天堂鸟先生

7.4. Restricted Use

These items may be allowable on the card, if you follow and abide by the outlined process. You should attach required documentation as part of the substantiation. Please see the Pcard Procedure Manual for more details.

You do not need to request an exception, as long as you have followed the process and have the necessary approvals, as they relate to OIT, Purchasing Contracts Office, Legal Affairs, etc. Failure to comply with conditions may result in a violation.

• Alcohol for consumption can be purchased with a university payment card but must be charged to a foundation account. Such charges are also subject to University Spending Guidelines
  • Note: Some conferences may include something called 鈥渄rink tickets鈥� for dinners that are included in the cost of attendance of the conference. When such costs cannot be determined (because the cost of the drink tickets are embedded in the conference fee), this can be charged to a university operating account. However, if the cost of the alcohol is separate, it must be charged to a foundation account when the card transaction is reconciled.
• Capital equipment is allowable on operating funds only (it is not allowable on grant funds). Capital equipment is defined in policy 19.054 鈥淓quipment Inventory Control鈥� and is defined as university owned moveable equipment items having a minimum cost of five thousand dollars ($5,000) and a useful life of over one year and includes donated items and equipment purchased with grant or gift funds. Certain equipment purchased with grant funds remains the property of the sponsoring agency and must be tracked and recorded in compliance with Federal Acquisition Regulation (FAR) and Uniform Guidance (UG). If equipment is purchased via payment card on operating funds the following information must be provided in Concur when the transaction is updated in order for the equipment to be recorded and properly tagged as university equipment:
  • Manufacturer鈥檚 name, serial number, and model number
  • Location of equipment (building and room number)
  • Acquisition date or date received
  • Unit acquisition cost (if not already clearly identified)
  • Name of department taking ownership
  • Contact name to be tracked as responsible for the equipment
  • Select the expense type in Concur entitled 鈥淐apital Equipment鈥�
• Out-of-state printing is restricted according to policy 鈥淧urchasing 鈥� Printing Procurement.鈥� It is the responsibility of the cardholder to determine if the purchase falls within these requirements. Questions should be directed to Printing Resources. Though it is not strictly required, the University encourages all cardholders to use Ohio based printing facilities per the State鈥檚 鈥淏uy Ohio鈥� initiative.
• Maintenance or Service agreements are generally not allowable on a payment card as they often require the execution of an agreement that legally binds the university to certain terms and condition for a length of time. As such, these types of agreements should be processed on a requisition (request for purchase order).
• Gifts and gift certificates are allowable only when certain criteria are met. Also refer to the University Spending Guidelines; policy 03.016 鈥淔oundation Expenditures;鈥� and the Purchasing Guide for additional information.
• Any 鈥渃lickwrap鈥� or 鈥渃lickthrough鈥� agreement (internet based, including software agreements and digital marketing agreements, e.g., Facebook, Linkedin, Twitter) required in connection with a payment card purchase must be reviewed and approved by Information Technology (in the case of software agreements) and Purchasing Contracts Office or Legal Affairs and signed by an authorized employee under University Signature Authority, prior to purchase.
• Software cannot be purchased without first completing the Information Technology Security & Accessibility Review process and having the terms and conditions associated with the software reviewed and approved by Purchasing Contracts or Legal Affairs and signed by an authorized employee under University Signature Authority prior to the purchase.

7.5. Sales Tax

天堂鸟先生 has a tax exempt status and, as a result, is exempt from most sales tax depending upon the type of purchase and location of the supplier. Always check the Sales Tax webpage before using a payment card to ensure you have the proper tax exemption certificate. When making tax exempt purchases on the PCard, the cardholder may be required to enter their PIN twice to account for the transaction and the tax exemption.

The tax exempt webpage outlines what states 天堂鸟先生 is exempt from sales tax and if any paperwork is needed to claim the tax exemption. Copies of exemption certificates can also be found on this page.

• The cardholder should ensure that Ohio sales tax is not paid on purchases, when required.
• The cardholder must tell suppliers the University is exempt from Ohio sales tax. A copy of the University鈥檚 Tax Exempt Certificate is available if the supplier needs to see it. In some cases, the University has applied for sales tax exemption in other states. Before you purchase, make sure you check the Tax Exempt Purchases page for other states in which the University has secured sales tax exemption status.
• If purchasing online and having items shipped to Ohio, purchaser should use the Ohio Tax Exemption certificate no matter where vendor is located.

CFAOs are responsible for having processes in place that ensure a reasonable effort was made to recover sales tax amounts from vendors charged in error for amounts in excess of $25. However, the effort (hourly cost) must not exceed the sales tax cost. If sales tax is inadvertently charged, cardholders should not be asked to reimburse. If a vendor will not honor a sales tax exemption, an explanation should be included with the transaction in Concur. All actions should be documented as part of the transaction in Concur.

7.6. Fraudulent Activity on Payment Card

Contact Bank of America customer service using the number shown on the back of your card immediately upon discovery of fraudulent charges. See section 8.5.2 for details on reconciling the transaction.

Bank of America will automatically send Suspicious Activity alerts to the cardholders鈥� mobile numbers (if on file) in addition to email and phone call. This notification can help quickly identify when a transaction should or should not be flagged as fraudulent. As a best practice, the bank suggests that all cardholders include a mobile number in their GCA profile for the fastest receipt of suspicious activity alerts.

7.7. Disputed Activity on Payment Card

Cardholders should attempt to resolve all disputed charges, such as overages or duplicate charges, with the merchant prior to filing any disputes with the bank. If attempts with merchant are unsuccessful, the cardholder can then file the dispute by calling the number on the back of their card within 60 days of transaction. Please be advised that dispute resolution are handled by a third party vendor and can take up to 90 days to resolve.

Cardholders should still process their report within 28 calendar days of posting in Concur, and mark any unresolved disputed charges as documented in Section 8.5.2.