FlexCard Reviewer and
Allocator Training
This FlexCard Reviewer–Allocator Training Presentation is divided into
three sections:
1. An overview of the FlexCard program and the policies and procedures
that govern it, including information necessary for Reviewers and
Allocators to pass the exam required for participation.
2. The procedure for becoming a FlexCard Reviewer or Allocator,
including taking the exam and submitting an application to your
Department Administrator.
3. Reviewing purchases made with FlexCard, including reallocation of
expenses and use tax adjustments.
All of the material in this presentation is available, in full detail, on the
FlexCard website at:
http://www.busserv.ucsb.edu/purchasing/flex/index.htm
FlexCard Overview
UCSB’s 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 does 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?”
FlexCard Overview
FlexCard Benefits
• Can be used with all merchants that accept Visa
• Internet purchases made without the need to use a personal credit card
• Merchant paid almost immediately (no invoices sent to Accounting)
• Reduces the need for 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: approved Cardholders
• 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
FlexCard Overview
Card Abuse / Misuse, Personal Purchases and Their Consequences
Responsibility for purchases made with a FlexCard lies with the Cardholder.
Reviewers and Allocators, however, must be aware of these rules in case they
discover violations during the course of performing their duties.
Repeated purchases of restricted commodities (for example, food or beverage
purchases or employee awards that exceed the limits established under UC
Policy G-41 or that are not supported by a NON-CASH AWARD APPROVAL
form), or other 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 may be grounds for
disciplinary action up to and including termination and legal action. Whatever
other disciplinary action administered by the department and the University, the
Cardholder’s FlexCard will be revoked immediately and permanently.
Fraudulent Charges
If a Reviewer or Allocator, after logging onto the Allocation Module, suspects
that a charge may be fraudulent, he or she should immediately speak to the
Cardholder.
If fraud is confirmed, the Cardholder must contact U.S. Bank to initiate
corrective action: only the Cardholder can do this. If the Cardholder is not
available, contact FlexCard Administration, which will work with U.S. Bank on
behalf of your department to resolve the situation.
Any fraudulent charge that has reached the Allocation Module has already
been paid by the University. Therefore, it must be reviewed (this does not
mean that the department “approves” it).
Allocate any fraudulent charge to the FlexCard’s default account. When the
credit appears, allocate it to the same account: in doing so, you will zero out the
fraudulent charge.
Disputed Charges
If your department has a billing problem, it (usually the Cardholder) must
contact the merchant and attempt to correct the problem. Most billing problems
are easily resolved and credits issued by the merchants.
If the billing problem cannot be resolved directly with a merchant, your
department may enlist U.S. Bank’s assistance. The Cardholder can call
Customer Service and file a DISPUTE.
In order to preserve their dispute rights, Cardholders must notify U.S.
Bank within 60 DAYS of the date of the first statement on which the
disputed transaction appears. The same deadline applies to fraudulent
charges.
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. In smaller
departments, the Reviewer or Allocator may 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, the Cardholder must 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 your department cannot
resolve the problem with the Merchant.
3. Check off each item on the packing slip/or paid invoice enclosed with the
order.
Receiving the Order
4.
Sign/initial and date the packing slip or paid invoice and attach it to the
order, to form a complete documentation package.
Not signing/initialing and dating the receipt document is the
number finding during FlexCard audits! ALL receipt
documents – FlexCard, low value and purchase orders – must
be signed/initialed and dated according to UC policy.
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, a separate
sheet of paper or via an email from the individual who received the goods).
This added notation will be important during an audit.
Documentation Package
Generally, a complete documentation package for a FlexCard purchase
includes an order document AND a receipt document.
There are some exceptions: telephone orders or point-of-sale purchases will
not have an order document, nor will payments for services such as Verizon,
Arrowhead Water, or shredding services.
Not all shipments include a packing slip or paid invoice. Some types of orders,
such as software downloads or subscriptions may not have a “receipt.”
Make note of any “missing” document, either on a separate piece of paper or
on the existing documentation.
If you, as Reviewer or Allocator, receive a documentation package that is
missing one of the listed components, work with the Cardholder and/or receiver
to complete the package.
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 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 Policies G-41, Employee Non-Cash Awards and Other Gifts,
and G-42, Gifts Presented to Non-Employees on Behalf of the University.
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.
Gift Cards and Certificates
If the 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
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.
Audits and Record Retention
Policy requires that FlexCard Administration conduct audits of FlexCard
transactions. Annual audits are conducted during a department’s first 2 years
with the FlexCard Program. Monthly audits of “suspicious” transactions are
also performed. In addition, FlexCard transactions may be audited by Audit &
Advisory Services, UC’s 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.
