Pro Card

Pcard Update (April 7, 2009)

Forms

• PCard Manager Agreement
• PCard Unit Approver Agreement
• PCard User Agreement
  
• Food/Beverage Documentation form
• Tax Exempt Form

• City of Columbus Hotel/Motel Excise Tax Form

Pre- Approval

• Obtain pre-approval from your supervisor PRIOR to using your pro card.  An email message from your supervisor with his/her approval is acceptable.  How you obtain pre-approval is for your office/department to decide the procedure you want to use.  There is no "Pre-approval signature" line on the new pcard form and nothing has to be attached but fine it if is.
  

• You may request pre-approval for a special events such as your county fair, or a particular camp.  Indicate on your pre-approval request the dates you think you may be purchasing items and possible stores you will be shopping at.

• The Approval Signature should be acquired AFTER the purchase by your supervisor.

• If you acquired a T# because you're using the pcard for hotel, airline or a registration fee, you may attach a copy and record the T# in Line 6 of the Purchasing Card and travel Card Form.
  

Other Tips

• If you are staying at a hotel and rooming with another OSUE employee and want to use your pro card, you need to split the cost and pay your portion on your pro card.  It the other employee does not have a pro card they need to pay it personally.  You should never pay for the whole cost yourself just because you have the pro card.  Also, a T# would be required for each person since there is a hotel charge.

•  When charging a business meal or business-related meal, 20% tip is the maximum allowed and be sure to tell them you are tax exempt.

• When paying registration fees on the pro card,  you can only pay for your own.  It should not be used to pay for several registrations at one time.  You should have your T# BEFORE doing this.  Each approved user should log out the card from the PCard Manager and pay for their registration and turn the card back in.  If someone that needs registered is not an approved user of the pro card, they need to pay it personally, request pre-payment on their T# Request form or have the office send a check from the local checking account.

• When paying for subscriptions, memberships, etc.  The form that you filled out for renewall isn't really a good receipt.  I need something from the vendor saying what you paid for, the amount and a date of payment.  I often just write on the form that I would like a receipt faxed to me and it works most of the time.  If it doesn't work, you need to give a call to the vendor and request it.

• You should always try to have state tax exempted at hotels when travelling within Ohio.  A tax exempt certificate helps in getting the hotel to honor your tax exempt status.  Additionally, if staying overnight in Columbus you should be able to get them to tax of the Columbus city tax by presenting the Hotel/Motel Excise Tax Form.   http://www.ctlr.ohio-state.edu/form/cols_bed.pdf