Pcard FAQs

References

New Features

• Can I view the recording of the Pcard new functionality demonstration?

   

• If we have a supplier that is used infrequently and doesn't have a Supplier ID in OAKS FIN, can we still use this supplier and leave the Supplier ID field blank?

  Yes, but you cannot select a contract or associate a purchase order without a Supplier ID.

• We have MBE suppliers that are not on contract, but a controlling board number was issued so that we can use them, do we site the controlling board number in that field without a PO?

  No, the only way to associate a controlling board number to a Pcard transaction is via a purchase order.

• Will an agency be able to bring all cardholders into a single PO or is there a limit as to how many people can be assigned to that PO?

  Purchase orders that reference a Pcard can only reference one Pcard. The requisition Requester will be the cardholder. When they create the Req, they will enter the cardholder’s Empl ID in the Requester field.

   

  Agencies will have to ensure the necessary cardholder(s) are set up as Requesters. To do that, you have to give them the OH_PO_REQUESTER role and then ask OBM to make the cardholder a proxy to their own account with the PO Requester role.

• How do I set up a cardholder as a requestor?

  Agencies will have to ensure the necessary cardholder(s) are set up as Requesters. To do that, you have to give them the OH_PO_REQUESTER role and then ask OBM to make the cardholder a proxy to their own account with the PO Requester role.

• If a transaction occurs in one fiscal year, but will be reconciled in another fiscal year, how can I use budget from the earlier fiscal year?

  If you want to use prior year funds to pay a transaction in the new FY, you will have to use a PO.  It doesn’t matter when the transaction occurred.

• Will we continue to use the OAKS BI report for Controlling Board monitoring?

  You will still need the BI report for non-OAKS merchants as there is no way to calculate threshold in OAKS if the merchant is not a State of Ohio Supplier.

• Can you do a reversal voucher when using a Pcard?

  Yes. The process is the same as a regular voucher.

• Where do I assoicate a PO to a Pcard transaction?

  There is a new link at the bottom of the Reconcile Statement, ‘Purchase Details’.

• If a merchant is not recognized as a supplier (e.g,  charges through paypal) , but is MBE certified, will we still be able to select “M” with the new validation rules?

  Yes.

• Will Pcard transactions proceseed before March 4th, 2016 be included in the OAKS threshold calculations?

  No, only transactions with a Supplier ID on the Reconcile Statement will be added for OAKS threshold calculations.

Applying for a PCard

• Who should have a State of Ohio Pcard?

  State employees who make purchases of goods and/or services for the State of Ohio.

• How do I apply for a State of Ohio Pcard?

  Contact your agency’s Pcard Administrator.  They will complete an application and submit the application to OBM for processing.

• What is the benefit of using a Pcard?

  The pcard program allows employees to purchase goods and services as they are needed for operations without undue delay.  Use of the pcard is meant to simplify and streamline the acquisition process and lower overall transaction costs.  The program also uses electronic invoicing which lowers the amount of time spent processing invoices for payment.

Account Setup & Activation

• How do I activate my new card?

  Card activation is a secure process that cannot be documented on a public site.   Your Agency Pcard Administrator should be able to assist you with card activation instructions.  For a list of agency administrators, please see the OBM Pcard website.

Using my Pcard

• Who do I contact if there is an issue?

  Each agency has an Agency Payment Card Administrator who is responsible for the overall administration of the agency’s payment card program.  You should contact this person with issues and concerns.

• Can I send my card number over fax?

  No, card numbers should never be communicated via fax as there is no assurance that the intended recipient will receive the fax.  Instead, in the space provided for a card number, write, ‘Please call [Cardholder Name & Phone No.] for card details.

• Can I send my card number via email?

  Card numbers may only be communicated via email if the email is encrypted, requiring that the recipient use a password protected service for retrieval of the email.

• When placing an online order, how can I determine if the site is secure?