BECOMING A REVIEWER OR
ALLOCATOR
The UCSBnetID and Password
All FlexCard program participants must have a UCSBnetID and password.
If you do not have a UCSBnetID and password, create them by visiting the
“UCSB Identity Manager” website at https://sedure.identity.ucsb.edu/manager/.
Lost or forgotten UCSBnetIDs and passwords may also be reset at this
website.
Separation of Duties
If you are a Reviewer, you:
1.
are automatically an Allocator (without this function, you could only
approve charges, not modify use tax or change accounts)
2.
can be the Department Administrator or Department Head
3.
can be a Cardholder (but cannot allocate / review / approve your own
purchases, only those of other Cardholders)
If you are an Allocator, you:
1.
can be a Cardholder (because an Allocator can only set up accounts to
be charged for a purchase, but cannot approve them)
2.
can be a Department Administrator or Department Head
3.
can become a Reviewer (having passed the exam, you can always be
“promoted”)
Taking the Reviewer/Allocator Exam
1. Using your UCSBnetID and password, log onto the FlexCard Management
Module at https://apps.purc.ucsb.edu/FlexcardManagement.
2. On the Main Menu, click EXAM.
3. On the Participant Exam Menu, click TAKE EXAM.
4. On the FlexCard Exams screen, click REVIEWER/ALLOCATOR EXAM.
5. Read the instructions on the Exam Introduction page – remember that you
MUST NOT use your browser’s BACK or FORWARD buttons, as doing so
will cause you to exit the exam and record an incomplete exam
IMPORTANT REMINDER: THE EXAM WILL TIME OUT, AND RECORD
AN INCOMPLETE EXAM, IF YOU LEAVE IT INACTIVE FOR MORE
THAN 15 MINUTES.
6. Click the START EXAM button.
Taking the Reviewer/Allocator Exam
7.
Proceed through the 20 exam questions. Each time a response is
selected, you are automatically advanced to next one.
8.
When you reach the end of the exam, with answers recorded for all 20
questions, the SUBMIT EXAM FOR SCORING button becomes active.
9.
Click SUBMIT EXAM FOR SCORING.
10. If you do not pass the exam, click REVIEW EXAM RESULTS. Review
your incorrect answers before attempting to take the exam again. Some
questions appear on each version of the exam; others appear in slightly
modified format. You do not want to continue to answer the same question
incorrectly, especially when the pass score is 18 out of 20.
11. If you pass the exam, click APPLY TO BE A REVIEWER or APPLY TO BE
AN ALLOCATOR, as appropriate.
Initiating a Reviewer or Allocator
Application
Both the Reviewer and Allocator applications are extremely simple.
1. After you click APPLY, you are taken to a page where your department
home code appears.
2. If you are applying to become a Reviewer or Allocator for this department,
simply click SUBMIT APPLICATION.
3. A screen appears confirming that the application has been sent to your
Department Administrator. An automatic email notification will inform
him/her that the Application is ready for processing.
4. If your department has multiple department codes, as long as they all roll up
to your department home code, they should all appear and can be selected
when submitting the initial application. If one or more codes does not roll
up, you will have to submit more than one application. Initiate a new
application for each department code, selecting it from the list that appears
when you click SELECT NON-LISTED DEPARTMENT.
THE FLEXCARD ALLOCATION
MODULE
Email Notification of a New Transaction
Often, the first indication that a Reviewer or Allocator receives of a new
FlexCard purchase is an email notification of a new transaction.
The FlexCard Allocation Module is accessible through the Espresso Single
Sign-On Portal at https://uwa1.isc.ucsb.edu/loginas.html.
1. Log onto Espresso using your UCSBNetID and password
2. Click FlexCard on the list of Staff Applications
Unless the transaction was an in-person purchase and the goods have been
received, there is nothing for the Reviewer to do at this point in time: the
charges should not be allocated until the order has been received.
Email Notification of a New
Transaction
Allocation Module Review Deadlines
Your department has 14 days from the date of the email notification of a
new transaction to review (approve) it. If not reviewed within 14 days, it will
automatically be allocated to the FlexCard’s default account. This automatic
allocation occurs each working day at 1:00 PM.
Even if the default LAFSO is correct for the expense, the transaction MUST
STILL BE REVIEWED.
You do not want to let a transaction pass to the General Ledger unreviewed for
two reasons:
1. if the default account is not appropriate, your department will need to
transfer the expense using TOE (Transfer of Expense); and/or
2. if the transaction is out-of-state with added use tax that is not correct, your
department will need to prepare a FLEXCARD USE TAX REVERSAL
FINANCIAL JOURNAL in order to be reimbursed for the overpaid use tax.
