Purchasing Card (PCard) Frequently Asked Questions

Purchasing Card (PCard)Frequently Asked Questions Procure to Pay Services Updated 2/1/2012 Table of Contents

Table of Contents • Airfare • Cancelling a Card • Cardholder Limits • Cardholder Monthly Statements • Cardholder Personal Information • Declines on the PCard • Disputed Items • Expiration of Cards • Index of PCard FAQs

Airfare • What if I don’t have a PCard (Purchasing Card)? • What if a non-university-employee such as a consultant or prospective employee, will be traveling on university business? • What if my department is only willing to pay a certain percentage of the ticket? • What if I find that a foreign airline won’t accept a PCard? • Do Ohio University employees have access to government rates for airline travel? Why not? • What about governmental rates for hotels and cars? Back to Table of Contents

What if I don’t have a PCard (Purchasing Card)? • If you are an employee, you can apply for a PCard. Graduate students may apply for a CV Card (Controlled Value). Please apply at least three weeks prior to your need. While a rush order may be placed on a new application, this will result in a $25 fee from the credit card company. Any rush order fee will appear in your transactions and will not need to be substantiated with a receipt. Also, travel only cards with a range of transaction dollar limits are available. Please click here for information and applications. Back to Table of Contents Back to Airfare

What if a non-university-employee such as a consultant or prospective employee, will be traveling on university business? • Non-University personnel are not eligible for a PCard per our contract with the credit card company. Therefore, the purchase of airline tickets on the PCard is not required. • However, such tickets may be charged to the PCard of the University employee primarily responsible for the travel, or to the department head or department secretary’s card. The name of the traveler and the reason for the travel must be entered in Concur. Back to Table of Contents Back to Airfare

What if my department is only willing to pay a certain percentage of the ticket? • If your department does not intend to pay the entire cost of the airline ticket, you should request an exception to policy in advance of the purchase by sending an email to: purchasing.card@ohio.edu. If this request is approved in advance, you will be granted an exception in writing to purchase your ticket on an individual card, and then submit for reimbursement through Concur. Back to Table of Contents Back to Airfare

What if I find that a foreign airline won’t accept a PCard? • Unusual circumstances may be accommodated. To apply for an exception please send a written exception request to: purchasing.card@ohio.edu. If approved, you will receive a written confirmation to attach to your Concur travel report. Back to Table of Contents Back to Airfare

Do Ohio University employees have access to government rates for airline travel? • Unfortunately, no, we do not have access to government rates when purchasing airline tickets. Why not? • The federal government has negotiated rates for military and federal government employees who are traveling on official government business. The traveler must use a federal government credit card or have a federal government travel voucher to receive these rates. These rates are not extended to state employees because most states, including Ohio, have not been successful in regulating air travel for all state employees. Back to Table of Contents Back to Airfare

What about governmental rates for hotels and cars? • Unlike airlines, hotels and car rental companies do not have as stringent guidelines for issuing government rates. This is the reason why we often succeed in obtaining government rates at these types of businesses. Back to Table of Contents Back to Airfare

Cancelling a Card How can I cancel a PCard? • A written request should be sent to: purchasing.card@ohio.edu. This request can be made by several people, including: you, your supervisor, or your Budget Unit Manager. In addition to making this request, you should destroy the old card by cutting through the account number and disposing of it. Back to Table of Contents

Cardholder Limits • Is there a maximum amount I may spend? • How do I determine if I have sufficient funds available on my card? • What if I need my limit increased? • I would like to purchase an item that costs more than my single transaction limit. Is it acceptable to split the charge to stay within my limit? • How do I obtain a copy of my cardholder statement? • Where do we file our statements? Back to Table of Contents

Is there a maximum amount I may spend? • Yes, PCards have both a transaction limit and a monthly limit. CV Cards have a transaction limit and a total limit for the “life” of the card. It is your responsibility, as the cardholder, to determine whether your department preauthorizes a purchase. Furthermore, you must ensure that any purchase does not break either internal departmental policy, or Ohio University policy and procedure. Back to Table of Contents Back to Cardholder Limits

