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AIRFARE

What if I don’t have a PCard?

You have two options:

1. Apply for a PCard or a CV Card at least three weeks prior to your need. Travel only cards, with a range of transaction dollar limits, are available. Go to How to Get a Card for information and applications.
2. With their knowledge and permission, airline tickets may be placed on your department head, or department secretary’s PCard. The department head or secretary must enter your name, destination, dates of travel, and purpose in the PARIS Notes screen for your airline ticket transaction.

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 PCard provider. The purchase of airline tickets on the PCard is therefore 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 on the PARIS Notes screen.

Why can’t I pay for the tickets, then be reimbursed? Why the change?

Speed and simplicity. Your Travel Expense Report (TER) is simplified – no need to report tickets – and reimbursement delays are less likely. In fact, if you use your PCard for all travel expenses, no TER is needed! Remember also that reimbursements of $300 or less can be presented at the Chubb Hall cashier’s window for immediate cash reimbursement.

What if my department is only willing to pay a certain percentage of the ticket, because (e.g.) full funding is not available?

If your department does not intend to pay the entire cost of the airline ticket, you have two options:

1. Use the PCard, and then reimburse the department for your percentage.
2. Submit a Travel Expense Report (TER) for reimbursement.

To allow an exception to be made, and to minimize any chance of reimbursement delay, you must:  Attach a ticket receipt showing price, dates, destination and method of payment. List full cost. Subtract your percentage of the cost on the LESS DEPARTMENTAL ADJUSTMENT line. Explain in writing why the full amount could not be placed on the PCard.

What if I find that a foreign airline won’t accept a PCard?

Unusual circumstances will be accommodated. Apply for reimbursement using a Travel Expense Report or send a Direct Payment form to pay the airline or ticket agent, as appropriate. Send it to Accounts Payable, 213A HDL Center. Attach an explanation of the extenuating circumstances.

Do Ohio University employees have access to government rates for airline travel?

No, we do not have access to government rates when purchasing airline tickets.

DETAILS: 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. The rates are NOT extended to state employees because most states have not been successful in regulating air travel for all state employees. Some states have attempted to negotiate special rates for their state employees with little success (Ohio is not a success story).

Hotels and car rental companies do not have as stringent guidelines for issuing government rates - this is the reason we often succeed in getting government rates at those types of businesses.

Do consolidators offer group discounted airline tickets for domestic travel or continental travel such as South America or Canada?

Yes, there are times consolidators offer special discounted tickets for continental travel.

DETAILS: There are a few consolidators who offer group discounted tickets for continental travel but use caution. Often, these tickets are not cheaper than the standard group rate offered directly through the airline and they may be a lot more restrictive.

Back to Topics

CANCELING A CARD

How do I cancel a purchasing card?

The department administrator should retrieve cards from employees who leave OU, change departments, or move to a job where they will no longer require a purchasing card. Send an email to purchasing.card@ohio.edu requesting the account be closed. Destroy the old card by cutting through the account number and dispose of it.

Can a cardholder cancel their purchasing card?

Yes, the cardholder may request their card be cancelled. Follow the same steps given to the department administrator to cancel a card.

CARDHOLDER LIMITS

Is there a maximum amount I may spend?

Yes, Purchasing Cards have a transaction limit and a monthly limit; Controlled Value Cards have a transaction limit and a life of the card limit. You may not exceed these limits without prior written approval or your card will decline. You also have a departmental budget, which determines the amount of spending authorized. It is the cardholder’s responsibility to determine whether their department authorizes a purchase. Furthermore, they must ensure the purchase does not break any internal policy as well as OU policy and procedure.

How do I determine if I have sufficient funds available on my card?

Two ways to check your limits before traveling or making a purchase:

1. Register online for GE NetService.
2. Call the toll-free number on the back of your card.
   

This will ensure the card does not decline due to insufficient funds before the merchant swipes the card.

What if I need my limit raised?

Written authorization for your request must be sent to the PCard Administration by your Department Head or Budget Unit Manager.

1. For a permanent increase: Complete a PCard Addendum form and submit to the PCard Administration.

To speed up this process you may fax a copy of this form to 740.593.2144 and mail the original to Purchasing Card Administration, 213A HDL Center.

A permanent increase will go into effect within 24 hours. The card can be swiped after increase is in effect.

2. For a temporary, one-time increase for a specific purchase:
   Cardholder name
   Last eight digits of card number
   Supplier name
   Amount of purchase
   Explanation/description

This is called a "manual authorization" and goes into effect immediately.

This type of request may be emailed to Purchasing.Card@ohio.edu or campus mailed to Purchasing Card Administration, 213A HDL Center. 

