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FlexCard Department Administrator Training

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Title: FlexCard Department Administrator Training


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

3
FlexCard Overview
  • UCSBs FlexCard is a Visa credit card issued by
    U.S. Bank to UCSB employees who have authority to
    buy goods and services on behalf of their
    departments. The FlexCard is issued to an
    individual, not to a department, and cannot be
    used by anyone other than the Cardholder.
  •  
  • The FlexCard cannot be used for personal
    purchases and will not provide cash advances. It
    does not replace the US Bank Corporate Travel
    Card and cannot be used to charge travel or
    entertainment expenses.
  • The FlexCard is essentially a low value
    purchasing card, and current commodity
    restrictions apply. The FlexCard can also be
    used to pay for certain repetitive purchases,
    such as shredding services or bottled water, as
    long as the good or service is purchased from the
    approved campus contract or UC Strategic Sourcing
    vendor. A complete list of allowable purchases
    is found on the website under the section
    entitled What Can I Buy with the FlexCard?

4
FlexCard Overview
  • FlexCard Benefits
  • Can be used with all merchants that accept the
    Visa card
  • Internet purchases made without the need to use a
    personal credit card
  • Merchant paid almost immediately (no invoices
    sent to Accounting)
  • Reduces the need to use petty cash and/or
    employee reimbursements
  •  
  • Special Features
  • Variable maximum per transaction limit (including
    tax)
  • Up to 2,500 all Cardholders
  • Up to 5,000 Cardholders who have attended
    Purchasing 101
  • Variable maximum monthly limit (the default is
    20,000), as determined by department purchasing
    needs
  • Built-in controls that prohibit restricted
    purchases
  • Fraudulent transactions and merchant disputes may
    be resolved by working with U.S. Bank

5
Consequences of FlexCard Misuse
  • Repeated purchases of restricted commodities (for
    example, food or beverage purchases postage
    stamps employee awards that exceed the limits
    established under UC Policy G-41 or that are not
    supported by an EMPLOYEE NON-CASH AWARDS APPROVAL
    form), or other repeated abuses such as
    intentionally splitting orders, may result in
    suspension or cancellation of a FlexCard.
  • Repeated personal purchases, even if all promptly
    reimbursed, may result in cancellation of a
    FlexCard.
  • Fraudulent misuse of a FlexCard for personal gain
    (the purchase of items for personal use with no
    reimbursement to the department) may be grounds
    for disciplinary action up to and including
    termination and legal action.
  • Whatever other disciplinary action is
    administered by the Cardholders department and
    the University, the Cardholders FlexCard will be
    revoked immediately and permanently.

6
Separation of Duties
  • If you are a Department Administrator,
  • you can be Reviewer or Allocator
  • you cannot be Cardholder
  • If you are a Reviewer,
  • you are automatically an Allocator
  • you can be Department Administrator or a
    Cardholder (but you CANNOT review your own
    transactions)
  • If you are an Allocator,
  • you can be Department Administrator, Reviewer
    or Cardholder (you can allocate but not review
    your own transactions)
  • If you are a Cardholder,
  • you can be Reviewer (but CANNOT review your own
    transactions), Allocator
  • you cannot be Department Administrator

7
The FlexCard Pre-Purchase Process
  • Your department should follow its existing
    pre-purchase process. The Cardholder should
    observe the following general process
  •  
  • 1. Determine whether the purchase is an
    allowable low value purchase
  •  
  • a. Does the total (tax included) exceed
    your cards per transaction limit?
  •  
  • b. Is the commodity restricted, such as
    inventorial equipment, a controlled
  • item such as ethyl alcohol narcotic
    firearm precious metal explosive or
  • other hazardous material or personal
    services?
  •  
  • If the answer to either question is Yes,
    the FlexCard cannot be used.
  •  
  • 2. Obtain the necessary pre-purchase approval
    including any EMPLOYEE
  • NON-CASH AWARD APPROVAL or MEMBERSHIP
    forms.
  •  
  • 3. Obtain purchase specifications from the end
    user an e-quote or website
  • printout, or the information supplied on a
    Request for Delivery.
  •  
  • 4. If used by your department, obtain the low
    value number, dash number, cost

8
Purchases Requiring Additional Documentation
  • Your department can make purchases related to
    retirement, service anniversaries, bereavement
    and employee recognition using FlexCard.
  • These purchases must be documented by completing
    the EMPLOYEE NON-CASH AWARD APPROVAL form, which
    has a signature line for the required department
    head approval. This form is available on the
    FlexCard website.
  • These purchases must conform to the rules and
    dollar limits set forth in Appendix A of UC
    Policy G-41, Employee Non-Cash Awards and Other
    Gifts.
  • Your department can also pay for memberships
    using FlexCard.
  • These purchases must be documented by completing
    the MEMBERSHIP AND PERIODICAL SUBSCRIPTION
    APPROVAL form, which has signature lines for the
    required approvals. This form is available on
    the FlexCard website.
  • Memberships must conform to the rules set forth
    in Policy G-43, Policy on University Membership
    in Organizations.