How do I determine if I have sufficient funds available on my card? • There are two ways that you can check your card limits before making a purchase or travelling: • You can check online by logging into PaymentNet (MasterCard) with your Ohio ID by clicking here. • You can call the following telephone number: • U.S. / Canada (toll-free): 800-270-7760 • Outside U.S. (collect): 847-488-3748 Back to Table of Contents Back to Cardholder Limits

What if I need my limit increased? • Please ask your Budget Unit Manager to send a written request to: purchasing.card@ohio.edu. • Please ask them to include the following information with their request: the cardholder’s name, amount of increase, a description of the reason why this increase is necessary, and finally, if this request is for a temporary increase, the length of time. Back to Table of Contents Back to Cardholder Limits

I would like to purchase an item that costs more than my single transaction limit. Is it acceptable to split the charge to stay within my limit? • NO, a cardholder should never split charges to avoid exceeding transaction limits. Up to the maximum transaction limit of $4,999, your Budget Unit Manager may send a written request to: purchasing.card@ohio.edu to temporarily increase your transaction limit. Purchases exceeding your PCard limit must be procured by either direct payment (where permissible) or a purchase order. Back to Table of Contents Back to Cardholder Limits

Cardholder Monthly Statements • How do I obtain a copy of my cardholder statement? • Where do we file our statements? • What if I find something on my statement that I did not charge? Back to Table of Contents

How do I obtain a copy of my cardholder statement? • In support of our university’s sustainability efforts, cardholder statements can be obtained exclusively online at PaymentNet (MasterCard) by clicking here and logging into their system with your Ohio ID. If you would like a printed copy of your cardholder statement, you will be able to obtain a copy on this website. Where do we file our statements? • Statements do not need to filed or stored. Back to Table of Contents Back to Cardholder Monthly Statements

What if I find something on my statement that I did not charge? • Please file an online dispute on PaymentNet (MasterCard) by clicking here and after logging in selecting the charge and then selecting the “dispute” button. • Fraudulent charges must be disputed by you with the credit card company within 60 days, or you will lose your ability to dispute the charge. The credit card company will require you to sign an affidavit that will be sent by them to your Ohio University email address. You will need to return this affidavit to the credit card company within the 60-day period. • Unfortunately, there is no exception to the 60-day time period. Undisputed charges will be the financial responsibility of your department. Back to Table of Contents Back to Cardholder Monthly Statements

Cardholder Personal Information • How can I view personal information “tied” to my card (i.e. billing address, telephone number, monthly / single limits, expiration date, etc.)? • How do I change my billing information “tied” to the card (i.e. address, telephone number, default account number, department name, etc.)? • How do I get the code to activate my PCard? • When I am activating my PCard, why are they asking me for the last four digits of my Social Security Number? • Will my personal credit history be checked when I apply for a Purchasing Card? Back to Table of Contents

How can I view personal information “tied” to my card (i.e. billing address, telephone number, monthly / single limits, expiration date, etc.)? • This information can be viewed online by clicking here and logging into PaymentNet (MasterCard) with your Ohio ID. How do I change my billing information “tied” to the card (i.e. address, telephone number, default account number, department name, etc.)? • Please complete and submit the PCard Addendum form and your original PCard form to: Purchasing Card Administration, West Union Street Office Center Room 204. Back to Table of Contents Back to Cardholder Personal Info

How do I get the code to activate my PCard? • This activation code is your employee identification number. Which is available online from My Personal Information. When I am activating my PCard, why are they asking me for the last four digits of my Social Security Number? • It is an industry standard to ask for the last four digits of your social security number. However, out of our value for your privacy, Ohio University uses the last four digits of your employee identification number. Which is available online from My Personal Information. Back to Table of Contents Back to Cardholder Personal Info

Will my personal credit history be checked when I apply for a PCard? • No, your personal credit history will not be checked or affected when applying for or using the PCard. This is not required because this is a corporate card program. Back to Table of Contents Back to Cardholder Personal Info