3. For a temporary one-time increase for a specific period of time:
   Cardholder name
   Last eight digits of Card number
   Amount of increase
   Length of time for increase (i.e., 1 week, 2 weeks, 1 month, etc.)

This type of request may be emailed to Purchasing.Card@ohio.edu or campus mailed to Purchasing Card Administration, 213A HDL Center.

A temporary increase will go into effect within 24 hours of the request. The requesting department will receive confirmation when the increase has been applied. The vendor can swipe the card to process the charge once the 24 hours has elapsed. When the authorization expires, the limit will revert back to its prior status.

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.

This is considered pyramiding. The cardholder should request a temporary increase to his/her limit. See previous question if you need your limit increased.

CARDHOLDER MONTHLY STATEMENT

How do I obtain a copy of my cardholder statement if I do not receive it in the mail?

Two ways:

1. Choose Cardholder/Company Statement under Reports in PARIS.
2. Print a copy off the web at GE NetService.

Once a cardholder receives his/her statement, what should they do?

They should reconcile their statement, by reviewing each item and matching with receipts, then:

1. Attach the itemized receipt or invoice for each item.
   It is recommended that the receipts be put in order as they appear on the statement. You may number each line of the statement, and then number the receipts. This will help you to later locate a specific receipt quickly, if you generally have numerous receipts.
2. Sign and date the Statement Approval Form verifying that it has been reconciled, by the end of the statement month.
3. Forward the statement, with Statement Approval Form and receipts attached, to your supervisor or Budget Unit Manager.  The supervisor or Budget Unit Manager will sign by the middle of the month following the statement month. 

Where do we file our statements once reconciliation is completed?

File statement in your department, until further notification.

Should I receive a statement every month?

You will only receive a statement if:

1. There is activity on your card.
2. A new memo has been added on the statement.

CARDHOLDER PERSONAL INFORMATION

How can I view personal information tied to my card:  billing address, phone number, monthly and single limits, expiration date, etc.?

In PARIS under the Main Menu, click Administration, Cardholders, and Cardholders Details. Next, select the appropriate cardholder by clicking to the left of their name and selecting the appropriate tab.

On the Modify Tab you will locate information such as:

Cardholder’s name as it is embossed on the face of the card.
Cardholder’s billing (campus) address and phone number.
Cardholder’s Monthly (Cycle) and Single (per purchase) limits.

On the Notes Tab, you will locate information such as PARIS Reviewer’s Name for the specific cardholder.

Note: The Cardholder screen is a good way to verify the active cards for your department. Once a card is closed by the PCard Administration office it should be reflected on the Cardholder screen.

Contact the PCard Administration at Purchasing.Card@ohiou.edu, if any information found on these screens, requires an update or to close a card that is no longer active.

How do I change my billing information tied to the card: address, phone number, default account number, department name?

Complete a PCard Addendum form and submit to Purchasing Card Administration, 213A HDL Center.

Why do I have to give my mother’s maiden name and birth date on the application?

This information is requested for your security. You will use this information to activate your Purchasing Card when it is received.

Will my personal credit history be checked when I apply for a Purchasing Card?

No. Your personal credit history will not be checked or affected when applying for or using the Purchasing Card.

DECLINES ON THE PCARD

Under what circumstances might I be declined when using my PCard?

The purchasing card will be declined if:

1. The cardholder has exceeded the designated single or monthly transaction limit.
2. The cardholder attempts to use the card for a blocked supplier category.
3. The cardholder has failed to activate the card by calling the toll free number listed on the sticker placed on the front of the card.

What if my Purchasing Card is declined?

Contact the Purchasing Card Administration and explain the situation by calling 597.OHIO (6446) or send an email to: Purchasing.Card@ohio.edu. We will determine why your card was declined. If necessary we may have the purchase manually authorized. The cardholder is also permitted to call the toll-free number on the back of your card to determine the reason for the decline.

What if my PCard is declined while I am at a merchant?

Have the merchant contact the toll-free number on the back of the card to determine if the card was truly declined and not a machine malfunction. If the merchant's machine malfunctioned, GE can walk the merchant though the proper steps to obtain an authorization for the card.

If it is determined that the card was declined, the merchant can hand the telephone to the cardholder and GE will supply the reason to the cardholder. If the card has not been activated, the cardholder can request activation at that time.

If any other reason for decline, the cardholder can contact our office at 597.OHIO (6446) to determine what means is needed to get a manual authorization to process the transaction.

DISPUTED ITEMS

What if I have a disputed charge?

