FlexCard Department
Administrator Training
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
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
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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):
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Up to $2,500: all Cardholders
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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
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 a 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 Cardholder’s
department and the University, the Cardholder’s FlexCard will be revoked
immediately and permanently.
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
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 the card’s per transaction limit?
b. Is the commodity restricted: a controlled item such as ethyl alcohol;
narcotics; firearms; precious metals; explosives or other hazardous
hazardous materials; or personal services?
If the answer to either question is Yes, FlexCard cannot be used.
2. Obtain the necessary pre-purchase approval: including any 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
type, cost center and/or project code associated with the purchase.
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 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
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.
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.
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.
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 1 finding during FlexCard audits! ALL receipt
documents – FlexCard, low value and purchase orders – must
be signed/initialed 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.
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,
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.
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.
Applying to Become a
Department Administrator
1.
Log onto the FlexCard Management Module at
https://apps.purc.ucsb.edu/FLEXCARDMANAGEMENT/. 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.
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.
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/FlexCardManagement
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 ROLEAPPLICATIONS.
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
de-select the appropriate codes. Once you have made the selection,
click APPROVE APPLICATION.
7.
The applicant has now been authorized as a Reviewer.
Inactivating a Reviewer
1.
If you wish to inactivate an employee’s 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 employee’s 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 employee’s Allocator status.
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
department’s 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 Reviewer’s name.
5.
A pop-up window appears, asking you to confirm the Delete. Click OK.
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 Reviewer’s 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 FlexCard’s default LAFSO.
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.
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 applicant’s 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.
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.
Setting Up a Cardholder
Section 6 – Card Notes
This is an optional field, where any special comments may be entered.
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.
If the application has been submitted successfully, a message appears at
the bottom of the form stating that “Application Number XXXXX
Submitted to FlexCard Program Administrator.”
NOTE: If a mail code or email address is missing, an error message
appears in red under Section 2: this is sometimes missed by the
Department Administrator: the application has not been submitted.
Another clue that a problem has occurred: when an application is
successfully submitted, Department Administrator and Cardholder
receive an email notification. If there is none, the Department
Administrator needs to check the application, supply any missing
information, then click SUBMIT APPLICATION again.
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.
Adjusting a Default LAFSO
You can adjust a FlexCard’s 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 department’s 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 FlexCard’s 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.
Modifying Spend Limits
A FlexCard’s 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 Cardholder’s purchasing responsibilities.
1.
Click REQUEST CHANGE TO SINGLE TRANSACTION LIMIT / CYCLE
LIMIT.
2.
A list of your department’s 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 FlexCard’s Single Transaction Limit and Cycle Limit appear on the
left side of the screen, grayed-out and unmodifiable.
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 and are effective immediately.
7.
FlexCard Administration emails you confirmation that the limit changes
have become effective.
Changing Cardholder Name or
Card Description
Occasionally, a Cardholder’s 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 CARDHOLDER’S NAME OR CARD
DESCRIPTION.
2.
A list of your department’s 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 Cardholder’s 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.
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 three 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 Cardholder’s (or any program participant’s) 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.
Damaged, Lost, Stolen or FraudCompromised FlexCards
If a FlexCard is lost or stolen, it is the Cardholder’s responsibility to call U.S.
Bank immediately, have the card cancelled and a new one issued.
Similarly, if a FlexCard’s account number has been compromised and
fraudulent charges are being billed to the card, it is the Cardholder’s
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.
Damaged, Lost, Stolen or FraudCompromised FlexCards
1.
Click REPORT A REPLACEMENT CARD (DAMAGED, LOST, STOLEN,
FRAUD-COMPROMISED).
2.
A list of your department’s 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.
Damaged, Lost, Stolen or FraudCompromised 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 fraudcompromised 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.
Temporarily Suspending a
FlexCard
1.
Click REQUEST A CARD SUSPENSION.
2.
A list of your department’s 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.
Canceling a FlexCard
1.
Click REQUEST A CARD CANCELLATION.
2.
A list of your department’s 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.
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.
2.
3.
4.
5.
6.
Department List – Participating Department List
Participants – Program Participant Reporting
Relationships – Reviewer/Cardholder Reporting
Card Info – View Card Information
Exam Authorizations – Participant Exam Authorizations
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. You 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).
Program Participant Reporting
This report is probably the most useful. The default view displays all
Department Codes and Descriptions managed by the Department
Administrator, and all Roles and Names of Active FlexCard participants,
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, a list of Active Reviewers, or all Cardholders, regardless of
status. If the Department Administrator manages more than one
Department Code, the view may be narrowed to only one of the codes.
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. Additional information is listed for each Cardholder,
including the last four digits of the card number and its expiration date.
The view can be switched to first display the Cardholder and then his/her
Reviewers.
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 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 exams. 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, that the new Reviewer is not
specifically assigned to a Cardholder(s) - in which case, the Reviewer
will not receive notifications of new transactions available for review.
Therefore, this report should be run 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..
Resources
Contact Information
Management and Allocation Modules, Cardholder/Reviewer Exams, Card
Applications
Vaughn Boyle, Purchasing, x7377, vaughn.boyle@purchasing.ucsb.edu
Lynn Corrigan, 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