FlexCard Department Administrator Training

1
FlexCard Department Administrator Training
2

• This FlexCard Department Administrator Training
  Presentation is divided into five sections
• 1. An overview of the FlexCard Program
• 2. Approving applications for new Reviewers,
  Allocators and Cardholders
• 3. On-going maintenance of program participant
  roles
• 4. Situations when you need to alert Program
  Administrators or request their intervention
• 5. Department Administrator Reports

3
FlexCard Overview

• UCSBs FlexCard is a Visa credit card issued by
  U.S. Bank to UCSB employees who have authority to
  buy goods and services on behalf of their
  departments. The FlexCard is issued to an
  individual, not to a department, and cannot be
  used by anyone other than the Cardholder.
•  
• The FlexCard cannot be used for personal
  purchases and will not provide cash advances. It
  does not replace the US Bank Corporate Travel
  Card and cannot be used to charge travel or
  entertainment expenses.
• The FlexCard is essentially a low value
  purchasing card, and current commodity
  restrictions apply. The FlexCard can also be
  used to pay for certain repetitive purchases,
  such as shredding services or bottled water, as
  long as the good or service is purchased from the
  approved campus contract or UC Strategic Sourcing
  vendor. A complete list of allowable purchases
  is found on the website under the section
  entitled What Can I Buy with the FlexCard?

4
FlexCard Overview

• FlexCard Benefits
• Can be used with all merchants that accept the
  Visa card
• Internet purchases made without the need to use a
  personal credit card
• Merchant paid almost immediately (no invoices
  sent to Accounting)
• Reduces the need to use petty cash and/or
  employee reimbursements
•  
• Special Features
• Variable maximum per transaction limit (including
  tax)
• Up to 2,500 all Cardholders
• Up to 5,000 Cardholders who have attended
  Purchasing 101
• Variable maximum monthly limit (the default is
  20,000), as determined by department purchasing
  needs
• Built-in controls that prohibit restricted
  purchases
• Fraudulent transactions and merchant disputes may
  be resolved by working with U.S. Bank

5
Consequences of FlexCard Misuse

• Repeated purchases of restricted commodities (for
  example, food or beverage purchases postage
  stamps employee awards that exceed the limits
  established under UC Policy G-41 or that are not
  supported by an EMPLOYEE NON-CASH AWARDS APPROVAL
  form), or other repeated abuses such as
  intentionally splitting orders, may result in
  suspension or cancellation of a FlexCard.
• Repeated personal purchases, even if all promptly
  reimbursed, may result in cancellation of a
  FlexCard.
• Fraudulent misuse of a FlexCard for personal gain
  (the purchase of items for personal use with no
  reimbursement to the department) may be grounds
  for disciplinary action up to and including
  termination and legal action.
• Whatever other disciplinary action is
  administered by the Cardholders department and
  the University, the Cardholders FlexCard will be
  revoked immediately and permanently.

6
Separation of Duties

• If you are a Department Administrator,
• you can be Reviewer or Allocator
• you cannot be Cardholder
• If you are a Reviewer,
• you are automatically an Allocator
• you can be Department Administrator or a
  Cardholder (but you CANNOT review your own
  transactions)
• If you are an Allocator,
• you can be Department Administrator, Reviewer
  or Cardholder (you can allocate but not review
  your own transactions)
• If you are a Cardholder,
• you can be Reviewer (but CANNOT review your own
  transactions), Allocator
• you cannot be Department Administrator

7
The FlexCard Pre-Purchase Process

• Your department should follow its existing
  pre-purchase process. The Cardholder should
  observe the following general process
•  
• 1. Determine whether the purchase is an
  allowable low value purchase
•  
• a. Does the total (tax included) exceed
  your cards per transaction limit?
•  
• b. Is the commodity restricted, such as
  inventorial equipment, a controlled
• item such as ethyl alcohol narcotic
  firearm precious metal explosive or
• other hazardous material or personal
  services?
•  
• If the answer to either question is Yes,
  the FlexCard cannot be used.
•  
• 2. Obtain the necessary pre-purchase approval
  including any EMPLOYEE
• NON-CASH AWARD APPROVAL or MEMBERSHIP
  forms.
•  
• 3. Obtain purchase specifications from the end
  user an e-quote or website
• printout, or the information supplied on a
  Request for Delivery.
•  
• 4. If used by your department, obtain the low
  value number, dash number, cost