9
Gift Cards and Certificates
  • If an award takes the form of a Gift Card or
    Certificate, there are several additional
    requirements
  • 1. The gift card cannot be redeemable for cash
    or services
  • 2. The recipient of the gift card must sign for
    it (he or she can sign and date the
  • EMPLOYEE NON-CASH AWARD APPROVAL form)
  • If your department purchases a quantity of gift
    cards to distribute over a period of time in the
    form of on-the-spot awards, it must prepare a
    Roster on which the total number of cards is
    indicated, and which is signed by each recipient
    as he or she is awarded one of the cards. All
    gift cards must be accounted for and the final
    balance must be zero. This roster is necessary
    to prove that no diversion or misappropriation of
    gift cards has occurred.
  • IMPORTANT NOTE Per IRS rules, no employee may
    receive more than 75 in any calendar year
    otherwise, the amount in excess of 75 is
    considered to be taxable income.

10
Making the Purchase
  • 1. Document the order
  •  
  • a. Internet print a copy of the Order
    Confirmation, confirmation email, order page, or
    other similar document not just the Shopping
    Cart.
  •  
  • b. Telephone order write down the
    confirmation number, etc. on the Request for
    Delivery or other form that you used to place the
    order.
  • If there is no order document, when the shipment
    is received, write a note on the receipt document
    (packing slip or paid invoice) indicating that it
    was a phone order.
  • c. Fax order a copy of the fax.
  •  
  • d. In-person purchase retain a copy of
    the itemized cash register receipt, not just the
    credit card receipt.
  • 2. Retain the order documentation to match with
    the receipt documentation (packing slip, paid
    invoice, etc.), and to assist (if necessary) with
    allocation of the charges.
  •  

11
Receiving the Order
  • If at all possible, someone other than the
    Cardholder should receive the order and verify
    its contents. This is a protection for the
    Cardholder. However, in smaller departments
    where this separation of duties cannot be
    maintained, the Cardholder may also be the one
    who receives the order.
  • Whoever receives the order should follow standard
    procedure
  • 1. Review the shipment for completeness were
    all the items shipped or are
  • some on back order? Do the items received
    match the items ordered?
  •  
  • 2. If there are any problems with the order,
    contact the Merchant and take the
  • necessary steps to remedy the situation.
    There is no need to file a Dispute
  • with U.S. Bank unless you cannot resolve
    the problem with the Merchant.
  •  
  • 3. Check off each item on the packing slip/or
    paid invoice enclosed with the
  • order.

12
Receiving the Order
  • 4. Sign and date the packing slip or paid
    invoice and attach it to the order, to
  • form a complete documentation package.
  • Not signing and dating the receipt document is
    the number 1 finding during FlexCard audits!
    ALL receipt documents FlexCard, low value and
    purchase orders must be signed and dated
    according to UC policy.
  •  
  • 5. Pass the complete documentation package to
    the Allocator or Reviewer, as
  • appropriate.
  • WHAT TO DO IF THERE IS NO PACKING SLIP OR PAID
    INVOICE ENCLOSED WITH THE ORDER
  • If no packing slip or paid invoice is enclosed
    with a shipment, or if there is none because of
    the type of purchase - such as software
    downloads, memberships or magazine subscription
    note this fact (on the order document or a
    separate sheet of paper). This added notation
    will be important during an audit.

13
Audits and Record Retention
  • Policy requires that FlexCard Administration
    conduct audits of FlexCard transactions. These
    audits are currently being conducted annually,
    per department. Random weekly audits of all
    transactions will soon begin. In addition,
    FlexCard transactions may be audited by Audit
    Advisory Services, UCs external auditors and by
    other agencies such as the State Board of
    Equalization and Federal contracting agencies.
  • Because your department retains all copies of
    documentation related to FlexCard purchases, it
    is the OFFICE OF RECORD and must retain original
    copies of all FlexCard purchase documentation for
    the period of time mandated by University of
    California policy.
  •  
  • For purchases made with non-extramural funds
    (19900, etc.), documentation must be retained for
    FIVE years following purchase.
  • For purchases made with extramural funds, as a
    rule of thumb, FlexCard purchase documentation
    should be retained for SEVEN years following
    acceptance by the awarding agency of the final
    Closeout Report.

