FlexCard Cardholder
Training
This FlexCard Cardholder 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 Cardholders to pass
the exam required for participation.
2. The procedure for obtaining a FlexCard, including taking the exam,
submitting an application, and setting up an account with Access Online
(U.S. Bank).
3. Making purchases with FlexCard, including retaining necessary
documentation and audits.
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
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 AWARD
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.
Be careful, if you carry your FlexCard in your wallet or purse, that you do not
accidentally use it when making a personal purchase.
Be careful, if you make both personal and business purchases at a website such
as Amazon.com: your FlexCard may become your default card. If you are not
careful when making a personal purchase, your FlexCard may accidentally be
charged. To avoid any confusion, it is best to create two separate accounts, one
for work and one for home.
Reimbursing an Accidental
Personal Purchase
If you accidentally make a personal purchase:
1.
If possible, reverse the charge off of FlexCard and have it billed to your
personal credit card.
2.
If you cannot reverse the charge, reimburse your department by preparing a
Deposit & Recording Advice (DARA) and depositing the full amount of the
purchase to your FlexCard’s default account.
3.
Notify your Reviewer and Department Administrator of the mistake.
4.
Document the purchase and reimbursement. Provide your department with
a copy of the purchase documentation: it the transaction is selected for
audit, your department will need to provide a copy of it, and the DARA, to
document the full transaction and reimbursement.
Fraudulent Misuse 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.
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 Cardholder, you:
1. can be an Allocator (Allocators can only set up the accounts to be charged for
a purchase, they cannot approve them)
2. cannot be a Reviewer (of your own FlexCard purchases – in a small
department, you can be a Back-Up Reviewer, but you can only review /
approve charges made by other Cardholders)
3. cannot be your Reviewer’s supervisor
4. cannot be a Department Administrator or Department Head
Taking the Cardholder 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 CARDHOLDER 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 START EXAM.
Taking the Cardholder 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.
Once you have reviewed your answers, 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 CARDHOLDER.
Initiating a Cardholder Application
1.
In section 1 of the Application, edit your name, if necessary and enter
your Card Description (do not use your department name).
2.
In section 2 of the Application, correct any address information (it is autofilled from your Campus Directory entry) that may not be complete or
accurate. Be sure to enter your department’s Mail Code in the zip code
plus four field.
3.
Once all Cardholder information has been updated and verified, click
SUBMIT APPLICATION.
4.
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.
Completing the Application Process
1. Your Department Administrator completes the Application by entering a
default account number, assigning a Reviewer, choosing card limits and
submitting it to FlexCard Program Administration. Once he or she submits
the application, you will receive an email confirmation: if you do not, check
with your DA – the Application may not have been completed correctly.
2. Program Administration approves the Application and submits a new card
request to U.S. Bank; notifying the Cardholder of the submission.
3. The FlexCard arrives from U.S. Bank, typically within 3 business days.
4. Program Administration emails the Cardholder to schedule card pickup. A
copy of the FlexCard User Agreement is attached: you must print and
complete the form and present it when picking up the FlexCard. A
FlexCard will NOT be distributed without a completed User Agreement.
5. The Cardholder meets with Program Administration, presents picture ID and
a completed User Agreement, and picks up the FlexCard.
Activating a FlexCard
In order to activate your new FlexCard, call U.S. Bank at (800) 344-5696.
You will be asked by U.S. bank to provide:
1. your 16-digit FlexCard account number
2. your Social Security Number.
When asked for your SSN, you must provide your UCSB EMPLOYEE ID
NUMBER.
If you key in your SSN, it will not match the number on file at U.S. Bank and
your card activation will be suspended and routed to a live operator.
Whenever you call or are contacted by U.S. Bank and are asked for your SSN,
you must always provide your UCSB EMPLOYEE ID NUMBER.
Access Online Website
Access Online (https://access.usbank.com/) is the U.S. Bank website where a
Cardholder creates a user account. A Cardholder can view and print monthly
statements, run reports on transactions, and view current authorization limits
and available credit.
If a transaction is declined, Access Online does not provide the Cardholder with
any information regarding the reason for the decline. The Cardholder must
contact FlexCard Administration, which has access to this information.
ONLY Cardholders have the ability to log onto Access Online. Reviewers and
Department Administrators cannot log onto the system.
If a Department Administrator needs access to Cardholder transactional
information, he or she must contact FlexCard Program Administration.
Setting up an Access Online Account
1.
Once logged onto Access Online, click REGISTER ONLINE.