Declines on the PCard • Why may a transaction be declined when using my PCard? • What if my Purchasing Card is declined? • What if my PCard is declined while I am at a merchant? Back to Table of Contents

Why may a transaction be declined when using my PCard? • Your PCard will be declined if: • You have exceeded the designated single or monthly transaction limit. • You are attempting to make a purchase on a travel-only PCard that is not a travel purchase. • You attempt to use the card at a supplier with a blocked merchant category code (MCC). • You have failed to activate the card by calling the toll-free telephone number listed on the sticker on the front of your card when you received it. Back to Table of Contents Back to Declines on the PCard

What if my PCard is declined? • You can contact purchasing card administration in writing with an explanation of the situation by sending an email to: purchasing.card@ohio.edu or you can call 740.597.OHIO (6446). We will assist you with determining the reason that your transaction was declined. You can also call the toll-free number on the back of your card to determine the reason for the declined transaction. Back to Table of Contents Back to Declines on the PCard

What if my PCard is declined while I am at a merchant? • The cardholder can contact the PCard administration to determine the reason for the declined transaction by calling 740.597.OHIO (6446). • If the decline is related to transaction limits or the type of PCard, please see reason #1 and #2 in “Why may a transaction be declined when using my PCard?”above. Your Budget Unit Manager must authorize in writing any increase to limits or the modification to a standard PCard. • If the decline is related to a supplier whose MCC is not authorized by Ohio University protocol, it is recommended that you purchase the item by personal means, if you are confident that your purchase does not violate university or department guidelines. In this situation, you may submit this purchase for reimbursement pending departmental and policy approval. Back to Table of Contents Back to Declines on the PCard

Disputed Items • What if I have a disputed charge? • If a transaction is not recognized or disputed, must I update it in Concur? • Will a refund (credit) appear in Concur? • How do I update a refund appearing in Concur for a disputed item? • Do I need to complete any follow-up after I report a disputed Item with MasterCard? • Do I need to reconcile Natural Account Code 796900? • If I dispute an item and later determine the charge is legitimate, what should I do? • If both the bank and the merchant issue a refund, what should I do? Back to Table of Contents

What if I have a disputed charge? • First, try to resolve it with the merchant on your own. If the dispute remains unresolved, you can file a dispute online through PaymentNet (MasterCard) by clicking here. On this website, you can select the charge and then selecting the “dispute” button. • Any disputed charges must be disputed by you with the credit card company within 60 days, or you will lose your ability to dispute the charge. Unfortunately, there is no exception to the 60-day time period. Undisputed charges will be the financial responsibility of your department. • When seeking a refund from a merchant, ask the merchant to fax a copy of the refund/credit receipt to you. Receiving a copy of the credit receipt will help ensure a refund will be received. Back to Table of Contents Back to Disputed Items

If a transaction is not recognized or disputed, must I update it in Concur? • Yes, you can update any disputed charge by: • Charging the disputed transaction to the 796900 Natural Account Code. • Then, you can enter a description of the item under ‘Description’ as Disputed Item, and add comments explaining why and how the item is being disputed (i.e. I contacted the merchant because I was charged twice – supplier to issue a credit). • The above steps will allow you to track disputes and credits. The transaction must be updated even if it is being disputed. Failure to update a transaction will not prevent your account from being charged. Back to Table of Contents Back to Disputed Items

Will a refund (credit) appear in Concur? • Yes, refunds post to Concur. How do I update a refund appearing in Concur for a disputed item? • When the credit is issued for the disputed item, place it back into the 796900 Natural Account Code to offset the original charge. List the description as a credit for a disputed item and add the description of item, if known. • Note: All refunds should be updated to the same accounting codes where the original charge was allocated. They will offset to $0. Back to Table of Contents Back to Disputed Items

Do I need to complete any follow-up after I report a disputed Item with MasterCard? • Yes, if you dispute an item, you must ensure the refund is received for the disputed charge. The refund should post to Concur. This credit should generally appear within 30 days of submission of filing your dispute online. If a refund is not received, please contact the PCard administration. Please be certain to act within the required time spans to be sure a refund will be received. Back to Table of Contents Back to Disputed Items