14
The UCSBnetID and Password
  • All FlexCard program participants must have a
    UCSBnetID and password.
  • If you do not already have a UCSBnetID and
    password, go to the front desk in Information
    Systems Computing (fourth floor of the Student
    Affairs and Administrative Services Building
    SAASB). Bring a picture ID.
  • Once ISC has verified your identity, you will be
    issued a token and instructions on how to
    complete your set-up when you return to your
    office.
  • IMPORTANT REMINDER Once you have established
    your UCSBnetID and password, write down both and
    store the information in a secure location. If
    you forget your UCSBnetID or just your password,
    you will have to go back to ISC to obtain a new
    token and go through the entire process all over
    again.

15
Applying to Become a Department Administrator
  • 1. Log onto the FlexCard Management Module. On
    the Main Menu, click APPLY.
  • 2. On the Apply Menu, click APPLY TO BECOME A
    DEPARTMENT ADMINISTRATOR.
  • 3. Click SUBMIT APPLICATION.
  • 4. The Application is automatically submitted to
    FlexCard Administration. Print the form, sign
    and date it, and have it signed and dated by your
    Department Chair or Director.
  • 5. Mail the signed original application to
    FlexCard Administration at Purchasing, MC1150.
    If you wish to expedite processing, you can fax
    a copy to Purchasing at x8639.
  • 6. FlexCard Administration sets you up as
    Department Administrator, informing you via
    email.

16
Removing a Department Administrator
  • 1. Log onto the FlexCard Management Module.
  • 2. On the Department Administrator Menu, click
    MANAGE DEPARTMENT ADMINISTRATORS.
  • 3. On the Manage Department Administrators Menu,
    click REQUEST REMOVAL OF AN EXISTING
    DEPARTMENT ADMINISTRATOR
  • 4. Click DELETE next to the name of the DA that
    you wish to remove. Click OK when prompted to
    do so.
  • 5. On the confirmation screen, enter the date on
    which the DA is to be removed and a brief
    explanation. Click CONFIRM REQUEST TO REMOVE.
    The request is submitted to FlexCard
    Administration.
  • 6. Once FlexCard Administration has processed
    the request, it will email you confirmation.

17
Setting Up a Reviewer
  • 1. Once an employee has successfully completed
    the Reviewer / Allocator Exam and submitted an
    application, the Department Administrator
    receives an email notification with the
    following subject line and content
  • Subject A FlexCard Reviewer Application
    Requires Processing.
  • Suzie Gaucho has submitted an application to
    become a FlexCard Reviewer for department PURC.
    Please log into the FlexCard
  • Management System https//apps.purc.ucsb.edu/Flex
    CardManagement
  • to process this request.
  • 2. Log onto the FlexCard Management Module. On
    the Main Menu, click DEPARTMENT ADMINISTRATOR
    MENU.
  • 3. On the Department Administrator Menu, click
    MANAGE REVIEWERS.
  • 4. On the FlexCard Department Administrator
    Reviewer Administration screen, click APPROVE
    REVIEWER ROLE- APPLICATIONS.

18
Setting Up a Reviewer
  • 5. On the Approve Reviewer Role-Applications
    screen, click the APPROVE button next to the
    appropriate application.
  • 6. You are taken to the Reviewer Information
    screen. If you administer multiple department
    codes, they all appear and you can select or
    deselect the appropriate codes. Once you have
    made the selection, click APPROVE APPLICATION.
  • 7. The applicant has now been authorized as a
    Reviewer.

19
Inactivating a Reviewer
  • 1. If you wish to inactivate an employees
    Reviewer status for example, in the case of an
    extended sick leave or maternity leave, click
    CHANGE STATUS instead of DELETE.
  • 2. A pop-up window appears, asking Would you
    like to change the corresponding Allocator
    authorization if it exists? OK Yes, Cancel
    No. Click OK if you wish to inactivate the
    employee as both a Reviewer and an Allocator.
    Click Cancel if you want the employee to remain
    an active Allocator.
  • The employee continues to appear on the list of
    department Reviewers, the only change being that
    the employees Reviewer status has changed from A
    (Active) to I (Inactive).
  • 3. Whenever the employee resumes his or her
    Reviewer role, click CHANGE STATUS to revert
    status back to A (Active). You will be asked
    the same question about reactivating the
    employees Allocator status.

20
Deleting a Reviewer
  • When an employee leaves a department or ceases
    to fill the Reviewer role, the Department
    Administrator must delete the employee from the
    departments list of Reviewers. If this is not
    done, the former Reviewer will continue to
    receive email notifications.
  • 1. Log onto the FlexCard Management Module.
  • 2. On the Department Administrator Menu, click
    MANAGE REVIEWERS.
  • 3. On the FlexCard Department Administrator
    Reviewer Authorization screen, click MANAGE
    EXISTING REVIEWER AUTHORIZATIONS.
  • 4. On the Manage Existing Reviewer
    Authorizations screen, click the DELETE button
    next to the former Reviewers name.
  • 5. A pop-up window appears, asking you to
    confirm the Delete. Click OK.