2.
On the Online Registration page, enter the following information:
a.
b.
c.
d.
Organization Short Name: UCSB (not case sensitive)
Account Number: your 16-digit FlexCard account number
Account Expiration Date: month and year, as inscribed on your FlexCard
Account Zip Code: 93106 for all campus departments
3.
Click “I Accept” at the bottom of the Licensing Agreement page.
4.
Complete all required fields on the Password and Contact Information
page and submit your request.
Access Online User ID and Password
Your Access Online password must be AT LEAST 8 CHARACTERS LONG
and must be ALPHANUMERIC.
Write down your User ID and password. If you forget your password, but
remember your safety question answer, you can reset your password. But if
you forget your User ID, you will need to contact U.S. Bank by telephone and
request a reset.
You only have 3 chances to correctly enter your User ID and password at
Access Online. If you fail, you must contact U.S. Bank by telephone and
request a reset.
U.S. Bank requires you to change your password every 2 months, and you
cannot reuse the same one for at least 12 months. Therefore, it is important to
write down your new password so: (1) you do not forget it the next time you log
on, and (2) you do not attempt to reuse it before 12 months have passed.
U.S. Bank Monthly Statements
UCSB does not require departments to reconcile the Cardholder’s monthly U.S.
Bank statement to the General Ledger. The FlexCard Allocation Module
contains all transactions that appear on the statement.
If departments are viewing new transactions as they appear daily in the
FlexCard Allocation Module, and reviewing them, they are in effect reconciling
their U.S. Bank statement.
Individual departments, however, may choose to incorporate monthly
cardholder statement reconciliation into their internal processes.
If this is the case, it is important to remember that U.S. Bank retains statements
for a maximum of 13 billing periods (typically, statements are issued on the 25th
of the month). Earlier statements cannot be recreated.
.
Printing Your Monthly Statement
1.
On the Welcome to Access Online main page, enter:
a. Organization Short Name: UCSB (not case sensitive)
b. User ID (as created above)
c. Password (as created above)
2.
Click LOGIN.
3.
From the left hand menu, select ACCOUNT INFORMATION.
4.
On the Account Information screen, select CARDHOLDER STATEMENT.
5.
If you have more than one FlexCard account, select the account number.
6.
Select the Billing Cycle for the statement and click VIEW STATEMENT.
7.
The statement appears as a PDF document for you to view or print.
Reporting Lost and Stolen Cards
1. If your FlexCard has been lost or stolen, IMMEDIATELY call U.S. Bank at
800-344-5696. Prompt action on your part will reduce your department's
liability for fraudulent charges.
2. U.S. Bank will cancel your FlexCard and issue a new card that will be
mailed to FlexCard Program Administration within 3 business days.
3. Notify your Department Administrator who will notify FlexCard Program
Administration by logging onto the FlexCard Management Module.
4. Monitor the Allocation Module for any fraudulent charges that may have
been made before the card was canceled.
Disputed Charges
1. If there is a billing problem, contact the merchant and attempt to correct the
problem. Most billing problems are easily resolved and credits issued by
the merchants.
2. If the billing problem cannot be resolved directly with a merchant, you may
enlist U.S. Bank’s assistance by calling Customer Service at 800-344-5696
and filing a DISPUTE.
NOTE: CARDHOLDERS NEED TO PRESERVE THEIR DISPUTE RIGHTS
BY NOTIFYING U.S. BANK WITHIN 60 DAYS OF THE DATE OF THE FIRST
STATEMENT ON WHICH THE DISPUTED TRANSACTION APPEARS.
Fraudulent Charges
Your department may become aware of fraudulent (or potentially fraudulent)
charges on a FlexCard during a Department review of charges received in the
FlexCard Allocation Module or via a call from the Fraud Division of U.S. Bank.
1. Once you are certain a charge is fraudulent, IMMEDIATELY call U.S.
Bank’s fraud hotline at 800-523-9078. Do not call or email FlexCard
Administration! Only the bank can help resolve a fraudulent charge.
2. The bank representative walks you through the fraud process. You let them
know which recent charges are fraudulent and they begin the process of
removing them from your account: they almost always mail you a
“Statement of Fraud” that must be completed and returned to the bank
(more on this subject below).
3. Inform your Department Administrator of the fraud: he or she will notify
FlexCard Administration by logging onto the FlexCard Management Module
and filing a report (without one, we cannot create an entry for your new card
number, when it is received).