8
Purchases Requiring Additional Documentation

• Your department can make purchases related to
  retirement, service anniversaries, bereavement
  and employee recognition using FlexCard.
• These purchases must be documented by completing
  the EMPLOYEE NON-CASH AWARD APPROVAL form, which
  has a signature line for the required department
  head approval. This form is available on the
  FlexCard website.
• These purchases must conform to the rules and
  dollar limits set forth in Appendix A of UC
  Policy G-41, Employee Non-Cash Awards and Other
  Gifts.
• Your department can also pay for memberships
  using FlexCard.
• These purchases must be documented by completing
  the MEMBERSHIP AND PERIODICAL SUBSCRIPTION
  APPROVAL form, which has signature lines for the
  required approvals. This form is available on
  the FlexCard website.
• Memberships must conform to the rules set forth
  in Policy G-43, Policy on University Membership
  in Organizations.

9
Gift Cards and Certificates

• If an award takes the form of a Gift Card or
  Certificate, there are several additional
  requirements
• 1. The gift card cannot be redeemable for cash
  or services
• 2. The recipient of the gift card must sign for
  it (he or she can sign and date the
• EMPLOYEE NON-CASH AWARD APPROVAL form)
• If your department purchases a quantity of gift
  cards to distribute over a period of time in the
  form of on-the-spot awards, it must prepare a
  Roster on which the total number of cards is
  indicated, and which is signed by each recipient
  as he or she is awarded one of the cards. All
  gift cards must be accounted for and the final
  balance must be zero. This roster is necessary
  to prove that no diversion or misappropriation of
  gift cards has occurred.
• IMPORTANT NOTE Per IRS rules, no employee may
  receive more than 75 in any calendar year
  otherwise, the amount in excess of 75 is
  considered to be taxable income.

10
Making the Purchase

• 1. Document the order
•  
• a. Internet print a copy of the Order
  Confirmation, confirmation email, order page, or
  other similar document not just the Shopping
  Cart.
•  
• b. Telephone order write down the
  confirmation number, etc. on the Request for
  Delivery or other form that you used to place the
  order.
• If there is no order document, when the shipment
  is received, write a note on the receipt document
  (packing slip or paid invoice) indicating that it
  was a phone order.
• c. Fax order a copy of the fax.
•  
• d. In-person purchase retain a copy of
  the itemized cash register receipt, not just the
  credit card receipt.
• 2. Retain the order documentation to match with
  the receipt documentation (packing slip, paid
  invoice, etc.), and to assist (if necessary) with
  allocation of the charges.
•  

11
Receiving the Order

• If at all possible, someone other than the
  Cardholder should receive the order and verify
  its contents. This is a protection for the
  Cardholder. However, in smaller departments
  where this separation of duties cannot be
  maintained, the Cardholder may also be the one
  who receives the order.
• Whoever receives the order should follow standard
  procedure
• 1. Review the shipment for completeness were
  all the items shipped or are
• some on back order? Do the items received
  match the items ordered?
•  
• 2. If there are any problems with the order,
  contact the Merchant and take the
• necessary steps to remedy the situation.
  There is no need to file a Dispute
• with U.S. Bank unless you cannot resolve
  the problem with the Merchant.
•  
• 3. Check off each item on the packing slip/or
  paid invoice enclosed with the
• order.

12
Receiving the Order

• 4. Sign and date the packing slip or paid
  invoice and attach it to the order, to
• form a complete documentation package.
• Not signing and dating the receipt document is
  the number 1 finding during FlexCard audits!
  ALL receipt documents FlexCard, low value and
  purchase orders must be signed and dated
  according to UC policy.
•  
• 5. Pass the complete documentation package to
  the Allocator or Reviewer, as
• appropriate.
• WHAT TO DO IF THERE IS NO PACKING SLIP OR PAID
  INVOICE ENCLOSED WITH THE ORDER
• If no packing slip or paid invoice is enclosed
  with a shipment, or if there is none because of
  the type of purchase - such as software
  downloads, memberships or magazine subscription
  note this fact (on the order document or a
  separate sheet of paper). This added notation
  will be important during an audit.

