Procurement Card Hosting Guidelines and Frequently Asked Questions
- Chad
HOSTING GUIDELINES – Using the PCard Q&A
Q - My department currently has a hosting card, does that mean it becomes non-existent?
A - Your current hosting card can still be used for hosting. However, you have the option to close the Hosting card and only use the Pcard.
Q - We like distinguishing our PCard purchases on one card and our hosting on another, is this ok to continue to implement.
A - Absolutely. This change is meant to offer more flexibility to departments, not change their current practices. If it is beneficial to continue the use of two cards, by all means, please do so.
Q - Does this change mean all hosting has to be on the PCard?
A - No. We understand that departments have reservations about opening this up across their entire organization. We are not trying to change current processes/procedures that are in place, but rather allow another option of payment.
Q. - Can we add additional names to our authorized users list? It was my understanding in the past we were limited in the number of people we could add.
A - There is no restriction to the number of users you can have on a card. However, all users still must pass the PCard test before they are authorized for use.
Q – When distributing hosting charges in Banner, what information do I need to include.
A – The system will automatically ask you to enter FOATEXT before you can move on. The FOATEXT should include the 5 Ws:
- Where – Location of event
- What – What is being paid
- When – Date of event
- Why - Official business purpose/benefit to PSU
- Who - Names of individuals attending. When hosting a large group (i.e. reception or event) please attach the announcement and agenda for the gathering (names not required)
Q – Can I charge Alcohol to the PCard?
A – Yes, however it is still considered an unallowable expense and must be paid for with personal funds or charged to the Foundation.