Fraudulent Charges
4. Monitor the Allocation Module for any further fraudulent charges.
5. Your department must allocate any fraudulent charges that appear in the
Allocation Module to the card’s default account. When the credits appear,
they, too, are allocated to the default account, zeroing each other out.
6. The Statement of Fraud should arrive in the mail within 7-10 days after your
initial call to U.S. Bank. If it does not, call the Fraud Division and request
that it be re-sent. It is even possible to have it faxed or emailed, but the
bank prefers to mail hard copies.
7. You must complete the Statement of Fraud and return it to U.S. Bank.
If you do not, the provisional credits that appear on your account, generally
within a few days, will be removed 60 days after you first reported the fraud.
You may not be able to get them reversed a second time. FlexCard
Administration can now monitor the Fraud process at U.S. Bank and can
notify you if the bank has not received a Statement of Fraud (there have
been rare issues with mail delivery).
What to do if contacted by U.S. Bank
U.S. Bank will not contact FlexCard cardholders except when fraudulent activity
is suspected. In this case, they will contact cardholders BY TELEPHONE.
U.S. Bank Fraud Division will first verify that you are the Cardholder by asking
several questions. It is important that you be able to respond correctly:
1. Your name (as embossed on your FlexCard)
2. The last 4 digits of your Employee ID Number (remember, they will
probably ask for your Social Security Number)
3. Your Billing (Mailing) Address, as displayed on either:
a. the mailer to which your FlexCard was attached, or
b. your U.S. Bank Monthly statement
The information displayed on the line immediately below the Cardholder’s
name is NOT part of the billing address: it is the Card Description.
Billing Address – U.S. Bank Mailer
As displayed on the mailer to which the FlexCard is attached when delivered by
U.S. Bank.
Billing Address – Card Statement
As displayed on the U.S. Bank Monthly Statement.
What to do if contacted by U.S. Bank
If you cannot be reached, U.S. Bank will leave a voicemail message and will
SUSPEND YOUR FLEXCARD in order to prevent any more possible
fraudulent transactions from being processed before you can be contacted.
It is important for you to call U.S. Bank as soon as possible. With your card
temporarily suspended, you will not be able to make any new purchases. In
addition, having a suspended card can affect previously placed orders:
because merchants should not process a credit card charge until they ship the
items, your card could be declined for existing, legitimate orders.
If U.S. Bank cannot reach a Cardholder, they will contact Program
Administration, which will contact your Department Administrator, and work to
resolve the situation if you are unavailable due to vacation, illness, etc..
Email from U.S. Bank
You will NEVER be directly contacted by U.S. Bank via
email.
Any correspondence or communication from U.S. Bank will be
relayed to you by FlexCard Program Administration.
Do not open any “email from U.S. Bank” – any such email will be a phishing
request intended to obtain your confidential information in order to commit
credit card fraud. Forward the unopened email to FlexCard Program
Administration which will inform U.S. Bank.
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 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, the 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.
Split Transactions
Departments must not split transactions in order to get around a FlexCard’s per
transaction limit.
Splitting a transaction does not only mean asking a merchant to split a total
charge into two separate billings (for example, to bill a $6,000 purchase in two
$3,000 increments).
A department is splitting a transaction if it places a series of orders with the same
merchant, on the same day or consecutive days, for a series of related
purchases (i.e., on the same funding source, for the same end user or group).
You are still splitting a purchase if the transactions are processed on different
FlexCards.
Your department does not need to split transactions. There is a process for
using the FlexCard to pay for high value Purchase Orders.
Paying Purchase Orders via
FlexCard
If a merchant does not accept purchase orders (for example, Newegg) or if
payment via credit card will expedite delivery, employ the following procedure:
1.
Complete a high value requisition in REx.
Only one line item is required, referencing the quote number; you do not
need to enter full line item detail.
2.
In the NOTES section, provide the following information:
“Settlement to be made via FlexCard – Cardholder name XXXX. Buyer do
not send purchase order to vendor.”
3.
Once the Purchasing Buyer has reviewed and approved the requisition, he
or she will email approval for the department to place the order and inform
FlexCard Administration.
4.
FlexCard Administration will temporarily increase the Cardholder’s per
transaction limit, until it confirms that payment has been made, at which
point it will return the per transaction limit back to $5,000.
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 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.
New Transaction Email Notifications
Each time you receive an email notification of a new transaction, you should
review it, and if necessary, log onto the Log onto the FlexCard Allocation
module to verify that the transaction is legitimate.