  A cardholder can determine if a website is secure in two ways.  First, check to see if the URL begins with https://www. Second, a symbol that resembles a “lock” should appear either in the bottom corner of the webpage, or in the URL field at the top of the screen.

• Can I use PayPal to make a purchase with the Pcard?

  Yes, the Pcard can be used with PayPal.  Please note that many cardholders have difficulty using PayPal due to their security protocol.  Credit card numbers are sometimes recycled.  If PayPal ever encounters a fraud issue with an account number, the number is recorded in their database forever.  If the card number is presented, PayPal’s system will reject the transaction before it is attempted through the card network.  Cardholders can contact PayPal directly to attempt to have their card number removed from their fraud database.

• Why was my card declined?

  If you card is declined at the point-of-sale, call US Bank at 1-800-344-5696.  US Bank’s customer service representatives can tell you why a transaction declined, and in some cases help to get the transaction processed.  If the decline is due to spending limits or Merchant Category Codes, you will have to seek further assistance from your agency Pcard Administrator.

• How do I use the card to make a payment?

  Any supplier or merchant that accepts Visa can accept the Payment Card. When making a purchase, follow these procedures:
  

  1. Obtain approval for purchase from your supervisor.

  2. Tell the Supplier/Merchant that you will be paying with your State of Ohio VISA Payment Card and that your purchases are tax-exempt.

  3. Retain all receipts and log the transaction. Make sure that the invoice or sales slip clearly shows no sales taxes were paid and the amount charged is accurate.

  4. Make sure that all receipts have at least: (1) merchant name, (2) date of purchase and (3) description of items purchased.

  5. Make sure all receipts do not have the 16-digit account number or expiration date printed on it. If they do, redact the numbers.

  6. Complete payment card log packet.

  7. Follow your agency's procedures for forwarding the log with the receipts.

• What is a MCC code?

  A Merchant Category Code (MCC) is a four-digit number that is used to classify the business by the type of goods or services it provides.  A MCC code is assigned to a merchant by the card company.

• Why is a PCard suspended due to aging transactions?

  The State receives a rebate for transactions processed timely.  Transactions must be processed within five business days from the date the transaction is available in OAKS.  The State Payment Card Administrator may suspend a cardholder account if transactions are not processed within 10 calendar days of availability in OAKS.  

• How do I check the status of a Pcard?

  By registering for access to US Bank’s system you can access information about your Pcard account including transactions, disputes, and fraud alerts.

• How do I dispute a transaction?

  If there is a problem with a charge or an item purchased, the cardholder should try to resolve the issue with the supplier.  If the dispute cannot be resolved with the supplier, the cardholder can dispute the Pcard transaction through US Bank’s website, if they have an account registered online, or a US Bank, Transaction Dispute form can be completed and submitted to the bank.

• What is a payment card log?

  The payment card log is a document used to list all purchases and returns made using the payment card.  The log provides a detailed description of the purchase and credit.  Each transaction listed must be supported by an itemized receipt/invoice, total owed, proof of payment.

• What is the process for transactions after they are entered into OAKS?

  Transactions must be processed within five business days from the date the transaction is available in OAKS.  This includes the payment cardholder completing and submitting the payment card packet to their supervisor, the supervisor review of the packet, and the fiscal processor processing and approving the transaction in OAKS.  

• What are the goods/services that cannot be purchased with a Pcard?
  • Pre-paid debit cards
  • Cash advances
  • Debt service, judgements or settlements
  • Any good/service for personal use or gain
• What happens when a transaction is declined?

  If your card is declined at the point-of-sale, call US Bank at 1-800-344-5696.  US Bank’s customer service representatives can tell you why a transaction declined, and in some cases, help to get the transactions processed.  If the decline is due to spending limits or Merchant Category Codes, you will have to seek further assistance from your Pcard Administrator.  

• What is the difference between the billing address and shipping address?

  The billing address is the address associated with an account in the bank’s system.  If you do not know the billing address, please contact your agency Pcard administrator for assistance.  The shipping address is where the goods should be shipped and should never be the same as the billing address.  The shipping address may change depending on which department/division will receive the goods but the billing address will always remain the same.

