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
• Declines
• Lost or stolen cards
• Fraudulent charges
• International orders
• Purchasing Card account changes
• Misallocated transactions
• 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

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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.
• A sales tax error can be voided by the vendor if
  noticed and handled on the same day of the
  transaction.
• 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 the individual who
  made the purchase.
• A list of states and their sales tax status is at
  http//www.ctlr.ohio-state.edu/.
• Blanket Certificate of Tax Exemption are
  available at http//www.ctlr.ohio-state.edu/.

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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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DisputesPurchasing Card

• The bank will not accept disputes for OSU
  Purchasing Cards.
• The Purchasing Card Manager is responsible for
  seeking resolution.
• A Dispute Form is to be filed upon resolution or
  after all avenues with the supplier have been
  exhausted.

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Dispute FormPurchasing Card
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Disputes Travel Card

• The Travel Card user is responsible for seeking
  resolution.
• If attempts to reach an agreement have failed,
  JPMorgan Chase must be notified.
• The Travel Card Dispute Form must be filed within
  60 days.

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Dispute Form Travel Card
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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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Lost or Stolen Cards

• Lost or stolen Purchasing Cards must be reported
  immediately.
• The Purchasing Card Manager or the individual
  named on the Travel Card is responsible for
  notifying
• JPMorgan Chase
• The FAES Senior Fiscal Officer (Melissa Krygier)
• The Extension Purchasing Card Coordinator (Cindy
  Tschanen) and,
• The University Purchasing and Travel Card Office
• Report stolen Purchasing Cards to the OSU Police
  Department or local police authority.
• An Extension unit is liable for all charges made
  on Purchasing Cards assigned to their users.

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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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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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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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Misallocated Transactions

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

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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 __________________.