13
Audits and Record Retention

• Policy requires that FlexCard Administration
  conduct audits of FlexCard transactions. These
  audits are currently being conducted annually,
  per department. Random weekly audits of all
  transactions will soon begin. In addition,
  FlexCard transactions may be audited by Audit
  Advisory Services, UCs external auditors and by
  other agencies such as the State Board of
  Equalization and Federal contracting agencies.
• Because your department retains all copies of
  documentation related to FlexCard purchases, it
  is the OFFICE OF RECORD and must retain original
  copies of all FlexCard purchase documentation for
  the period of time mandated by University of
  California policy.
•  
• For purchases made with non-extramural funds
  (19900, etc.), documentation must be retained for
  FIVE years following purchase.
• For purchases made with extramural funds, as a
  rule of thumb, FlexCard purchase documentation
  should be retained for SEVEN years following
  acceptance by the awarding agency of the final
  Closeout Report.

14
The UCSBnetID and Password

• All FlexCard program participants must have a
  UCSBnetID and password.
• If you do not already have a UCSBnetID and
  password, go to the front desk in Information
  Systems Computing (fourth floor of the Student
  Affairs and Administrative Services Building
  SAASB). Bring a picture ID.
• Once ISC has verified your identity, you will be
  issued a token and instructions on how to
  complete your set-up when you return to your
  office.
• IMPORTANT REMINDER Once you have established
  your UCSBnetID and password, write down both and
  store the information in a secure location. If
  you forget your UCSBnetID or just your password,
  you will have to go back to ISC to obtain a new
  token and go through the entire process all over
  again.

15
Applying to Become a Department Administrator

• 1. Log onto the FlexCard Management Module. On
  the Main Menu, click APPLY.
• 2. On the Apply Menu, click APPLY TO BECOME A
  DEPARTMENT ADMINISTRATOR.
• 3. Click SUBMIT APPLICATION.
• 4. The Application is automatically submitted to
  FlexCard Administration. Print the form, sign
  and date it, and have it signed and dated by your
  Department Chair or Director.
• 5. Mail the signed original application to
  FlexCard Administration at Purchasing, MC1150.
  If you wish to expedite processing, you can fax
  a copy to Purchasing at x8639.
• 6. FlexCard Administration sets you up as
  Department Administrator, informing you via
  email.

16
Removing a Department Administrator

• 1. Log onto the FlexCard Management Module.
• 2. On the Department Administrator Menu, click
  MANAGE DEPARTMENT ADMINISTRATORS.
• 3. On the Manage Department Administrators Menu,
  click REQUEST REMOVAL OF AN EXISTING
  DEPARTMENT ADMINISTRATOR
• 4. Click DELETE next to the name of the DA that
  you wish to remove. Click OK when prompted to
  do so.
• 5. On the confirmation screen, enter the date on
  which the DA is to be removed and a brief
  explanation. Click CONFIRM REQUEST TO REMOVE.
  The request is submitted to FlexCard
  Administration.
• 6. Once FlexCard Administration has processed
  the request, it will email you confirmation.

17
Setting Up a Reviewer

• 1. Once an employee has successfully completed
  the Reviewer / Allocator Exam and submitted an
  application, the Department Administrator
  receives an email notification with the
  following subject line and content
• Subject A FlexCard Reviewer Application
  Requires Processing.
• Suzie Gaucho has submitted an application to
  become a FlexCard Reviewer for department PURC.
  Please log into the FlexCard
• Management System https//apps.purc.ucsb.edu/Flex
  CardManagement
• to process this request.
• 2. Log onto the FlexCard Management Module. On
  the Main Menu, click DEPARTMENT ADMINISTRATOR
  MENU.
• 3. On the Department Administrator Menu, click
  MANAGE REVIEWERS.
• 4. On the FlexCard Department Administrator
  Reviewer Administration screen, click APPROVE
  REVIEWER ROLE- APPLICATIONS.

