DP's, Requisitions, and P-Cards

A DP (Direct Payment) form is used to make direct payment to a vendor or reimbursement to an employee (other than travel). If you are hiring a company to create a website, for example, a DP would be required to process payment. Do NOT use this form to request a Purchase Order. A requisition (RQ), formerly the Request for PO form, is used to request the issuance of a Purchase Order. The guidelines for purchasing, along with OU Policy and Procedure can be found at: http://www.ohio.edu/finance/accountingmanual/purchasing.cfm . PI/PD’s should become familiar with purchasing policies. These policies are in the 55.XXX series.

The Travel Expense Report (TR) is used to request reimbursement for travel expenses during multi-day and/or non-auto travel. This form allows up to four pages of entry. Travel EZ is used for one-time, same day, roundtrip travel by auto ONLY. The policy and procedure for travel can be found at: http://www.ohiou.edu/policy/41-121.html . P-Cards (Purchasing Cards) are issued after an application is completed. Projects may NOT be used as the default account number on a P-Card. Instead, an operating account must be used for the default account, which most often requires the approval of the department chair and dean. Information on how to obtain a P-Card can be found at: http://www.ohio.edu/finance/pcard/index.cfm .

Each expense must be directly related and documentable to the project when editing the P-Card transaction when using the project account string on the transaction. If the department will not permit its operating account to be the default account number on the P-Card, the PI/PD’s Research Incentive account number may be utilized.

TIP: If the PI or members of his/her staff are going to travel via commercial air, it is strongly encouraged that the individual traveling have his/her own P-Card for insurance purposes, in case of a tragedy.

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