FlexCard Department Administrator Training

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FlexCard Department Administrator Training

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Title: FlexCard Department Administrator Training

1
FlexCard Department Administrator Training
2
Overview

This class will cover a number of topics relevant
to role as Department Administrator
1. Approving applications for new Reviewers,
Allocators and Cardholders
2. On-going maintenance of program participant
roles
3. Situations when you need to alert Program
Administrators or request their intervention
4. Department Administrator Reports

3
APPLYING TO BECOME A DEPT 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.

4
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.

5
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/FlexC
ardManagement
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.

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.

7
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.

8
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.

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.

10
ASSIGNING CARDHOLDERS TO REVIEWERS

When a Cardholder application is processed by a
Department Administrator, at least one Reviewer
must be assigned. Over the course of time,
Reviewers may be added, deleted or re-assigned to
different Cardholders. Department Administrators
are responsible for maintaining the Reviewer lt-gt
Cardholder relationships within their department.
This can be done in two ways.
A. MANAGE THE REVIEWER
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 ASSIGN
CARDHOLDERS TO REVIEWERS.
4. A list of your departments active Reviewers
appears. Click the SELECT button next to name
of the Reviewer whose Cardholder assignments you
wish to change.

5. Potentially, two lists will appear the first,
all Cardholders currently being reviewed by the
Reviewer the second, all other Cardholders in
your department not currently assigned to this
Reviewer.
6. If you no longer want the Reviewer to be
assigned to a Cardholder, click the REMOVE
button next to that Cardholders name on the
first list.
7. If want to assign a new Cardholder to the
Reviewer, click the ADD button next to that
Cardholders name on the second list.
Maintaining the relationship between your
departments Reviewers and Cardholders is
important when you only have one Reviewer and he
or she leaves your department and is replaced by
a new Reviewer. Unless you use the ASSIGN
REVIEWERS TO CARDHOLDERS button, the new Reviewer
will not be specifically assigned to any
Cardholders.
B. MANAGE THE CARDHOLDER
This procedure is described later in the
presentation, as one of the features of the
MANAGE CARDHOLDERS submenu.

12
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.

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.

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 detailed written
justification.

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.

16
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.

17
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.

18
CHANGING REVIEWERS

You can adjust the Reviewer(s) assigned to a
FlexCard at any time deleting or adding
Reviewers as appropriate modifications become
effective in the Allocation Module generally
within one working day.
1. Click MANAGE CARDHOLDERS REVIEWERS.
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 Manage Cardholders Reviewers
screen.
The Cardholders current Reviewer(s), and a list
of your departments available Reviewers not
currently assigned to the Cardholder, appear on
the left and right sides of the screen.

4. In order to delete a Reviewer, click REMOVE on
the left side of the screen. You are asked to
confirm your decision.
NOTE If by deleting the existing Reviewer, you
(temporarily) leave the Cardholder with no
Reviewers, a warning message appears no FlexCard
can remain active if no one is assigned to
approve purchases made with it.
5. In order to add a Reviewer, click ADD on the
right side of the screen.
NOTE The Department Administrator has complete
control over Reviewer changes, except when a
Reviewer has already been assigned 10 or more
Cardholders. If the Department Administrator
attempts to assign this Reviewer to a new
Cardholder, a warning message appears and the
action is blocked. The Department Administrator
must email FlexCard Administration to request an
exception to policy.

20
CHANGING 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.

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.

22
CHANGING CARDHOLDER NAME OR 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 the
current card description appear on the left side
of the screen, grayed-out and unmodifiable.

4. You can request a change to just one field or
both fields. Enter the new information and
click REQUEST CARD NAME / DESCRIPTION CHANGE.
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.

24
DAMAGED, LOST, STOLEN OR FRAUD-COMPROMISED CARDS

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.

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.

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
Wireless Services, 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.

27
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.

28
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.

29
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.

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).

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.

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.

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.

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.

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..

36
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