Allocation Module Review Deadlines
In order to assist your department in meeting the deadline, the FlexCard
Allocation Module sends out email notifications of transactions that will be
charged to a FlexCard’s default account the following 1-3 working days.
Allocation Module Review Deadlines
WHAT DO I DO IF IT IS DAY 13 AND THE ORDER HAS NOT BEEN
RECEIVED?
Even if an order has not been received, or if your department is working through
problems with a merchant, remember: the University has already paid the
merchant – this occurred the day that your card was charged.
By reviewing a transaction, you are not “approving” its legitimacy or accuracy –
even fraudulent charges must be approved in the Allocation Module – you are only
approving the account to be charged. If there is a problem, a credit will follow, to
be reviewed and allocated to the same account.
MUST I REVIEW A TRANSACTION THAT AUTO-POSTED ON DAY 14?
YES. Even though the charge has posted to the General Ledger, the transaction
status is not yet REVIEWED.
1.
Click the check box in front of the transaction and then click APPROVE.
2.
Process a TOE and/or Use Tax Reversal Financial Journal, if necessary.
Allocation Module Review Deadlines
If a transaction remains unreviewed, reminder email notifications are generated
at 30, 45 and 60 days.
If a transaction is still not reviewed at 60 days, Program Administration is
notified and will contact your Department Administrator to discuss the situation.
It is critical that transactions be reviewed within the 60-day
window because your department loses the right to dispute
charges through U.S. Bank once it has been reached. Even if
charges are fraudulent, your department will be liable for them.
All departments should have a Back-Up Reviewer in order to avoid
problems with meeting review deadlines and to fill in when the
primary Reviewer is on vacation or absent due to illness.
Allocating / Reviewing Transactions
LOGGING ONTO THE FLEXCARD ALLOCATION MODULE
The FlexCard Allocation Module is accessible through the Espresso Single
Sign-On Portal at https://uwa1.isc.ucsb.edu/loginas.html. This link is provided
in all email notifications.
1.
Log onto Espresso using your UCSBNetID and password
2.
Click FlexCard on the list of Staff Applications
3.
Select the Cardholder by either double-clicking anywhere on the row on
which the Cardholder’s name appears or by checking the box in front of
the Cardholder’s name and clicking SELECT at the bottom of the page.
4.
Select the transaction to be modified by clicking the check box in front of it
and then performing actions on either or both the Transaction Review or
Transaction Allocation screen.
Allocating / Reviewing Transactions
TRANSACTION REVIEW SCREEN
TRANSACTION ALLOCATION SCREEN
TRANSACTION REVIEW SCREEN
1. Enter comments
2. Approve transactions to the default account
3. Modify use tax by entering amounts into the Non-Taxable Subtotal or
Freight fields
TRANSACTION ALLOCATION SCREEN
1. Approve transactions to another account (fund,object code, etc.)
2. Split transactions between different accounts
3. Add LVPA, department dash, project code, etc. information
Allocating / Reviewing Transactions
ENTERING / VIEWING COMMENTS
A Comment can be added to any transaction.
1.
2.
3.
4.
5.
Click the check box to the left of the transaction.
Click the COMMENTS button at the bottom of the screen.
Select the type of Comment (Comment, Dispute, Return).
Type the comment in the text box.
Click SAVE.
Any transaction with a Comment is easily identified: the Merchant Name
appears in red underlined text.
To View a Comment, simply click on the highlighted Merchant Name.
To Modify a Comment, re-select it by clicking the check box and COMMENT.
NOTE: Once created, a Comment cannot be deleted (the DELETE button
does not work).
Allocating / Reviewing Transactions
APPROVING CHARGES TO THE DEFAULT ACCOUNT
The simplest approval is one in which a transaction is to be charged to the
FlexCard’s default account (the transaction can be either in-state, or out-ofstate if the use tax does not need to be modified).
1.
2.
Select the transaction by clicking the check box to the left of it.
Click APPROVE.
If multiple transactions are to be charged to the default account, click the check
boxes in front of each of them and then click APPROVE.
If all transactions displayed on the page are to be charged to the default
account, click the check box that appears in the header row – this automatically
selects ALL transactions – and then click APPROVE.
Allocating / Reviewing Transactions
ALLOCATING A CHARGE TO A NON-DEFAULT ACCOUNT
If the default account (even the object code) is not appropriate for the
transaction, changes are made on the TRANSACTION ALLOCATION screen.
