New payment cards to be distributed
Recently, Ohio University notified University cardholders that the Controller’s Office announced its new Payment Card (Pcard) training and is preparing for the distribution of new pcards over the next week. These cards are issued by the Bank of America.
The University adopted a new version of Policy 55.074 Payment Card Program, as announced in this OHIO News article. In accordance with the policy, all cardholders must successfully complete training with the issuance of a new card; refresher training will be required before a renewal card can be issued. In addition to the new policy, a new website has been created with links to all pertinent information including the new procedures manual that accompanies and supports the policy.
Training
Payment Card training is available through Blackboard and instructions have been posted at this webpage about how to access it. This training is accessible now. This training will cover the differences between the types of cards, responsibilities for the different roles related to payment cards, how to make purchases in compliance with all policies, and how to substantiate transactions, along with other topics. All faculty and staff are automatically enrolled in the course, so there is no need to request enrollment. (Note: Ohio University is working to make this training available for non-employees and student employees soon. Details will be announced when this training is available.)
Before faculty and staff receive a card, they must complete the training course, pass the Assessment test with a score of 80 percent, and sign the online Payment Cardholder Agreement. All of these items are available through Blackboard.
Additionally, report preparers (delegates) and approvers are strongly encouraged to complete the training and review the new website and procedures manual. The information covers responsibilities for these roles, as well as instructions for substantiating transactions and approving reports. An email distribution list has been set up for Payment Cardholders that will be used to communicate news and tips about the Pcard. While all cardholders were automatically added to the list, anyone can be added to the distribution list by sending a request to financecustomercare@ohio.edu.
Card Distribution
Cards will be available for pickup in Baker Center 231 beginning Tuesday, April 12 – Monday, April 18, from 8:30 a.m. to 4 p.m.. After that, cards will be distributed from the finance offices at The Ridges Building 19 from April 19-29 between 8 - 9 a.m. and 2-3 p.m. (other times will be by appointment by emailing purchasing.card@ohio.edu).
Once your Bank of America card is activated, your current JPMorganChase (JPMC) card will be cancelled. For users with CV cards (now called Declining Balance cards), Ohio University will work with you individually to coordinate your transfer of funds between the cards. All JPMC cards will be cancelled by June 30, which is the end date of the bank agreement.
We are very appreciative to the many folks across the University who participated in the process of developing the policy and helping to vet the procedures. We are certain that we have a better process due to the involvement of the many constituents throughout the University. Should you have any questions, please feel free to reach out to financecustomercare@ohio.edu for assistance.