Module 4: OSUE Troubleshooting Guide

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Module 4 OSUE Troubleshooting Guide
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Module 4 OSUE Troubleshooting Guide

• Target audience
• All OSUE employees participating in the OSU
  Purchasing Card Program
• Key concepts
• How to handle Purchasing Card problems including
• Sales tax
• Returning or exchanging an item
• Disputes
• Misallocated Transactions
• Declines
• Fraudulent charges
• What University forms must be completed for
  various Purchasing Card problems
• Before you begin
• Test yourself
• For assistance
• Contact OSUE Business Operations at (614)
  688-4704

• Using another Departments Chartfield
• Hybrid Transaction
• Lost or Stolen Cards
• Purchasing Card account changes
• International orders

When you see this symbol, go to the back of the
section to find the corresponding handout.
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Sales Tax

• The University does not pay sales tax or use tax
  in Ohio and other states that have a sales tax
  exemption.
• Purchasing Card users are responsible for making
  sure that tax is not charged, when applicable.
• If sales tax is charged in error, reasonable
  effort should be made to recover it.
• Sales tax charges of 10 or more must be
  recovered from the supplier or by other means.
• A list of states and their sales tax status is at
  http//www.ctlr.ohio-state.edu/.
• Blanket State of Ohio Certificate of Tax
  Exemption Forms are available at
• http//www.ctlr.ohio-state.edu/form/Secure5Cblnk
  exem.pdf /.

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Using Another Departments Chartfield

• Pre and Post Approval from two sources
• Unit Approver for PCard
• Authorized Signer for Org/Fund
• Documentation to two places
• Reallocator - originals
• Org Office - copies

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Returning or Exchanging An Item

• If an item is returned to the supplier, a credit
  must be applied to the account.
• Returns on purchases by phone, mail, or fax
  require more complex documentation.

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Returning or Exchanging An Item

• Credits for returned items can be received on
  expired or canceled Purchasing Cards.
• An exchange of like items (eg.,for a different
  color), does not require a credit to the account.

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Hybrid Transactions

• What is it?
• A purchase that incorporates both service and
  goods in an expense
• Examples
• Catering, printing and rentals
• Can the Puchasing Card be used?
• Use the next slides to determine

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Hybrid Transactions

• Section 1 Hybrid transactions that are allowed
  on the Purchasing Card.
• Is this transaction for catering?
• Yes The PCard can be used unless the questions
  in Section 2 say otherwise.
• No Continue to the next question.
• Is this transaction for printing?
• Yes The PCard can be used unless the questions
  in Section 2 say otherwise.
• No Continue to the next question.
• Is this transaction for postage or shipping?
• Yes The PCard can be used.
• No Continue to the next question.
• Is this transaction for a membership?
• Yes The PCard can be used for the purchase.
• No Continue to the next section.

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Hybrid Transactions

• Section 2 Hybrid transactions that should NOT be
  made on the Purchasing Card.
• Are you receiving a tangible item?
• Yes Continue to the next question.
• No This transaction should not be done on the
  Purchasing Card with the exception of postage and
  memberships.
• Are you required to sign a contract or terms and
  conditions?
• Yes This transaction should not be done on the
  Purchasing Card and will require a Purchase
  Order.
• No Continue to the next question
• Is the service portion of the transaction 50 or
  more of the total expenses?
• Yes This transaction should not be done on the
  Purchasing Card.
• No Continue to the next question.
• Does the item need to be returned to the vendor
  (i.e. a rental)?
• Yes This transaction should not be done on the
  Purchasing Card, with the exception of Rental
  Cars.
• No Continue to the next section.

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Hybrid Transactions

• Section 3 For further assistance.
• All questions have been answered?
• Yes Contact the Business Office for further
  discussion
• No Review all questions. If a solution can not
  be reached, contact the Business Office.

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Disputes

• A Dispute/Usage Agreement Form must be on file in
  order to guarantee dispute rights on the
  Purchasing/Travel Cards.
• The Purchasing Card Manager is responsible for
  seeking resolution with the vendor.
• A Dispute is to be filed at the bank within 60
  days of the transaction and after all avenues
  with the supplier have been exhausted.