  Orders shipped to the billing address will not be accepted.

• Should State of Ohio sales tax be paid on a Pcard transaction?

  The State of Ohio is not required to pay State sales tax.  The card itself should be sufficient identification to allow tax-free purchases. Providing a tax ID number should not be necessary, but if required, use 31-1334820.

• What is a split transaction?

  Cardholders are restricted to a standard single transaction limit of $2,500. Cardholders shall not intentionally split a purchase that exceeds $2,500 with the intent of processing two smaller transactions in order to avoid the single transaction limit.

• What document(s) must be attached to the Pcard voucher?
  • Approved payment card log.
  • Invoice/receipt that clearly shows the merchant name, agency name, date of purchase, description of items with cost per unit and total amount owed.
  • Proof of payment (only needed if invoice/receipt does not acknowledge receipt of payment).
  • Make sure that the invoice/receipt clearly shows no sales taxes were paid.
  • Delivery receipts/packing slips, etc.
  • A quote of cost, order placement or backorder does not indicate that a transaction has occurred.
• What kind of training does the cardholder need?

  Cardholders must complete the payment cardholder training in ELM.  Additional training may be required when cardholder is consistently making errors.

• What is the procedure for automatic charges?

  Agency Payment Card Administrators may authorize cardholders to use their payment cards as a method of payment to suppliers for regular, automatic charges (monthly subscriptions, regular delivery charges, etc.) when the merchant agrees to the following

  • Agency has the right to cancel at any time.
  • All cost increases are pre-approved by the Agency Payment Card Administrator.
  • Merchant has proper security to ensure cardholder information is secure.
• What is the procedure for a lost or stolen card?
  • Lost or stolen card should be reported to US Bank as soon as possible.  Call 1-800-344-5696 (24/7 coverage).
  • Report the lost or stolen card to your Agency Pcard Administrator.
  • Card will be sent to OBM within 2 business days of being reported Lost or Stolen.
  • Do not request expedited shipping.  When a cardholder requests expedited shipping the card order is put on hold waiting for OBM to approve the request.  2-day shipping is the fastest method available.  The state gets 2-day shipping on all card orders by contract.
• How can the cycle and SPL limits be increased?

  Agencies may request waivers to cardholder profiles by submitting the “Special Approval Request” form to OBM.  Each request must document the justification that explains the need to increase the limit(s).  OBM’s Payment Card Section will review the request and respond within 2 business days.

• What are the reasons a Pcard can be declined?

  Payment card may be declined if

  • Single transaction limit or monthly limit is exceeded.
  • Merchant is registered as a type of merchant the State prohibited (hotels, restaurants, etc.)
  • Visa has a concern because of cardholder’s spending pattern.
  • “Bill To” address does not match the State’s official “Bill To” address on file with bank.
• Can I pay another state agency with my Pcard?

  Using the Payment card to pay an inter-agency payment is prohibited; however, the billing agency may request from the paying agency an exception to this policy if the following requirements are met and the paying agency agrees to pay with a Payment card.  If the paying agency doesn’t agree to pay with a Payment card, the billing agency must issue an ISTV through OAKS

  Requirements for Exception

  • The payment is a fee (e.g., service fee, permit fee, registration fee) for service performed by billing agency.
  • No accounts receivable entry has been recorded in OAKS.
  • The fee is one that is charged to both the general public and a state agency by the billing agency.
  • The general public is encouraged to use a credit card for payment by the billing agency.
  • The fee is less than $2,500
• Are agent/service fees permitted?

  suppliers are not permitted to charge a service fee unless the service fee is disclosed with the cardholder upfront at the time of purchase.  Any agent or credit card fee that is not disclosed to the agency shall be disputed immediately regardless of the dollar amount of the fee.  If the fee is disclosed upfront, the allowable dollar limit on the fee is 15% of the total bill, but not to exceed $30.