Module 1: OSU Purchasing Card Program

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Module 1 OSU Purchasing Card Program
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Module 1 OSU Purchasing Card Program

• Target audience
• All OSUE employees participating in the OSU
  Purchasing Card Program
• Key concepts
• Purchasing Card types
• Purchasing Card process overview
• Purchasing Card program responsibilities
• Purchasing Card controls and liabilities
• Before you begin
• Read the Purchasing Card and Travel Card policy
  at the OSU Purchasing Card website
  (http//purchasing.osu.edu/pcard/).
• Test yourself
• For assistance with viewing this program
• Contact OSUE Business Operations at [phone]

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Purchasing Card Program

• Purchasing tool
• Advantages
• Convenient and fast
• Tax-exempt
• Accepted everywhere
• Vendors paid quickly
• Disadvantages
• User must know State and University polices
• User must provide lots of documentation
• User must correct all errors
• It is time-consuming

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Purchasing Card Types

• Purchasing Card
• Embossed with the departments name
• Small dollar purchases for goods
• Conference registrations and hotel (lodging)
• Airfare and rental car services
• Travel Card
• Embossed with an individuals name
• For faculty and staff required to travel
  frequently
• Airfare
• Hotel (lodging)
• Business expenses on hotel bill (parking,
  internet, etc.)
• Rental car services

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Purchasing Card Process Overview
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Purchasing Card Controls and Liabilities

• Controls
• Maximum dollar amount per transaction
• Maximum dollar amount per cycle
• Approved merchant commodity codes
• Default chartfield
• Liabilities
• Dispute/Usage Agreement Form

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Dispute/Usage Agreement Form
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Purchasing Card Program Responsibility
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Final Thoughts

• Convenient tool but
• Contacts for help

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Test Yourself

• Complete the following assessment so you can be
  sure you understand the material.
• Your answers are private and test results are not
  scored.
• A Purchasing Card is fast and convenient with
  little department responsibility.
• True or False.
• What Purchasing Card should you choose when
  purchasing an airline ticket?
• Purchasing Card or Travel Card or both?
• When you use a Purchasing Card, you can spend up
  to 5000 for a purchase.
• True or False.
• An Extension department is liable for all charges
  made on Purchasing Cards assigned to their users.
• True or False.
• Purchasing Card use involves what
  responsibilities in addition to the written
  policies?
• __________, _____________ and __________________.

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Test Answers

• A Purchasing Card is fast and convenient with
  little department responsibility.
• True or False.
• What Purchasing Card should you choose when
  purchasing an airline ticket?
• Purchasing Card or Travel Card or both?
• When you use a Purchasing Card, you can spend up
  to 5000 for a purchase.
• True or False.
• An Extension department is liable for all charges
  made on Purchasing Cards assigned to their users.
• True or False.
• Purchasing Card use involves what
  responsibilities in addition to the written
  policies?
• Ethics, Objectivity and Common Sense.