1.
2.
3.
Make any required use tax adjustments on the TRANSACTION REVIEW
screen.
Click SAVE.
Click ALLOCATE to proceed to the TRANSACTION ALLOCATION screen.
IMPORTANT NOTE: If you proceed immediately to the TRANSACTION
ALLOCATION screen and enter and save LAFSO changes, you cannot return
to the TRANSACTION REVIEW screen to change the use tax – the values
displayed on it are no longer modifiable.
If you realize that you forgot to make the use tax modifications, click RESET
STATUS at the bottom of the TRANSACTION REVIEW screen. This will
restore all values back to the original state and you can start over again.
Allocating / Reviewing Transactions
CHANGING AN OBJECT CODE
1.
2.
3.
4.
Click the object code field and enter the correct object code, if you know it.
If you do not know the correct object code, double click in the object code
field – a table appears in a pop-up window, the 17 most commonly used
object codes appearing at the top, followed by the full object code listing.
Double click the correct object code to enter it.
Click either SAVE or APPROVE.
Allocating / Reviewing Transactions
ENTERING A REFERENCE NUMBER
You can enter a reference number (low value or high value purchase order
number), department dash number, cost center, project code or cost type for
any transaction, or any distribution line of a transaction.
The reference number and department dash number will print on the General
Ledger (if you leave these fields blank FLXCRD will appear in them on the
General Ledger); cost center, project code and cost type will appear in the Data
Warehouse, for use in internal department reports.
1.
2.
Click in the appropriate field(s) and enter the value(s).
Click either SAVE or APPROVE.
NOTE: If you enter one of your department’s active low value numbers, the
account, fund, sub and object code fields will be automatically updated to the
values established for that LVPA number.
Allocating / Reviewing Transactions
SPLITTING A CHARGE AMONG DIFFERENT LAFSOS
Sometimes, an expense may need to be split between more than one LAFSO.
The TRANSACTION ALLOCATION screen has 5 break-out account lines, and
if necessary, additional ones can be created by clicking ADD LINE at the
bottom of the page.
New LAFSO information can be added in one of several ways:
1. Manually enter the information into each of the fields.
2. Click CLONE LINE at the bottom of the page – the action will exactly
reproduce all information (including any added reference numbers, etc.) on
the original LAFSO line
3. Enter an active department LVPA number into the Reference Number field
at the beginning of one of the break-out lines – when you tab out of the
field, all LAFSO fields will be filled with the values set up for the LVPA.
Allocating / Reviewing Transactions
SPLITTING A CHARGE – HELPFUL FACTS AND HINTS
When the new line is first created, the GL Total for that line is $0.00.
Whatever amount is entered in the GL Total for the new line automatically
reduces the GL Total on the original line.
No line can have a zero GL Total. If you try to save or approve, you will get an
error message.
No added line can have an amount greater than the original GL Total. If you try
to save or approve, you will get an error message.
Remember, if re-allocating a credit, that the amount entered must be negative.
If you create an additional line and then realize that it is not needed, you can
delete it by clicking the check box in front of it and then clicking DELETE
LINE(S) at the bottom of the page.
Use Tax
WHAT IS USE TAX?
Use tax is a tax imposed upon the users of tangible personal property shipped from
out-of-state for use, storage or consumption in California. It is the tax that is
imposed upon the user when the seller (usually an out-of-state merchant) does not
collect California sales tax.
WHEN DOES THE ALLOCATION MODULE ADD USE TAX?
The Allocation Module adds use tax to charges from all merchants
(a) whose billing address is out-of-state, AND
(b) which do not break out sales tax (if collected) as a subtotal of the total charge.
HOW DO I KNOW WHEN USE TAX HAS BEEN ADDED?
1.
2.
An amount appears in the Use Tax column.
The Non-Taxable Subtotal, RC and Freight fields are open for data entry and
are highlighted in yellow.
Use Tax
DO I ALWAYS NEED TO PAY THE ADDED USE TAX?
No, use tax does not always need to be paid.
In addition to instances where the out-of-state merchant has already charged
California sales tax, there are three other situations in which use tax is not
appropriate:
1.
if all or part of the purchase is not subject to taxation; for example, labor, a
software download with no physical deliverable, an optional software or
equipment warranty / maintenance agreement, or a periodical subscription
2.
if there are any shipping or freight charges for delivery by a shipper other
than the merchant (UPS, FedEx, USPS, etc.)
3.
purchases from the US Government, other US states outside California
and foreign governments; this exclusion includes the institutions of such
non-California entities, such as state and national universities.