Do I need to reconcile Natural Account Code 796900? • When placing items in Natural Account Code 796900 in Concur for disputed items, the final result should be $0 to the general ledger. • Basically, the original charge and a credit for the amount of the purchase should offset each other and end in a $0 balance. It is the department’s responsibility to ensure credit is received from the supplier or outside source, when due. If possible, it is recommended that your Concur report contain the original charge and the credit on the same report. Back to Table of Contents Back to Disputed Items

If I dispute an item and later determine the charge is legitimate, what should I do? • If an item is disputed initially and later determined to be a valid purchase, an accounting correction form should be submitted to move the charge from disputed Natural Account Code 796900 to the appropriate Natural Account Code and provide a description of the item purchased, along with the who, what, when, where, and why information for travel and entertainment related purchases. In addition, the comments section for this charge should be updated with this information. Back to Table of Contents Back to Disputed Items

If both the bank and the merchant issue a refund, what should I do? • If both the bank and merchant issue a refund, the card provider will recharge your account to reverse the refund. When the charge posts in Concur, you can allocate it to the same accounting codes as the refund. The Charge will offset the refund to $0. Back to Table of Contents Back to Disputed Items

Expiration of Cards Do all PCards expire at the same time? • Yes, your PCard will expire on: 06/30/2014. • For a CV Card, the expiration date is preset by the department requesting the card. Once the card expires or the funds are depleted, the card is no longer functional. To obtain a new card, a cardholder would need to reapply. Back to Table of Contents

Index of PCard FAQs (Page 1 of 3) • Airfare • What if I don’t have a PCard (Purchasing Card)? • What if a non-university-employee such as a consultant or prospective employee, will be traveling on university business? • What if my department is only willing to pay a certain percentage of the ticket? • What if I find that a foreign airline won’t accept a PCard? • Do Ohio University employees have access to government rates for airline travel? Why not? • What about governmental rates for hotels and cars? • Cancelling a Card • How can I cancel a PCard? • Cardholder Limits • Is there a maximum amount I may spend? • How do I determine if I have sufficient funds available on my card? • What if I need my limit increased? • I would like to purchase an item that costs more than my single transaction limit. Is it acceptable to split the charge to stay within my limit? Back to Table of Contents Next

Index of PCard FAQs (Page 2 of 3) • Cardholder Monthly Statements • How do I obtain a copy of my cardholder statement? • Where do we file our statements? • What if I find something on my statement that I did not charge? • Cardholder Personal Information • How can I view personal information “tied” to my card (i.e. billing address, telephone number, monthly / single limits, expiration date, etc.)? • How do I change my billing information “tied” to the card (i.e. address, telephone number, default account number, department name, etc.)? • How do I get the code to activate my PCard? • When I am activating my PCard, why are they asking me for the last four digits of my Social Security Number? • Will my personal credit history be checked when I apply for a Purchasing Card? Back to Table of Contents Back Next

Index of PCard FAQs (Page 3 of 3) • Declines on the PCard • Why may a transaction be declined when using my PCard? • What if my Purchasing Card is declined? • What if my PCard is declined while I am at a merchant? • Disputed Items • What if I have a disputed charge? • If a transaction is not recognized or disputed, must I update it in Concur? • Will a refund (credit) appear in Concur? • How do I update a refund appearing in Concur for a disputed item? • Do I need to complete any follow-up after I report a disputed Item with MasterCard? • Do I need to reconcile Natural Account Code 796900? • If I dispute an item and later determine the charge is legitimate, what should I do? • If both the bank and the merchant issue a refund, what should I do? • Expiration of Cards • Do all PCards expire at the same time? Back to Table of Contents Back Any Questions

Any questions? Please contact us by sending an email to: purchasing.card@ohio.edu or you can call 740.597.OHIO (6446). Back to Table of Contents Back

Purchasing Card (PCard) Frequently Asked Questions