dispute rights if the card is used to make a fraudulent transaction before the bank has been notified that the card has been lost/stolen.
- Replacement cards will be sent to the PCard Office for setup.
- Turnaround time: 5-10 business days
- Pickup notification sent to the PCardholder/PCard Manager once the card arrives.
- Dispute Form must be submitted to the bank within 60 days of the statement date.
- Temporary Limit Increases
- Higher limits = higher risk
- Limit duration of increase