How to Modify or Remove Use Tax
Use Tax is modified or removed on the Transaction Review screen in the
FlexCard Allocation Module. Three fields are open for department input: NonTaxable Subtotal, RC (Reason Code) and Freight.
Scenario # 1: just the freight (shipping) charges are non-taxable
1.
2.
3.
4.
Enter the freight (shipping) amount in the Freight field.
Click SAVE (if you need to make LAFSO changes on the Transaction
Allocation screen, or if you are an Allocator).
Click APPROVE (if no other changes need to be made and if you are a
Reviewer).
A pop-up informs you that the modification has been successful.
The use tax is reduced by the tax on the amount entered into the Freight field.
How to Modify or Remove Use Tax
Scenario # 2: the entire purchase is non-taxable (the merchant has
included California sales tax on its invoice, or the entire purchase is not
subject to use tax – a software download, for example)
1.
2.
3.
Enter the full Vendor Total in the Non-Taxable Subtotal field.
Enter the appropriate Reason Code into the RC field.
If you double-click in the RC field, a pop-up window provides a list of the
most common reasons why a transaction may not be subject to use tax
Click either SAVE or APPROVE.
Use Tax Scenarios
Scenario # 3: only a portion of the Vendor Total is not subject to use tax
(there are no shipping charges)
1.
2.
3.
Enter the optional warranty agreement amount into the Non-Taxable
Subtotal field.
Enter Reason Code 41.
Click either SAVE or APPROVE.
Scenario # 4: only a portion of the Vendor Total is not subject to use tax
(and there are also non-taxable shipping charges)
1.
2.
3.
4.
Enter the optional warranty agreement amount into the Non-Taxable
Subtotal field.
Enter Reason Code 41.
Enter the freight amount into the Freight field.
Click either SAVE or APPROVE.
Use Tax Reversal Financial Journal
If a transaction passes to the General Ledger with incorrect use tax, you can
recoup the overpayment.
1.
Go to the FlexCard webpages and, under the Forms section, click the link
to the FLEXCARD USE TAX REVERSAL FINANCIAL JOURNAL.
2.
When the Excel spreadsheet opens, complete the journal per the
Financial Journal Instructions that are provided immediately below the
link to the journal.
3.
Email a copy of the electronic journal to Asger Pedersen in Accounting
Services & Controls, and send him a signed copy of the printed hard copy,
together with the necessary back-up documentation.
Use Tax Reversal Financial Journal
California Sales Tax Issues
If there is an error in sales tax on a charge from a California merchant, your
department must work with the merchant to resolve the issue.
The merchant will need to issue a credit (or additional charge, if it did not
charge enough sales tax). The merchant may issue a credit for the entire
original amount and re-bill for the full, corrected amount.
Sales tax errors cannot be corrected within the FlexCard Allocation Module.
This decision was made because sales tax discrepancies are a minor issue for
our campus and attempting to correct them within the Allocation Module would
most likely produce further errors.
If there is a substantial California sales tax error (under-taxing) on a charge
from an out-of-state merchant, you can assess yourself the balance by using
the FlexCard Use Tax Reversal Financial Journal and debiting your department
account, rather than crediting it. Contact FlexCard Administration or Asger
Pedersen in Accounting before processing this type of journal.
Transfers of Expense (TOE)
If, after you review (approve) a transaction, you realize that the incorrect
LAFSO was charged, you can launch directly into the Transfer of Expense
(TOE) from within the FlexCard Allocation Module.
There are three prerequisites: (a) you must be a Reviewer or Allocator; (b) you
must be set up as a TOE preparer; and (c) the transaction must have a posting
date – this normally occurs when the transaction is reviewed, except during
periods when the General Ledger is closed for production.)
If all three conditions are met:
1.
Click the check box in front of the transaction.
2.
Click TRANSFER USING TOE at the bottom of the page.
3.
Proceed as you would when preparing any TOE transfer of expense.
Unreviewed transactions cannot be transferred using TOE, since you can still
modify the account(s) to be charged within the Allocation Module itself.
Resources
Contact Information
Management and Allocation Modules, Cardholder/Reviewer Exams, Card
Applications
Vaughn Boyle, Purchasing, x7377, vaughn.boyle@purchasing.ucsb.edu
Lynn Corrigan, Purchasing, x4073, lynn.corrigan@purchasing.ucsb.edu
Or: flexcard@purchasing.ucsb.edu
Sales and Use Tax
Asger Pedersen, Accounting Services & Controls, x3919,
asger.pedersen@accounting.ucsb.edu
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/resources.htm#d