18
Setting Up a Reviewer

• 5. On the Approve Reviewer Role-Applications
  screen, click the APPROVE button next to the
  appropriate application.
• 6. You are taken to the Reviewer Information
  screen. If you administer multiple department
  codes, they all appear and you can select or
  deselect the appropriate codes. Once you have
  made the selection, click APPROVE APPLICATION.
• 7. The applicant has now been authorized as a
  Reviewer.

19
Inactivating a Reviewer

• 1. If you wish to inactivate an employees
  Reviewer status for example, in the case of an
  extended sick leave or maternity leave, click
  CHANGE STATUS instead of DELETE.
• 2. A pop-up window appears, asking Would you
  like to change the corresponding Allocator
  authorization if it exists? OK Yes, Cancel
  No. Click OK if you wish to inactivate the
  employee as both a Reviewer and an Allocator.
  Click Cancel if you want the employee to remain
  an active Allocator.
• The employee continues to appear on the list of
  department Reviewers, the only change being that
  the employees Reviewer status has changed from A
  (Active) to I (Inactive).
• 3. Whenever the employee resumes his or her
  Reviewer role, click CHANGE STATUS to revert
  status back to A (Active). You will be asked
  the same question about reactivating the
  employees Allocator status.

20
Deleting a Reviewer

• When an employee leaves a department or ceases
  to fill the Reviewer role, the Department
  Administrator must delete the employee from the
  departments list of Reviewers. If this is not
  done, the former Reviewer will continue to
  receive email notifications.
• 1. Log onto the FlexCard Management Module.
• 2. On the Department Administrator Menu, click
  MANAGE REVIEWERS.
• 3. On the FlexCard Department Administrator
  Reviewer Authorization screen, click MANAGE
  EXISTING REVIEWER AUTHORIZATIONS.
• 4. On the Manage Existing Reviewer
  Authorizations screen, click the DELETE button
  next to the former Reviewers name.
• 5. A pop-up window appears, asking you to
  confirm the Delete. Click OK.

21
Deleting a Reviewer

• 6. If you click OK, another pop-up window
  appears, asking Would you like to delete the
  corresponding Allocator authorization if it
  exists? OK Yes, Cancel No. Click OK if
  you wish to delete the employee as both a
  Reviewer and an Allocator. Click Cancel if you
  want the employee to remain an active Allocator.
• 7. The deleted Reviewers name disappears from
  the list.
• NOTE If a Reviewer does not have an Allocator
  authorization, he or she cannot reallocate
  charges in the Allocation Module and can only
  approve charges to the FlexCards default LAFSO.

22
Setting Up a Cardholder

• 1. Once an employee has successfully completed
  the Cardholder Exam and submitted an
  application, the Department Administrator
  receives an email notification with the
  following subject line and content
• Subject A FlexCard Cardholder Application
  Requires Processing.
• Andy Gaucho has submitted an application to
  become a FlexCard Cardholder for department PURC.
  Please log into the FlexCard Management System
  https//apps.purc.ucsb.edu/FlexCardManagement
  to process this request.
• 2. Log onto the FlexCard Management Module. On
  the Department Administrator screen, click
  MANAGE CARDHOLDERS.
• 3. On the FlexCard Department Administrator
  Cardholder Administration screen, click APPROVE
  CARDHOLDER ROLE APPLICATIONS.
• 4. On the Approve Cardholder Role Applications
  screen, click the SELECT APPLICATION button next
  to the appropriate Cardholder Application.

23
Setting Up a Cardholder

• 5. You are taken to the Cardholder Role
  Application Details screen.
• Section 1 Cardholder Information.
• Two fields that can be modified by the
  Department Administrator Cardholder Name and
  Department Name / Card Description.
• Section 2 Billing Address.
• All applications must include the applicants
  Email Address, Mail Code and Telephone Number.
  If not entered by the Cardholder, the Department
  Administrator must click EDIT ADDRESS INFORMATION
  and enter it, otherwise the application cannot be
  submitted.
• Section 3 Default Account Number Linked to
  FlexCard.
• 6. Enter the default LAFSO and click VALIDATE
  LAFSO. If the LAFSO is valid and assigned to a
  department code managed by the Department
  Administrator, it is approved and the message
  LAFSO is Valid appears.
• If an invalid or non-existent LAFSO is entered,
  an error message appears in red. You cannot
  proceed until a valid LAFSO is entered.

