7.-7.3. Allowable Purchases with The PCard
7.1. General Requirements for all Card Purchases
- As a public institution, the university is held to a high degree of public scrutiny and accountability for its business practices. Issuance of a payment card is a privilege, and every reasonable effort must be made to verify that funds are used responsibly and in a manner consistent with the purpose and mission of the university. Payment cards are issued by ÌìÌÃÄñÏÈÉú as a convenience for purchasing goods and some limited services (e.g., travel) by university employees. As such, payment cards are issued at the discretion of the University.
- PCards are subject to the single transaction and cycle spending limits established for each card type. Cardholders need to be aware of these limits; they are communicated on the card application and included when you receive your card. You are also able to monitor your available balance through the Global Card Access app. You should talk to your CFAO if you feel you have inadequate limits.
- Purchases must not be split to avoid the established single purchase transaction limit on a card.
- This practice is referred to as pyramiding (e.g., if you are buying five items and instead split them into two transactions of two(2) items and three (3) items to get around the single transaction limit).
- If a purchase is returned to the supplier that was paid using a university credit card, the credit must be applied to the credit card. Cash or store credit cannot be accepted for a returned item. The same is true if you were overcharged and a refund is due; it must be applied to the card.
- Auto-renewal payments should not be setup using the university pcard. In many cases, auto-renewals have terms and conditions associated with the purchase that are required to be reviewed through the process and executed with appropriate signature authority in place.
- All purchases must comply with all University policy and procedures and must meet all grant or foundation account requirements.
7.2. Acceptable Purchases
- Payment cards may be used to pay for business expenditures that are allowable under the university
- purchasing policy and which align with their spend profiles (MCC groups, monthly credit limit, and
- single transaction limits.) In addition, purchases must comply with all other university policies that
- guide specific categories of purchases.
In general, a university card may be used to purchase any item that falls within the guidelines provided by the Purchasing policies (whose numbers start with 55.), Policy 41.121, "Reimbursement for Official Travel and Entertainment," Policy 41.123, "Entertaining Official Guests," and Policy 03.016, "Foundation Expenditures." However, it should be noted that all university policies must be followed, and the payment card should not be used to circumvent any university policy.
- This provides a quick reference tool that outlines what types of purchases can be made using a university payment card.
7.3. Unallowable Purchases
The university payment card may not be used to purchase the following items:
- Personal items
- Live animals (contact Lab Animal resources in Research Compliance Office for details, questions or assistance)
- Controlled substances requiring a DEA license
- Employee relocation and relocation-related expenses
- Purchases that involve signing an agreement, license, contract or terms of use agreement ugh –send the terms and conditions to Purchasing Contracts Office at contracts@ohio.edu for review and action
- Long term rentals (1 year or longer) whether for equipment or facilities
- Contracted or personal service providers or payments to individuals – specific to 1099 service providers (e.g., photographic studios, physicians, medical labs, consultants, temporary staff, vehicle repair, etc.) – such services almost always come with some sort of agreement or contract that requires review by Purchasing Contracts Office
- Radioactive materials (contact Environmental Health and Safety Office for details, questions or assistance)
- Weapons or ammunition
- Donations (which are strictly prohibited with public dollars)
- Fuel for privately-owned vehicle or aircraft (reimbursement is based on federal per diem rates)
- Modifications to building structures (e.g., labor, installation fees, mechanical or electrical reports, etc.)