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Frequently Asked Questions
GE NetService
How to Get a Card
Lost or Stolen Card
Mapping Schedule
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Natural Account Codes
Policy & Procedures
Quarterly Newsletter
Statement Approval Form
Statement Cycle Dates
Training
Unannounced Audits

GE NETSERVICE

What is GE NetService?

GE NetService is a website provided free of charge by GE Corporate Payment Services to all PCard or CV Card holders. For more information, visit an overview. It may be accessed at www.genetservice.com from any web browser with an Internet connection. No additional software is required.

A cardholder may view his or her last 12 months transactions posted against their card, dispute an item online with GE, verify their monthly limit, and view or correct their PCard billing address information where their Monthly PCard statement is mailed. GE continually attempts to improve and enhance this site to provide convenience to cardholders. Access the site today!

PIN OR EXCISE NUMBER

If the vendor asks for my pin or excise number, how do I know what it is?

It is the last three digits located on the signature strip on the back of the card.

If the pin on the back of my card is not legible, what do I do?

Contact the HelpLine at 597-OHIO (6446), they can request a new card for you.

RECEIPTS

What should I do if I lose a receipt?

Contact the vendor and request a copy of the receipt. They can send it via mail or fax.

If you are unsuccessful in getting a copy from the vendor, contact PCard Administration to determine if a one-time exception may be granted.  A refund may be required.

How do I update a transaction if I do not have the receipt?

All PCard transactions must be updated in PARIS within 10 days of the post date. If a receipt has not been received, obtain the transaction information from the cardholder and make the necessary updates. Once the receipt is received, you may then recheck to ensure the transaction was updated appropriately based on the cardholder's information. If the cardholder does not recognize the transaction, handle as a disputed item. See Disputed Items section above.

REFUNDING AN ITEM PLACED ON THE PCARD

If I incorrectly charge an item to the PCard, how do I make a refund?

Complete a Refund form and submit it with a refund check to the Cashier's Office, Chubb Hall. Place the refund information in the Notes section of PARIS to provide an audit trail. (Include the check number and the date the form was submitted in the Notes.)

How do I a deposit a rebate or refund for the merchant that was received by cash or check from the merchant?

Refunds should always be credited to the card. If a refund is sent by check or cash, or a rebate is received by check or cash, complete a Refund form and submit along with the check or cash to the Cashier's Office, Chubb Hall.

Do I update the transaction in PARIS?

Yes, leave the charge in the default Fund Type-Fund-Org and Project-Task. Use Natural Account Code 796900-Reimbursement’s Due Ohio University. Update the Description: Personal Charge.

Place the refund information in the Notes section of PARIS to provide an audit trail. (Include the check number and the date the form was submitted to PCard Administration in Notes.)

Keep a copy of the refund check and form and attach to the Monthly PCard Statement in place of the receipt.

REPLACEMENT CARDS

How do I get a replacement card if the magnetic strip is bad?

Contact the Help line at 597-OHIO (6446), they can order a new card for you.

How do I obtain a new card if my name is changed?

Complete a PCard Addendum Form. In the comments section list: Replacement Card requested. For security purposes, a block will be placed on your account until your new card is received (7 to 10 business days). You will need to call GE to activate your new card.

SALES TAX

Is Ohio University considered exempt from paying Ohio Sales Tax to Suppliers?

Yes, Ohio University is exempt from paying Ohio Sales Tax to suppliers for purchases in Ohio, per the "Certificate of Exemption". The exempt number is printed on the Ohio University Purchasing Card.

Cardholders must request the sales tax exemption when making any purchase. Usually the exemption is not automatically given. Some states reciprocate and it is a good business practice to request the exemption where/when you make a purchase. The vendor may require a copy of the exemption certificate, so keep one with your card.

The Supplier Charged Ohio State sales tax on my purchase. What should I do?

The cardholder should contact the merchant and request a credit be issued for the tax and applied to the card. A copy of the credit receipt is needed and should be faxed or given to the cardholder to attach to their monthly statement.

In PARIS:
Update the description as sales tax charged in error.
Place in Natural Account Code 796900.

When this credit posts in PARIS:
List the description as a credit for sales tax charged in error.
Use the 796900 Natural Account Code to offset the original charge.

If the vendor refuses to credit the card for Ohio Sales Tax, treat the charge as a disputed item and complete a Statement of Disputed Items form.

What if I am charged sales tax by another state?

Update the charge as "the appropriate state" and sales tax. The exemption is only for OHIO sales tax

What is our Sales Tax Exemption number?

#31-6402113. The Exemption Certificate must be supplied initially to all merchants as proof of the exemption. Without a copy of the certificate, the merchant is not obligated to give the exemption. Keep a copy of the Exemption Certificate with you at all times.

Are we exempt from any other taxes?

Ohio University is exempt form Ohio Sales tax, however, some states do reciprocate and will provide the sales tax exemption in their state. Ohio University is also exempt from the Hotel/Motel tax in the city of Columbus. The Columbus Tax Exempt form is available.

SUPERVISION OF THE CARD

Does the Purchasing Card require someone at a higher level to review the transactions to ensure appropriate use of the card?

Yes, it requires in the policy that a higher level of approval must be administered for each cardholder and their transactions. The Statement Approval Form must be signed by the cardholder, as well as a supervisor. The cardholder must sign by the end of the statement month and the supervisor must sign by the middle of the following month.

I am responsible for many PARIS reviewers. How do I ensure that transactions are being updated timely and appropriately?

One way is to review the Online General Ledger in Oracle. Each Fund Type/Fund or Source/Org for which you are responsible should maintain a base ending balance of $0 under Natural Account 797900.

Who holds the responsibility of ensuring cards are obtained from cardholders before they leave the Department or Ohio University?

The Budget Unit Manager has the responsibility of notifying the Purchasing Card Administration of the need to cancel a card. The card should also be obtained from the cardholder prior to their departure from the department or Ohio University. (See topic on Canceling Cards.)

SUPPLIER ACCEPTANCE

What should I do if the supplier does not accept MasterCard?

If a supplier does not accept the Purchasing Card (MasterCard), the cardholder should forward a completed Supplier Non-Acceptance form to the Purchasing Card Administration.

The Purchasing Card Administration will work with the supplier to possibly have them accept the card in the future.

TRAINING

How do I register for PCard or PARIS Training?

Cardholder training is required before a PCard can be obtained.  Training is offered both Face to Face and Online. 

May I take a refresher course?

Yes, you may take the training as many times as desired.