24
Setting Up a Cardholder

• Section 4 Recommended Reviewers
• 7. Each Cardholder must have at least one
  Reviewer. A list of all potential Reviewers
  within your authorization appears on the right
  side of the section. Click ADD to assign a
  Reviewer to the Cardholder. You can assign more
  than one Reviewer to each Cardholder in fact, it
  is recommended that each Cardholder have a
  Back-Up Reviewer.
• NOTE No Reviewer is allowed to review more
  than 10 Cardholders without the approval of
  FlexCard Administration.
• Section 5 Credit Limits
• 8. The current default limits of 2,500 per
  transaction and 20,000 per cycle are
  pre-entered they can be modified by the
  Department Administrator.
• The default 2,500 per transaction limit can be
  increased to 5,000 IF the Cardholder has
  attended mandatory Purchasing 101 training.
• There is no maximum Cycle Limit however, any
  request for a Cycle Limit greater than 50,000
  must be accompanied by a written justification.

25
Setting Up a Cardholder

• Section 6 Card Notes
• Card notes is an optional text entry field. The
  Department Administrator can enter any notes or
  special comments that he or she wishes to
  communicate to FlexCard Administration in this
  text field.
• NOTE The Department Administrator should click
  the UPDATE APPLICATION button at the bottom of
  the form to save work in progress, especially
  called away from his or her desk the system
  times out after 25 minutes or so of inactivity
  and any unsaved information will be lost.
• 9. When all of the data field entries have been
  made and validated, click the SUBMIT APPLICATION
  button at the bottom of the form.
• 10. A message appears at the bottom of the form
  stating that Application Number XXXXX Submitted
  to FlexCard Program Administrator.

26
Managing a Cardholder

• 1. On the Department Administrator Menu, click
  MANAGE CARDHOLDERS.
• 2. The FlexCard Department Administrator
  Cardholder Administration screen appears.
• Changes to a FlexCard are requested or reported
  by using options available on the MAKE OR
  REQUEST MODIFICATIONS TO AN EXISTING FLEXCARD
  submenu at the bottom of the screen.

27
Adjusting a Default LAFSO

• You can adjust a FlexCards default LAFSO at any
  time modifications become effective in the
  Allocation Module generally within one working
  day.
• 1. Click CHANGE DEFAULT LAFSO.
• 2. A list of your departments Cardholders
  appears. Select the Cardholder (or FlexCard, if
  an employee has more than one) by clicking the
  MANAGE CARD button to the right of the
  appropriate entry.
• 3. You are taken to the Manage FlexCard
  Cardholders Change Default LAFSO screen.
• The FlexCards current default LAFSO appears,
  grayed-out and unmodifiable, on the first line.
• 4. Enter the desired changes and click UPDATE
  LAFSO.
• As long as the new LAFSO is valid and assigned
  to a department code that you manage, it will be
  accepted.

28
Modifying Spend Limits

• A FlexCards initial Single Transaction and
  Monthly Limits can be changed if your department
  decides that one or both should be either raised
  or lowered, as appropriate to the Cardholders
  purchasing responsibilities.
• 1. Click REQUEST CHANGE TO SINGLE TRANSACTION
  LIMIT / CYCLE LIMIT.
• 2. A list of your departments Cardholders
  appears. Select the Cardholder (or FlexCard, if
  an employee has more than one) by clicking the
  MANAGE CARD button to the right of the
  appropriate entry.
• 3. You are taken to the Manage FlexCard
  Cardholders Request Limit Changes screen.
• The FlexCards Single Transaction Limit and
  Cycle Limit appear on the left side of the
  screen, grayed-out and unmodifiable.