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Dispute ProcedurePurchasing Card

• Cardholder/Card Manager must attempt a good faith
  request to settle the dispute directly with the
  vendor.
• If the vendor is uncooperative and will not issue
  a credit, the Cardholder/Card Manager must...
• (1) Report the card Lost/Stolen with the bank
  (see slide 13)
• (2) Complete the Dispute Form (found on the back
  of the monthly credit card statement from the
  bank example on slide 12A)
• (3) Submit the Dispute Form and the Dispute/Usage
  Agreement Form to the bank for resolution
• Send dispute documentation toPNC BankP.O. Box
  535239Pittsburgh, PA 15253-5239orFax (412)
  762-9157

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Fraudulent Charges

• Fraudulent transactions are possible when the
  Purchasing Card is lost or stolen.
• Fraudulent transactions occur when personal
  purchases are deliberately made on the Purchasing
  Card.
• This is an unusual circumstance but it does
  happen.
• The University will seek personal restitution for
  any inappropriate charges and corrective action
  may include termination and/or possible criminal
  prosecution.

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Lost or Stolen Cards

• Lost or stolen cards must be reported
  immediately, as all charges made to your account
  before it is cancelled are the liability of the
  University. Follow the steps referenced below
• Call the Bank at [phone] immediately. In
  order to expedite delivery of replacement card,
  caller must request a "rush" delivery.
• If the card has been stolen while on OSU
  property, call the OSU Police (614-292-2121).
• Notify the department Senior Fiscal Officer and
  the Purchasing/Travel Card Office (614-292-9290).
• Notify your Financials System Reallocator/Approver
  and any other pertinent parties that are
  maintaining new account information records.

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Misallocated Transactions

• If found in a timely manner, a misallocated
  Purchasing Card transaction can be corrected.
• Contact your Reallocator.
• Needed for correction
• A copy of the eReport highlighting the
  transaction error and,
• A completed OSU Extension Expense Transfer Form.

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Declines

• An OSU Purchasing Card transaction may be
  declined for a variety of reasons.
• Note special arrangements can be made for
  short-term transaction limit increases.
• For assistance, contact your Purchasing Card
  Manager, Extension Purchasing Card Coordinator,
  or University Purchasing and Travel Card staff.

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Purchasing Card Account Changes

• All changes to the Purchasing Card account must
  be documented and approved.
• The OSU Purchasing Card and Travel Card
  Maintenance Form is required for some changes.
• Changing a Purchasing Card Manager requires the
  original Purchasing Card Account to be closed.
  All User Agreements must be resubmitted to the
  new Manager.
• Canceling a Purchasing or Travel Card account
  requires the following to be forwarded to the
  Extension Purchasing Card Program Coordinator
• A completed and fully signed Maintenance Form
  and,
• The cut up card.

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Purchasing Card Account ChangesOSU Purchasing
Card and Travel CardMaintenance Form
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International Orders

• Careful consideration must be given to making an
  international order.
• The Ohio Revised Code requires OSU to give first
  consideration to goods produced in the United
  States and to participate in the Buy Ohio
  Program.
• Purchases outside of the United States can
  present unique requirements.
• Use other purchasing tools if at all possible.
• If placing international orders, give
  consideration to
• Currency exchange rates
• Bank fees
• Shipping arrangements and,
• Customs requirements.

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Test Yourself

• Complete the following assessment so you can be
  sure you understand the material.
• Your answers are private and test results are not
  scored.
• Sales tax charges of 10 or more must be
  recovered from the supplier or the individual who
  made the purchase.
• True or False.
• If an item is returned to the supplier, what can
  be applied to the account?
• Due bill, credit, or both?
• To change the units Purchasing Card Manager, you
  need only to notify the Extension Purchasing Card
  Program Coordinator and the units Reallocator.
• True or False.
• Canceling a Purchasing Card account requires what
  to be forwarded to the Extension Purchasing Card
  Program Coordinator?
• ___________________ and __________________.
• For the correction of a misallocated Purchasing
  Card transaction, what documentation must be
  submitted to your OSUE Business office
  representative?
• ____________________and __________________.

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Test Answers

• Sales tax charges of 10 or more must be
  recovered from the supplier or the individual who
  made the purchase.
• True or False.
• If an item is returned to the supplier, what can
  be applied to the account?
• Due bill, credit, or both?
• To change the units Purchasing Card Manager, you
  need only to notify the Extension Purchasing Card
  Program Coordinator and the units Reallocator.
• True or False.
• Canceling a Purchasing Card account requires what
  to be forwarded to the Extension Purchasing Card
  Program Coordinator?
• ___________________ and __________________.
• For the correction of a misallocated Purchasing
  Card transaction, what documentation must be
  submitted to your OSUE Business office
  representative?
• ____________________and __________________.