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
If you never placed an order with the Merchant, and the transaction is
fraudulent, IMMEDIATELY call the Fraud Division at U.S. Bank at 800-5239078. Do not call FlexCard Administration!
If you placed an order with the Merchant, but the amount seems incorrect, or
the transaction appears to be a duplicate, contact the Merchant to resolve the
situation. If the billing was a duplicate, a credit can be issued; other errors can
also be resolved. If you have difficulties with the Merchant, you can contact
U.S. Bank at 800-344-5696 to initiate a DISPUTE.
New Transaction Email Notifications
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 (or 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 DO I 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.
Order Documentation Summary
All purchases, not just FlexCard transactions, must be fully documented. The
documentation will vary according to the type of purchase/transaction, but
common types of documentation include:
1.
Department Requisition (per department policy)
2.
Order Document
Internet Order Confirmation Page
Fax Copy
Itemized Sales Receipt (not just the credit card receipt)
It is acceptable to have no order document in certain situations. For
example, monthly service payments (Verizon, Arrowhead, etc.).
Telephone orders, if no Department Requisition has been created,
should be documented via either a hand-written note on the receipt
document or a memo to file.
Order Documentation Summary
3.
Additional Approvals Form (when required)
Non-Cash Award Approval Form
Membership and Subscription Approval Form
Gift Card Distribution Sheet
4.
Receipt Document
Packing Slip
Paid Invoice
Email Confirmation from Merchant (software orders, subscription and
membership renewals, etc.)
The receipt document must be signed/initialed and dated by the
individual who received the goods.
If there is no packing slip or paid invoice for a transaction, document
receipt of the goods or service via a hand-written note on the order
document, or have the end user confirm receipt via email.
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.
Canceling or Suspending a
FlexCard
If you are going on an extended leave, notify your Department Administrator,
who will log onto the Management Module to “Request a Card Suspension.”
When you return to work, your Department Administrator will inform Program
Administration in order to reactivate your FlexCard re-activated.
If you are no longer going to be a Cardholder, because of a change in job
duties or departments, or a separation from the University, cut up your
FlexCard and hand it over to your Department Administrator, who will log onto
the Management Module to “Request a Card Cancellation.”
NOTE: Your FlexCard should not be canceled until all pending transactions
have been received in the Allocation Module. In addition, if any recurring
expenses (i.e., Arrowhead) are being charged to your FlexCard, they must be
transferred to another card before your FlexCard is canceled.
What to do if your FlexCard is
Declined
A FlexCard transaction may be declined for one of several reasons, including:
1.
The amount exceeds the per transaction limit on your FlexCard.
2.
The transaction brings your total monthly expenditure above the per cycle
limit on your FlexCard.
3.
The merchant code for the vendor from which you are attempting to make
the purchase is not open on the UCSB and/or your department’s template
(for example, an airline, car rental company, hotel, jeweler, liquor store).
4.
The billing/mailing address that you provided (generally for online orders),
does not correspond to the one on file with U.S. Bank.
If a vendor informs you that your card declined, do not panic. Call FlexCard
Administration and report the decline. Depending upon the circumstances, a
solution is usually possible.
What to do if your FlexCard is
Declined
Most FlexCard declines occur because of blocked merchant codes. If it is
determined that the merchant code should be open for your department
because the commodity falls within its business needs (for example, if you are
in Theater and Dance and need to buy wigs), we can open that merchant code
for your card.
If there is a billing address issue, we can help you complete that section of the
online order by reminding of your official address as it is on file at U.S. Bank.
Some online vendors require a street address for deliveries, which can be an
issue on the UCSB campus. The official UCSB street address may be found
on the UCSB Mail Services website.
If the decline was due to your monthly spend limit being exceeded, your
Department Administrator can submit a request for either a one-time increase
or, if you will be buying consistently at this higher monthly level, a permanent
increase.
What to do if your FlexCard is
Declined
If your single transaction limit was exceeded, there are several possibilities:
1.
If your current limit is $2,500, as long as your department has a good
history with FlexCard, your Department Administrator can request an
increase to $5,000 per transaction.
2.
If your current limit is $5,000, an exception may be granted, but you will
need to submit a requisition to Purchasing, for approval of the transaction
by a Buyer, who will ensure cost-effectiveness. In most cases, a
“FlexCard Purchase Order” will also be created, to document the approval.
Cardholders should always be aware of their FlexCard limits, prior to making a
purchase. Exceptions cannot, and will not, be granted in all circumstances.
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
Questions