Pcard Quarterly :: Spring 2008
NEW! Did you know OHIO employees can park at the Port Columbus airport for $4.00 a day? It’s called Fasttrack Parking. You need to show your OHIO picture ID to get the discounted rate of $4.00 a day. The Fasttrack website is located at: www.parkrideflyusa.com/cmh-columbus-airport-parking/fasttrack/. Please contact Jane Palmer at: 597-1567 or palmerj@ohio.edu if you have any questions.
NEW! PCard refunds now go directly to the cashier’s office in Chubb Hall. The process itself hasn’t changed, just the place you send your completed refund form and personal check. The cashier’s office will then send a receipt to Pcard, and we denote the refund in PARIS Notes.
Calling Us: The PCard helpline phone number is 597-6446 (OHIO). Sue Shaw's phone number is 593-1966. Cindy Meyer's phone number is 593-1958. If you need assistance with PCard, please call one of these numbers. These are the only numbers from which we are able to retrieve messages. For urgent needs, always call the helpline number as it is monitored every day, 8-5 by the PCard staff. We really do enjoy hearing from you, and want you to reach a person when you call! If all three of us are on the phone when you call the helpline, please do leave a message. Messages left on the helpline not only go to our voicemail, but also to our emails. Our goal is excellent customer service and that means responding to voice mails immediately, if not sooner!
Friendly Reminders…
- Calling all cardholders who do not update their own transactions in PARIS! Please be sure to give your receipts to your PARIS user in a timely fashion - within three days is good business practice. PARIS users frequently update for more than one person, so please be considerate of them and turn in your receipts as soon as possible after the purchase.
- Helpful hint for making sure your PARIS transactions are updated in time for the mapper -- put a reminder on your Oracle calendar to update each Wednesday. We have found that cardholders and PARIS users who use this method have a very high rate of compliance.
- When purchasing Capital Equipment (any one item costing $2500 or more), you must supply additional information in PARIS notes - Manufacturer's name, model number, acquisition date, or date received, location of item, name of department taking ownership -- as well as supply a receipt to Inventory within five business days.
- Radioactive materials may not be purchased with a PCard. Contact Susan Hopkins at 3-1661 for your radioactive needs.
- Personal purchases of any kind are not allowed on the PCard. Using your PCard for personal purchases -- even unintentionally -- can cause you to lose your PCard and PARIS privileges, which could greatly impact your department.
- Ordering online? To protect yourself against fraud, do not save your profile online. Sign on as a guest or remove your business profile once your purchase has been made.
- Never put your entire PCard number in an e-mail. If you need to verify your number, just use the last 4 numbers.
- If you have an urgent request or question, please be sure to e-mail purchasing.card@ohio.edu. That e-mail is constantly monitored, even if one of the PCard staff is out of the office for the day.
- When paying for memberships, we need authorization from the planning unit head. Please be sure to attach a copy of the authorization to the statement in which the membership payment shows up. An e-mail from the planning unit head stating approval of the purchase will suffice. See policy at: http://www.ohiou.edu/policy/03-020.html.
Remember the 5 W's -- transactions with Natural Account Codes beginning with 1, 2, 4, or 7 must have:
- WHO: name of the person and their relationship with OHIO
- WHAT: description of what was purchased
- WHEN: when you left Athens and when you returned or date of meeting. Most people mistakenly just put the date of service or the date of the transaction, but we need complete dates for auditing purposes.
- WHERE: city/state or city/country or where at OHIO
- WHY: brief explanation of the business purpose of the purchase
It is helpful to cardholders to use the format above; they can just fill in the blanks and don’t leave anything out. It makes your job and ours a little easier!
Need to buy something over your limit? Follow these simple steps:
- Be sure to seek the request for increase before placing the order.
- E-mail your supervisor or budget unit manager (BUM) explaining your need for an increase. Include the item, cost, and vendor in your e-mail.
- Your supervisor/BUM will then send their approval to purchasing.card@ohio.edu so we can process your increase.