29
Modifying Spend Limits

• 4. Enter the new (higher or lower) limits in the
  appropriate field in the Requested Changes
  column on the right side of the screen and click
  REQUEST CHANGE TO CARD LIMITS.
• 5. A message appears informing you that
  APPLICATION NUMBER XXX HAS BEEN SUBMITTED TO THE
  PROGRAM ADMINISTRATOR.
• 6. Upon receipt of the notification, FlexCard
  Administration submits the request to U.S. Bank.
  FlexCard limit changes are normally processed by
  the bank within one business day.
• 7. FlexCard Administration emails you
  confirmation that the limit changes have become
  effective.

30
Changing Cardholder Name or Card Description

• Occasionally, a Cardholders name, as embossed
  on the FlexCard, will need to be changed. A
  department may also want to change the card
  description.
• 1. Click REQUEST CHANGE TO CARDHOLDERS NAME OR
  CARD DESCRIPTION.
• 2. A list of your departments Cardholders
  appears. Select the Cardholder (or FlexCard, if
  an employee has more than one) by clicking the
  MANAGE CARD button to the right of the
  appropriate entry.
• 3. You are taken to the Manage FlexCard
  Cardholders Request Card Name / Description
  Change screen.
• The FlexCard Cardholders current name and card
  description appear on the left side of the
  screen, grayed-out and unmodifiable.
• 4. You can request a change to just one or both
  fields. Enter the new information and click
  REQUEST CARD NAME / DESCRIPTION CHANGE.

31
Changing Cardholder Name or Card Description

• 5. A message appears informing you that
  APPLICATION NUMBER XXX HAS BEEN SUBMITTED TO THE
  PROGRAM ADMINISTRATOR.
• 6. Upon receipt of the notification, FlexCard
  Administration submits the request for a
  modified card to U.S. Bank. FlexCards are
  usually received from U.S. Bank within two
  working days.
• 7. Once the new FlexCard is received, FlexCard
  Administration emails the Cardholder, informing
  him or her the new card is available for pick-up.
• SPECIAL NOTE EMAIL ADDRESSES
• If a Cardholders (or any program participants)
  email address changes, two things must happen in
  order to update it in the Management Module (1)
  the new email address must be entered into the
  Campus Directory and (2) the individual must log
  onto the Management Module logging in causes
  the system to replace the old email address.
  This is especially important in order for
  participants to receive notifications of exam
  qualifications that are due to expire.

32
Damaged, Lost, Stolen or Fraud-Compromised
FlexCards

• If a FlexCard is lost or stolen, it is the
  Cardholders responsibility to call U.S. Bank
  immediately, have the card cancelled and a new
  one issued.
• Similarly, if a FlexCards account number has
  been compromised and fraudulent charges are being
  billed to the card, it is the Cardholders
  responsibility to call U.S. Bank immediately,
  initiate fraud proceedings and have the card
  cancelled.
• There may also be cases where a FlexCard is so
  badly damaged (run through the laundry, etc.)
  that a new one must be ordered from U.S. Bank.
• In all three situations, a new FlexCard (with a
  new account number, in cases of loss, theft and
  fraud) will be issued by U.S. Bank. FlexCard
  Administration needs to be alerted that (a) the
  incident has occurred and (b) that a new FlexCard
  will be arriving in the mail, for distribution to
  the Cardholder.

33
Damaged, Lost, Stolen or Fraud-Compromised
FlexCards

• 1. Click REPORT A REPLACEMENT CARD (DAMAGED,
  LOST, STOLEN, FRAUD-COMPROMISED).
• 2. A list of your departments Cardholders
  appears. Select the Cardholder (or FlexCard, if
  an employee has more than one) by clicking the
  MANAGE CARD button to the right of the
  appropriate entry.
• 3. You are taken to the Manage FlexCard
  Cardholders Report a Replacement Card Request
  screen.
• 4. Check the button to indicate the situation
  being reported a FlexCard that has been either
  Damaged, Lost, Stolen or Compromised by Fraud.
• 5. Check either YES or NO to indicate whether a
  new FlexCard has been requested. The report
  cannot be submitted unless a button is selected.
• 6. Once all required information has been
  entered, click the REPORT REPLACEMENT CARD button.

