天堂鸟先生

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Department of Finance
天堂鸟先生
79 S Court St
Lindley Hall N162
Athens, OH 45701
Finance

3. Obtaining A Payment Card

3.1. Applying for the card

Applications must be completed for each new card type issued. To be eligible for a university payment card:

  • the individual must be an active University employee or a graduate student with an employee status based on the current Human Resource records at the time of request.
  • Undergraduate students, non-employees, and temporary agency employees are not eligible to receive most types of university payment cards but may be eligible for a declining balance card with proper business justification and approvals.

Every applicant must complete the application in its entirety.

  • Cardholder Information - All cards are issued under legal names with a maximum of 21 characters (no nicknames). If your legal name has more than 21 characters, please provide information on how your name should be shown on the card.
  • Cardholder Specifications 鈥 Descriptions of card types and monthly credit limits are found in Sections 3.1.1 and 3.1.2.
  • Signatures/Approvals
    • All applications must be signed by the cardholder and CFAO.
    • There are optional signature lines available for the department/chair and/or dean/vice president for those planning units that require that level of approval.

3.1.1. Types of Payment Cards

天堂鸟先生 has partnered with the Bank of America to provide the payment card program. All Bank of America cards are contactless chip cards and require a PIN to be set up and used at many merchants. In some instances, double entry of the PIN may be required to account for the transaction and the tax exemption on the card.

This program encompasses several different kinds of cards. New card types may be added as they become available in the banking industry as business needs dictate. Each card is configured with a set of merchant category codes (MCC) that are part of each card鈥檚 spend profile. An MCC is a code that classifies a business according to the types of goods or services that it provides (e.g. airfare, books and periodicals, hardware equipment, etc.). An MCC group is made of similar MCCs and is included or excluded from a pcard鈥檚 spend profile in order to allow or disallow purchases from various types of vendors.

The program consists of the following types of cards and MCC groups:

  • Purchasing card: a university payment card that can be used to make qualified purchases that may not be available in the university e-procurement system. See Section 7.3 and 7.4 for unallowable and restricted purchases on the card. Purchasing cards include MCCs that apply to the majority of vendors with which the university does business. Excluded MCC鈥檚 include items like cash advances, bank transfers, loan payments, etc.
  • Departmental Card: a university payment card that can be used to make qualified purchases that may not be available in the university e-procurement system. It includes MCCs that apply to the majority of vendors with which the university does business. Departmental cards require the Chief Financial and Administrative Officer to have control procedures in place and to designate a card custodian for each departmental card. See Section 6 for details related to control requirements associated with departmental cards.
  • Travel card: a university travel card can be used to pay for hotels, airfare, transportation, conference fees, membership and other types of transactions that may occur when one is traveling (e.g., grocery stores, bookstores, drugstores, office stores, etc.). It includes MCCs that apply to the majority of vendors used for transactions such as those listed. See Section 5 for additional details on the travel card.
  • Declining balance card: a declining balance card can be used in certain circumstances for non-university employees. A declining balance card has a set limit that declines with each qualified purchase on the card.
  • Corporate travel card: a corporate travel card is a virtual card (meaning it is not a physical card) that is available in Concur that can be used to charge airfare for university employees and guests (including students), and rental cars for arrangements made through university vendors.
  • Accounts Payable Card: the accounts payable card is a central card that is maintained by the Finance area to pay vendors on an emergency basis and serves as part of the business continuity plan.

3.1.2. Transaction Limits

Every pcard has two types of transaction limits associated with the card, referred to as the spend profile 鈥 a monthly credit limit and the single transaction limit. Available limits are listed on the Pcard Application.

The monthly credit limit is the total dollar amount that can be charged to a card over the course of a card billing cycle. Monthly credit limits should be requested based on spending needs. CFAO鈥檚 may request changes to a monthly credit limits when necessary. All card applications requesting monthly credit limits greater than $25,000 require chief financial officer approval.

Single transaction limits are the limits set on individual transactions. Single transaction limits are selected at the time of card application and should be reflective of the role and business need of the cardholder. Exceptions to the standard single transaction limits are not common. However, exception requests can be made by the CFAO [or delegate maintained in the Financial Approver and Related Metadata (FARM) system] using the 鈥淐ard Limit Exception Process鈥 outlined in Section 4.7.