Borrow a Department PCard

Instructions for Partner Units Use of an OHIO BSC Department Card

Overview 

A department purchasing card (Department Card) is available from the OHIO Business Service Center (OHIO BSC) for use by employees from OHIO BSC partner units. The Department Card is issued to the OHIO BSC and does not contain a specific employee name. However, staff in the OHIO BSC purchasing unit serve as “Card Custodians.”    

The Department Card may be used for low dollar goods that cannot be purchased via BobcatBUY from a contract or through a university preferred supplier as allowed by policy. Based on the business need, this card may also be used for payment of group and event expenses and at local stores or restaurants, in accordance with policy. However, the University does not control whether a merchant will accept the card given it does not have a specific person’s name on the card. The Department Card cannot be taken on a trip and be used by employees while traveling.   

For someone to use the Department Card, they must “sign out” the card for a specified period and must be familiar with the Ohio University purchasing policies and procedures. They will be responsible for any use of the card while it is in their possession. They are also responsible for providing all required transaction documentation to the card custodian.   

To borrow the Department Card, either of the following methods may be used:   

  • Click the Create Request button on the right to access the form. This is the preferred method but may take up to 2 business days. Once you receive authorization, you will be contacted regarding arrangements to check out the card from Lindley Hall.   

  • Contact BSC staff immediately by initiating a Teams Chat (M-F 8am – 5 pm). 

The card may be borrowed for up to 3 business days. Depending on the availability of cards and your business purpose, a longer lending period may be approved upon request.

Please bring a photo ID and your ticket # (if you have one) to Lindley when borrowing a card.

 

Department Card User Responsibilities:

  1. When you borrow the department card, you acknowledge that you are responsible for the security and safeguarding of the Department Card while it is in your possession. You may not sign out the card for use by others and you may not send someone else to pick up the card for you.  

  1. Any charges that occur when the card is signed out to you are your sole responsibility.   

  1. You must:  

    1. Provide a photo ID at the time of taking possession of the card.

    2. Provide accurate and complete information on the Department Card Tracking Log.  

    3. Only make purchases in compliance with University policies and procedures, such as:

      1. Use OHIO preferred suppliers when possible. BSC staff can assist with identifying preferred suppliers.

      2. Gain pre-approval from executive leadership before purchasing alcohol.

      3. Include only a reasonable tip for restaurant service (e.g., 20%).

      4. Understand that Ohio University is tax exempt and do your best to prevent taxes being charged to purchases. The OHIO EIN number is 31-6402113. If requested, present the vendor with a copy of the University's Blanket Exemption Certificate for Ohio (BSC will provide this document to you with the card). Read more about OHIO’s tax exempt status.

    4. Return the card and all itemized receipts for purchases made to the BSC by the designated date and time agreed upon at the time of receiving the card.  

    5. Reply to the email communication you received from the BSC requesting any additional information or documentation regarding the purchases made while the card is in your possession. This may include supporting documentation (e.g., business purpose, cost center account information, list of participants, agendas, etc.).  

  2. Student use of the department card is discouraged. However, students who use the card should understand that any charges determined to be misuse of the card will be directly charged to the student’s University account.  

  1. Department cards cannot be taken on a trip and used by employees while traveling.  

  2. If the Department Card is not returned by the designated date, BSC staff will follow up, in writing, immediately with the user, asking for return of the card.  If the user is unresponsive, the card will be placed on hold until it can be safely returned to prohibit unauthorized transactions.

  3. Users who fail to return the card and/or provide required documentation may be barred from borrowing in the future.