34
Damaged, Lost, Stolen or Fraud-Compromised
FlexCards

• 7. A message appears informing you that
  APPLICATION NUMBER XXX HAS BEEN SUBMITTED TO THE
  PROGRAM ADMINISTRATOR.
• NOTE In all situations, an explanation must be
  entered, describing all the pertinent details,
  especially in the case of lost, stolen or
  fraud-compromised cards. If no explanation is
  entered, and the REPORT REPLACEMENT CARD button
  is clicked, an error message appears.
• 8. Once the new FlexCard is received, FlexCard
  Administration emails the Cardholder, informing
  him or her the new card is available for pick-up.
• IMPORTANT NOTE If the canceled FlexCard was
  being used to make monthly payments to vendors
  such as Arrowhead Bottled Water or Verizon, the
  Cardholder must inform the vendor of the new card
  number as soon as possible after receipt of the
  new FlexCard, otherwise there might be billing
  problems.

35
Temporarily Suspending a FlexCard

• 1. Click REQUEST A CARD SUSPENSION.
• 2. A list of your departments Cardholders
  appears. Select the Cardholder (or FlexCard, if
  the employee has more than one) by clicking the
  MANAGE CARD button to the right of the
  appropriate entry.
• 3. You are taken to the Request a Card Suspension
  screen. Enter the dates during which the card
  is to be temporarily suspended and a brief
  explanation. Click REQUEST CARD SUSPENSION.
• 4. The request is automatically transmitted to
  FlexCard Administration, which will email you
  when the suspension has been processed.
• NOTE The FlexCard Management Module will not
  notify you of the card reactivation date. You
  must create a come-up reminder on your calendar
  to remind to request reactivation via an email to
  FlexCard Administration.

36
Canceling a FlexCard

• 1. Click REQUEST A CARD CANCELLATION.
• 2. A list of your departments Cardholders
  appears. Select the Cardholder (or FlexCard, if
  the employee has more than one) by clicking the
  MANAGE CARD button to the right of the
  appropriate entry.
• 3. You are taken to the Request a Card
  Cancellation screen. Enter the date (must be
  today or a future date) that the card is to be
  canceled and a brief explanation. Click REQUEST
  CARD CANCELLATION.
• 4. The request is automatically transmitted to
  FlexCard Administration for submission to U.S.
  Bank. FlexCard Administration will email you
  when the cancellation has been processed.

37
Department Administrator Reports

• A new button is now live on the Department
  Administrator Main Menu the Department
  Administrator Reports Menu.
• If you click this button, you are taken to the
  Reports Menu, which has 6 selections
• 1. Department List Participating Department
  List
• 2. Participants Program Participant Reporting
• 3. Relationships Reviewer/Cardholder Reporting
• 4. Card Info View Card Information
• 5. Exam Authorizations Participant Exam
  Authorizations
• 6. Exam Takers Participant Exam Reporting
• All of these reports can be viewed and sorted in
  different ways and all can be exported as either
  Excel, HTML or Text files.

38

• Department List Participating Department List
• Because the default view is the list departments
  managed by the Department Administrator, for most
  this report will be very short, consisting solely
  of their one Department Code and Description.
  For a few Department Administrators, such as
  those in Housing and Facilities Management,
  multiple Department Codes and Descriptions will
  appear.
• All Department Administrators can also choose two
  other views All Available Departments (all
  current department codes in the Chart of
  Accounts) and All Participating Departments (only
  those department codes that have a FlexCard
  Department Administrator set up).

39

• Program Participant Reporting
• This report is probably the most useful to a
  Department Administrator. The default view
  displays all Department Codes and Descriptions
  managed by the Department Administrator, and all
  Roles and Names of Active FlexCard participants
  within those Departments, sorted by Department
  Code.
• The Department Administrator can vary the view by
  selecting alternate settings within the pull down
  options displayed at the top of the report for
  example, choosing to view only a list of the
  Active Reviewers, or all Cardholders, regardless
  of status type (i.e., both active and inactive).
  If the Department Administrator manages more than
  one Department Code, he or she can choose to view
  the participants of only one of the codes.
• If the Program Administrator sets the selection
  criteria to a group that does not exist within
  his or her department (say, Reviewers needing
  Test Authorization), no records are displayed and
  the message Currently, no Participant records
  exist appears.

