I.
II.
III.
How to get Pcard
Works System and Sign Offs
A. ALL IN NOTEBOOK
B. Workflow
1. Works routes purchases through a predefined workflow
2. Once a purchase is made and posts to Works, the transaction routes to the
cardholder, the approver, and then the accountant for review and sign off
C. Credit Card Transaction Process
1. Cardholder makes purchase
2. Vendor submits transaction to the credit card company
3. Bank pays vendor
4. Transaction posts to Works and cardholder is notified by email
5. Cardholder goes into Works
a) Updates the description field indicating what was purchased and
the business purpose
b) Changes the fund number, if necessary
c) Uploads receipt and supporting documentation, if required
d) Signs off
6. Transaction automatically routes to approver and approver is notified by
email
7. Approver goes in to Works
a) Reviews description and fund number
b) Reviews uploaded receipt and supporting documentation if
required
c) Signs off
8. Transaction automatically routes to accountant and is notified by email
9. Accountant goes into Works
a) Reviews description and fund number
b) Reviews uploaded receipt and supporting documentation if
required
c) Signs off (Closes)
10. Transactions go into a batch to be uploaded into Banner
11. University pays the bank
Documentation, Reconciliation, and Retention
A. Reconciliation Process
1. Reconciliation is required at billing cycle end but may be done more
frequently
2. Cardholder must reconcile transactions by signing off in Works
3. Receipts must be submitted to advisor or another designated University
employee
IV.
4. All Cardholders, approvers and accountants must review and sign off all
transactions in a timely manner
5. If expecting a credit, make sure it is actually received and posted
B. Record Retention
1. All Pcard records are stored in central place in advisor’s department and
be available for review by University administration, Pcard staff or
Internal Audit
2. Keep for 7 years
3. Documents must not be destroyed until approved by the University’s
Record retention officer
Security
A. The cardholder is responsible for and accountable to the University for all charges
made with the Pcard.
1. Use of the Pcard is solely for official University purchases
2. Personal purchases are strictly prohibited and may result in disciplinary
action
B. Cardholder Responsibilities
1. Pcards are the properties of OSU
2. If Pcard is lost or stolen, report to Bank of America immediately
3. When a president or treasurer leaves their position, the advisor is
responsible for submitting a Pcard deletion form to Pcard Administration
a) Advisors card can remain active until the advisor leaves OSU or
leaves the organization
C. Student Pcards
1. No student may retain possession of a Pcard
2. The advisor will check it out to the student when the organization needs a
purchase
3. After a purchase, the card and receipt will be returned to the advisor or
designated employee
D. Merchant Activity Limits
1. A Merchant Category Code (MCC) is a four-digit number assigned by the
credit card industry to every business that accepts credit cards
a) The code corresponds to the type of business or service the
company offers
2. Prohibits the use of certain types of goods and services
a) So the Pcard is blocked from use at merchants with certain MCC
codes such as
(1) Liquor stores
(2) ATM’s
(3) Massage Parlors
V.
VI.
(4) Casinos
E. Purchases should be pre-approved by the advisor, treasurer and president.
F. Is the Pcard the correct method of payment, or should I use the Campus Vendor
Invoice (CVI) system? The CVI system is the University's internal billing tool.
G. Make sure the purchase meets all organization and Campus Life guidelines, if
any.
H. Make sure the purchase meets all departmental and University policy and
procedures as well as Pcard Guidelines.
Compliance and Consequences
A. The Pcard staff performs desktop and on-site compliance reviews of selected and
random transactions
1. Pcard records are posted on the State’s Open Books website and can be
viewed by the public
B. Compliance Reviews
1. Desktop Reviews
a) transactions are reviewed daily by the Compliance Accountant.
b) Cardholders or departments may be contacted for receipts,
supporting documentation or information.
c) Requested materials must be provided in a timely manner.
2. On-site Reviews
a) Pcard staff may conduct unannounced on-site reviews. Requested
materials must be provided in a timely manner.
C. Disciplinary Action
1. Repeated slow or missing sign offs may result in card suspension or
cancellation.
2. Violations of Pcard Guidelines or University and Departmental policies
and procedures may result in card suspension or cancellation.
3. Misuse of the Pcard may result in:
a) Suspension or revocation of the Pcard
b) Disciplinary action
c) Termination of employment
d) Legal action
Receipt Guidelines
A. A receipt is an official University record
1. The cardholder is responsible for obtaining an original receipt.
2. Repeated loss of receipts may result in card suspension or cancellation.
3. If ordering online, take screenshots if necessary (ie Paypal).
4. Keep packing lists and other shipping information, as well.
5. Student organization cardholders must not represent the card as
non-taxable. ALL PURCHASES ARE TAXABLE.
VII.
6. Each purchase must have a complete receipt
a) Date
b) Merchant name
c) Itemized list of purchases
d) Itemized pricing
e) Total-including shipping and handling
Prohibited and Restricted Goods
A. Certain types of purchases are prohibited by the University, Campus Life, or the
student organization.
B. If goods or services are not initially allowed on the Pcard, they must not be
purchased with the Pcard, even if they will be reimbursed at a later date.
C. Prohibited and Restricted List
1.
D.