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4.6. When A Cardholder Leaves the University or Moves to Another Planning Unit

• Employee Leaving the University - CFAOs are responsible for ensuring that procedures exist within their planning unit to collect university payment cards and any necessary documentation for outstanding transactions from employees leaving the university as part of the exit process within the planning unit. CFAOs must immediately cancel the university card when employment is terminated, by sending an email to financecustomercare@ohio.edu with the subject line: Cancel Payment Card - <Name> <effective date>.
• Employee duties change within the department/planning unit 鈥� CFAOs need to have a process of reviewing payment cards for employees that have a new position or change in position scope to ensure that the card type is matched appropriately to the cardholder鈥檚 roles and responsibilities.
• Employees moving from one planning unit to another within the university 鈥� CFAOs from the old and new planning unit must coordinate to determine if the employee鈥檚 new role requires the use of a university payment card. If the new role does not require the use of a card, the CFAO for the departing planning unit must request cancellation of the card. If the employee鈥檚 new role requires the use of a payment card, the CFAO for the new planning unit should review the type and limits of the current card to determine if those are reflective of the employee鈥檚 new role and responsibilities. Changes to the card, including the new planning unit/organization, should be coordinated with the pcard administrator through a new application.

4.7. Card Limit Exception Process

A planning unit CFAO (or delegate maintained in FARM) can request either or both a temporary increase to either the single transaction limit or the monthly card limit by submitting the request to financecustomercare@ohio.edu. The temporary increases can be requested in standard increments as shown on the pcard application. (ex. Cardholder has a single transaction limit of $1,500 but needs to make a purchase for $2,000. The cardholder would be increased to the next standard limit which is $2,499.) The request will be routed to the pcard administrator to make the adjustment in the banking system and the requestor will be notified once the adjustment has been applied. Please keep the following items in mind when making a card limit request:

• Requests for increases to single transaction limits up to $10,000 and monthly transaction limits must be submitted and approved by the planning unit CFAO or designee and must include detail to support the proposed increase.
• Any increases approved by the CFAO must be for an allowable expense for the card under the purchasing card policy and procedures.
• All requests above $10,000 must be approved by the Director of Payments or designee. The payment card is not a substitute for standard procurement processes (Purchase order, contract review, insurance requirements, etc.) and, as such, increases may be denied.
• Requests for increases will only be granted using standard spend profiles as shown on the card application. This PCard program can no longer support various spend limits.

Single transaction limits can also be adjusted using Bank of America鈥檚 Exact Override feature. To use this feature the request sent through Finance Customer Card would need to give the EXACT amount of the transaction to be processed, which is over the cardholder鈥檚 permanent spend profile. The PCard Administrator would put a one-time exact override on the cardholders account allowing the transaction to flow through without changing the spend profile on the card.

4.8. Fraud Prevention & Card Security

The cardholder should use basic security measures, as outlined below, to guard against fraud:

• Do sign your card as soon as it arrives or write 鈥渁sk for ID鈥� on the back. This should prompt merchants, at least when using a card in-person, to ask for ID to prove your identity as the cardholder.
• Do keep your card in a secure location and guard the card number carefully to ensure that no fraud or inappropriate use occurs on the card. It is a best practice to place your university payment card separate from your personal cards so that you do not inadvertently use your university payment card for a personal purchase.
• Do make sure you save your receipts in a secure location so that you have them when it is time to update your transaction in Concur.
• Do keep an eye on your card during a transaction and retrieve it as soon as possible.
• Do always know where you card is! If you can鈥檛 find the card, assume the worst 鈥� cancel the card and request a new card.
• Do be aware of what you are signing so that your signature does not inadvertently end up on something that you do not have university signature authority to sign (like a contract or terms/use of agreement document).
• Do visit reputable, familiar vendors whenever possible.
• Do report possible fraud immediately to Bank of America using the number on the back of your card.
• Do not lend your card to any other person to use.
• Do not give your card number to anyone over the phone unless you know you are dealing with a reputable vendor.
• Do not save or send the full credit card number in hard copy or electronically, including and not limited to emailing, faxing, texting, voice mailing, or other electronic messaging system; write it on paper; store it in a file; or enter it in Excel, Word or other app/device/program.
• When making online purchases, 鈥済uest checkout鈥� or 鈥渄o not save card number鈥� options must be used when available to avoid storing the university payment card in the system (this also helps avoid inadvertently using the university payment card for personal purchases).
• If the cardholder is required by a supplier to store payment card information in an online merchant site for the procurement of goods and some travel services, the account must be monitored on a weekly basis for inappropriate activity. This is one of the most common reasons that a university payment card is used for personal purchases because the university card is setup as the default card on the account for all charges. It is highly recommended that if you have to do this to make a purchase, you immediately remove the university pcard number from the site/application.