We are no longer able to accept 'supplies' as a complete description. Please list what was purchased, splitting out any items that do not belong in the 300000 Natural Account Code (NA).
The description for NA code 796900 has been updated. The only time NA code 796900 is used is for a charge due to fraud or unauthorized charges. All other transactions for which a credit is expected should be coded in the normal way. For example: you get overcharged for paper – use NA 310000.
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When the credit shows up in PARIS, be sure to use the exact same account number as the original charge. That way, the transaction will zero out. It is helpful to put the post date of the original charge in Notes to create a transaction trail.
Follow up for disputed transactions is the cardholder's responsibility. To dispute a charge, first call the vendor and attempt to resolve the issue. Remember we only have 60 days to dispute an item and follow up on the dispute. Vendors are aware of that, so use caution when they ask for 'more time' to give you the credit. Mark your calendars several days out as a reminder to check PARIS for the refund or to call the vendor again if necessary. If the vendor does not issue a credit, complete the Disputed Items form. Attach a copy of the disputed items form to the statement, along with the receipt in dispute if there is one.
Mastercard charges a 1% foreign transaction fee. If you are purchasing from a vendor whose bank is in a foreign country, you may see a slightly higher transaction amount on your statement than is on your receipt.
The Mapper Schedule is now online on the Pcard website. http://www.ohio.edu/finance/pcard/mappingschedule.cfm
Keep in mind, it is subject to change, so just use it as a guideline. All transactions must still be updated 10 days from the post date.
The new Catering policy can be found at: http://www.ohiou.edu/policy/47-015.html
Did you know there is a web site where you can check your Pcard's available balance and other Pcard account information? Just go to www.genetservice.com to register. When asked for your account number, use your Pcard number. This web site is in real time, so as soon as your Pcard is swiped, you can view the charge. For more information go to http://www.ohio.edu/finance/pcard/genetsignup.cfm.
When reconciling your statement, please put the receipts in the order in which they are listed on the statement. It makes it a lot easier for your supervisor or BUM to review the statement and receipts before signing the Statement Approval form.
The Statement Approval form is the only authorized method of approval. The viewed and approved boxes in PARIS only signify that the information entered into PARIS is correct.
Always use your campus address when placing an order, buying airfare, making lodging reservations, etc. Never use your home address.
Many of our forms have been updated. Be sure to download the most current form at: http://www.ohio.edu/finance/forms/pcard.cfm
The Pcard is not transferable. Never loan your Pcard to anyone, even a co-worker or student. Loaning your card out causes you to lose all dispute rights and you will be held liable for any fraudulent charges. If your co-worker doesn't have a Pcard, they must use cash or other approved method of payment. Protect yourself by not letting anyone else use your Pcard!
Remember to use Ohio University's preferred suppliers - we have negotiated great discounts with them. Check them out under Suppliers & Contracts at: http://www.ohio.edu/finance/purchasing/index.cfm
When updating PARIS, be sure to update each line. Updating the top line only changes the top line. If you have multiple line items and need to change the account number in all of them to the same account number, use the control (Ctrl) key on your keyboard and select each line you want to change. When you change the numbers and click on 'save', each line you selected will have been changed. Keep in mind that when you use our contracted vendor, Office Max, for office supplies, the description of each item is pre-populated in the description line for you! You do not need to change the description entered by a vendor.
Don't have enough money on your card to make your purchase? Need an increase? Here are your options:
- Before you make the purchase, ask your Budget Unit Manager (BUM) to request an increase on your behalf. We need to know the item and quantity, the vendor's name, the cost or quote, and if you will be charging it on a grant or operating account. This information, along with the request for increase should be emailed to purchasing.card@ohio.edu - OR -
- Put through a requisition for a Purchase Order.
Reminder: You must submit a requisition for purchase order when buying a copier. Do not use your Pcard for buying a copier. A lease must be signed and leases must go through Purchasing.
When updating the 'where' in PARIS notes, please do not use airport codes in place of the city/state/country. We just don't have all of those memorized yet!
Protect yourself against fraud. Any transaction in PARIS that does not appear to be yours should be reported immediately. You can report suspected fraud by calling the number on the back of your Pcard or the Pcard helpline at 597-6446.
Alcohol for personal consumption is not an allowable expense. You must have alcohol split off of your guest check and pay for it yourself.
If you are a PARIS user who is responsible for updating transactions for several cardholders, the Cardholder Rollup report, found in PARIS, is a great tool to help you make sure you never miss collecting a statement! The Cardholder Rollup lists all cardholders who should have a statement for any given cycle. It is a great time/sanity saver!
What does it mean if your card is placed on probation? This means you have received 2-3 warnings that you are not in compliance. It does not mean your card is on hold. Any future non-compliance issues could cause your Pcard to be permanently closed and PARIS privileges revoked. Probation is permanent.
