Departmental P-Card Information
All business related purchases made with a university issued purchasing card must comply with The Ohio State University Expenditure Policies [pdf], Travel Policy [pdf], Human Resource Policies, and Purchasing card Policies [pdf].
Purchasing cards are to be used for small dollar purchases of goods/services. Guest travel expenses must not be charged to the purchasing card. The purchasing card cannot be used for purchases on sponsored programs administered through the Research Foundation.
As of 11/05/2009: In order to assure that expense policies are adhered to, the Chemistry Department PCard is not allowed to be used for restaurant charges related to taking speakers or prospective hires out to lunch or dinner. The card may still be used to purchase food for departmental events.
The P-Card also may not be used for the purchase of goods, subscriptions or services where the vendor intends to keep a record of the card information and automatically bill for future uses/periods.
For a more complete list of items that may not be purchased on the P-Card please see list of restricted purchases.
If you are unsure if your intended use is acceptable please ask us, We will be happy to help.
Usage is restricted to employees of the university. The individual using the card is responsible for its security while the card is in his/her possession. It is preferred that the card be returned within 4 hours of checking it out but it must be returned no later than 4:30 PM on the day it is checked out. Overnight use needs to be approved when you check out the card. For overnight use the card will not be allowed out until after 4 PM and must be returned as soon as possible the following morning.
The purchasing card is subject to a maximum standard single transaction limit of $1,000 and a maximum monthly spending limit of $5,000. Purchases must not be split to avoid the established single transaction limit.
To sign out the P-Card please go to the Chemistry Accounting office in 1104 Newman Wolfrom. The person who signs out the card must be the person who uses the card. You cannot sign the card out and give it to someone else to use. Transactions must be documented on a Purchasing Card Transaction Form completed in its entirety and supported by original, itemized receipts or equivalent documentation. If the required documentation is not available, an explanation must be recorded on the Purchasing Card Transaction Form.
If an item is returned to the supplier, a credit must be applied to the account. Cash or a due bill cannot be accepted for a returned item.
Sales Tax
Purchasers are responsible for making sure that tax is not charged. If sales tax is charged in error, reasonable attempts should be made to recover the charges. Sales tax charges of $10 or more must be recovered from the supplier or the individual who made the purchase.
A list of the states and their sales tax status along with a Blanket Certificate of Tax Exemption [pdf] are available on the Controller's web site.
Misuse of Purchasing Card
Progressive disciplinary steps for purchasing card infractions may include verbal notification, written notification, temporary suspension and/or permanent loss of privileges.
Fraudulent use of the purchasing card will result in immediate revocation of the card and may result in corrective action up to and including termination and/or criminal action. In addition, the university will seek restitution for any inappropriate charge.
Restricted Purchases
The following commodities cannot be purchased on a purchasing card:
- Advertising (except classified ads under $1,000)
- Cash advances or ATMs
- Gas cylinders
- Gasoline
- Guns, weapons, ammunition and explosives
- Internet connectivity and associated Internet expenses.
- Letterhead
- Painting services
- Personal expenses
- Portable and mobile radio equipment
- Purchases on sponsored programs through the Research Foundation
- Radioactive material
- Satellite dishes/antennas
- Security alarm systems
- Signage and graphics
- Telecommunications/telephone equipment and services
- Temporary employment agencies