40

• Reviewer/Cardholder Reporting
• This report allows Department Administrators to
  view the relationships between their Reviewers
  and Cardholders.
• The default display lists Reviewers first,
  followed by the Cardholders that each reviews. A
  separate row appears for each Reviewer-Cardholder
  relationship. Additional information is listed
  for each Cardholder, including the last four
  digits of the card number and its expiration
  date. If a Reviewer reviews transactions, as a
  Back-Up, for Cardholders in another department,
  those Reviewer-Cardholder relationships are also
  displayed.
• The Department Administrator can also choose to
  view the relationship from the opposite
  perspective, displaying first the Cardholder and
  then the Reviewers assigned to each Cardholder.

41

• Cardholder Information Reporting
• This button takes the Department Administrator to
  a screen on which three reports are available
• 1. Simple List of Cardholder Entries This
  report displays full information for each
  Cardholder, including the last four digits of the
  card number, the default account, per
  transaction and monthly limits.
• 2. Cardholders without Entries in the
  Authorizations Table Every Cardholder should
  have an entry in the authorizations table and the
  report should display only the statement
  Currently, no Participant records exist. But
  an authorization may be deleted or inactivated in
  error if this occurs, the Cardholder will not
  receive email notifications of new transactions
  in the Allocation Module or of expiring exam
  qualifications. Therefore, Department
  Administrators may want to run this report
  occasionally to verify that all Cardholders have
  an authorization.

42

• Cardholder Information Reporting (continued)
• 3. Cardholders without Reviewers Every
  Cardholder should have at least one active
  Reviewer and the report should display only the
  statement Currently, no Participant records
  exist. But it is possible, after a Reviewer
  leaves a department and is inactivated, that the
  new Reviewer, when set up, is not specifically
  assigned to a Cardholder. Therefore, Department
  Administrators may want to run this report
  occasionally to verify that all Cardholders are
  assigned at least one active Reviewer.

43

• Exam Authorizations Report
• This report lists all department program
  participants who have passed either the
  Cardholder or Reviewer/Allocator Exam.
  Participants are listed alphabetically and, if
  they have taken both exams, the Cardholder Exam
  appears first. Expired exams are listed.
  Department Administrators can choose to view only
  one type of exam, only expired exams, etc..
• Exam Takers Report
• This report lists all department program
  participants who have attempted (not necessarily
  passed) either the Cardholder or
  Reviewer/Allocator Exam. Participants are listed
  alphabetically and, if they have attempted both
  exams, the Cardholder Exam appears first.
  Department Administrators can choose to view only
  one type of exam, the exam attempts of only one
  employee, etc..

44
Resources

• Contact Information
• Management Module, Cardholder/Reviewer Exams,
  Card Applications
• Vaughn Boyle, Purchasing, x7377,
  vaughn.boyle_at_purc.ucsb.edu
• Lisa Klock, Purchasing, x4073, lisa.klock_at_purc.ucs
  b.edu
• Or flexcard_at_purc.ucsb.edu
• Allocation Module
• Sandra Featherson, Accounting Services
  Controls, x7667, sandra.featherson_at_accounting.ucsb
  .edu
• Sales and Use Tax
• Asger Pedersen, Accounting Services Controls,
  x3919, asger.pedersen_at_accounting.ucsb.edu

45
Resources

• Website and Manuals
• FlexCard Website
• http//www.busserv.ucsb.edu/purchasing/flex/index.
  htm
• Management Module Manual
• http//www.busserv.ucsb.edu/Forms/flex/Management_
  Module_Manual.pdf
• Allocation Module Manual
• http//www.busserv.ucsb.edu/Forms/flex/Allocation_
  Module_Manual.pdf
• FlexCard Commodities List
• http//www.busserv.ucsb.edu/purchasing/flex/resour
  ces.htmd