First, try to resolve it with the vendor on your own. If the dispute remains unresolved, fill out a Statement of Disputed Items form and fax it to the toll-free number on the bottom of the form within 60 days of the post date.

(Do not allow a merchant to drag the process out past 60 days of the post date. It generally should take no more than 7 to 10 days for a merchant to issue a refund. 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.)

Where do I locate the Disputed Items form?

The Disputed Items form can be found on the back of your monthly GE statement and online. In addition, you can complete the process online at GE NetService.

If a transaction is not recognized or disputed, must I update it in PARIS?

Yes, update any disputed charge as follows:

Charge the disputed transaction to the 796900 Natural Account Code. List a description of the item under ‘Description’ on the Modify screen as Disputed Item. Add notes explaining why and how the item is being disputed (i.e., Contacted the vendor because I was charged twice – vendor to issue a credit).
Mark as viewed and approved.

The above steps will allow you to track disputes and credits. The transaction must be updated in PARIS within 10 days from the post date, even if it is being disputed. Failure to update a transaction will not prevent your account from being charged nor will it keep the transaction from being mapped into the financial management system (Oracle).

Will a refund (credit) appear on the PARIS screen?

Yes refunds post to PARIS with brackets around the amount. Example: ($30.00).

How do I update a refund appearing in PARIS 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.

Do I need to complete any follow-up after I file a Disputed Items form with GE Coporate Payment Services, the bank?

Yes, if a cardholder disputes an item, they must ensure the refund is received for the disputed charge. The refund should post to PARIS from GECF Fees with brackets around the amount reflecting that it is a refund. (Example: ($30.00)). The name of the supplier for the original charge being disputed, will appear under the Notes screen. This credit should generally appear within 30 days of submission of the Disputed Items form.

If a refund is not received, contact the PCard Administration office. This could mean the bank did not receive the form, or needs additional detail. It is recommended if faxing the Disputed Items form to GE CPS, keep the faxed form as proof of timely submission within 60 days of the post date.

Be cautious to act within the required time spans to be sure a refund will be received.

Where do I find the reference number requested on the Statement of Disputed Items?

It is located on both the Review and Modify screens of Purchases Review in PARIS. It is also listed with the transaction on the cardholder’s monthly statement. This 23 digit number is unique to each individual transaction and is assigned by MasterCard. The last 12 digits of the reference number are generally the same for both the disputed item and the credit issued by GE for that item.

Quick tip: The reference number is a searchable field in Purchases Review. Use the Search button, then choose Field=Reference Number, Operation=Like, Criteria=enter last 12 digits of reference number.

How long do I have to complete a Statement of Disputed Items?

A Statement of Disputed Items should be completed as soon as possible and within 60 days of the post date.

If a Disputed Items form is not filed within 60 days of the post date, our bank will no longer intervene. If the charge cannot be substantiated by the cardholder, a refund will need to be received from either the supplier or the cardholder.

Do I need to reconcile Natural Account Code 796900?

When placing items in Natural Account Code 796900 in PARIS for disputed items, the final result should be $0 to the on-line 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.

A credit from a merchant should be received within about 7 to 10 days. If it is not received within a sufficient amount of time, then a Statement of Disputed Items must be submitted to GE to receive credit for the charge.

GE will honor a Statement of Disputed Items if received within 60 days of the post date, unless the merchant can prove the charge should remain on the cardholder's account. After 60 days, we are at GE's discretion on whether a refund will be applied, so submit the Statement of Disputed Items form promptly.

If I submit a Disputed Items form to the bank 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, the PARIS reviewer should complete an Accounting Correction Form to move the charge from disputed "Natural Account Code 796900" to the appropriate OU 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 Notes section for this charge should be updated with this information.

If both the bank and the merchant issue a refund, what should I do?

If both the bank and merchant issue a refund, our bank will recharge your account to reverse the refund. When the charge posts in PARIS allocate to the same accounting codes as the refund. The Charge will offset the refund to $0.

EXPIRATION OF CARDS

My card is expiring next month, how do I get a replacement card?
Do all purchasing cards expire at the same time?

For a Purchasing Card, the expiration date is determined by the date your card was initially issued. GE automatically sends replacement cards around 6 weeks prior to the expiration date. Your new card should arrive at the PCard Administration office between 2-6 weeks prior to your expiration date. You will receive an email notifying you that your pcard is ready for pickup.

Your expiration date is actually the last day of the expiration month embossed on the front of the card. You may use your old card until that day (i.e., if it says 7/08 then you may use it until 7/31/08).

Once the new card is received, you will need to call GE and activate it. The old card is no longer functional once the new card is activated. You should destroy the old card after receiving and activating the new card.

For a Controlled Value 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.