21
Deleting a Reviewer
  • 6. If you click OK, another pop-up window
    appears, asking Would you like to delete the
    corresponding Allocator authorization if it
    exists? OK Yes, Cancel No. Click OK if
    you wish to delete the employee as both a
    Reviewer and an Allocator. Click Cancel if you
    want the employee to remain an active Allocator.
  • 7. The deleted Reviewers name disappears from
    the list.
  • NOTE If a Reviewer does not have an Allocator
    authorization, he or she cannot reallocate
    charges in the Allocation Module and can only
    approve charges to the FlexCards default LAFSO.

22
Setting Up a Cardholder
  • 1. Once an employee has successfully completed
    the Cardholder Exam and submitted an
    application, the Department Administrator
    receives an email notification with the
    following subject line and content
  • Subject A FlexCard Cardholder Application
    Requires Processing.
  • Andy Gaucho has submitted an application to
    become a FlexCard Cardholder for department PURC.
    Please log into the FlexCard Management System
    https//apps.purc.ucsb.edu/FlexCardManagement
    to process this request.
  • 2. Log onto the FlexCard Management Module. On
    the Department Administrator screen, click
    MANAGE CARDHOLDERS.
  • 3. On the FlexCard Department Administrator
    Cardholder Administration screen, click APPROVE
    CARDHOLDER ROLE APPLICATIONS.
  • 4. On the Approve Cardholder Role Applications
    screen, click the SELECT APPLICATION button next
    to the appropriate Cardholder Application.

23
Setting Up a Cardholder
  • 5. You are taken to the Cardholder Role
    Application Details screen.
  • Section 1 Cardholder Information.
  • Two fields that can be modified by the
    Department Administrator Cardholder Name and
    Department Name / Card Description.
  • Section 2 Billing Address.
  • All applications must include the applicants
    Email Address, Mail Code and Telephone Number.
    If not entered by the Cardholder, the Department
    Administrator must click EDIT ADDRESS INFORMATION
    and enter it, otherwise the application cannot be
    submitted.
  • Section 3 Default Account Number Linked to
    FlexCard.
  • 6. Enter the default LAFSO and click VALIDATE
    LAFSO. If the LAFSO is valid and assigned to a
    department code managed by the Department
    Administrator, it is approved and the message
    LAFSO is Valid appears.
  • If an invalid or non-existent LAFSO is entered,
    an error message appears in red. You cannot
    proceed until a valid LAFSO is entered.

24
Setting Up a Cardholder
  • Section 4 Recommended Reviewers
  • 7. Each Cardholder must have at least one
    Reviewer. A list of all potential Reviewers
    within your authorization appears on the right
    side of the section. Click ADD to assign a
    Reviewer to the Cardholder. You can assign more
    than one Reviewer to each Cardholder in fact, it
    is recommended that each Cardholder have a
    Back-Up Reviewer.
  • NOTE No Reviewer is allowed to review more
    than 10 Cardholders without the approval of
    FlexCard Administration.
  • Section 5 Credit Limits
  • 8. The current default limits of 2,500 per
    transaction and 20,000 per cycle are
    pre-entered they can be modified by the
    Department Administrator.
  • The default 2,500 per transaction limit can be
    increased to 5,000 IF the Cardholder has
    attended mandatory Purchasing 101 training.
  • There is no maximum Cycle Limit however, any
    request for a Cycle Limit greater than 50,000
    must be accompanied by a written justification.

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

26
Managing a Cardholder
  • 1. On the Department Administrator Menu, click
    MANAGE CARDHOLDERS.
  • 2. The FlexCard Department Administrator
    Cardholder Administration screen appears.
  • Changes to a FlexCard are requested or reported
    by using options available on the MAKE OR
    REQUEST MODIFICATIONS TO AN EXISTING FLEXCARD
    submenu at the bottom of the screen.

27
Adjusting a Default LAFSO
  • You can adjust a FlexCards default LAFSO at any
    time modifications become effective in the
    Allocation Module generally within one working
    day.
  • 1. Click CHANGE DEFAULT LAFSO.
  • 2. A list of your departments Cardholders
    appears. Select the Cardholder (or FlexCard, if
    an employee has more than one) by clicking the
    MANAGE CARD button to the right of the
    appropriate entry.
  • 3. You are taken to the Manage FlexCard
    Cardholders Change Default LAFSO screen.
  • The FlexCards current default LAFSO appears,
    grayed-out and unmodifiable, on the first line.
  • 4. Enter the desired changes and click UPDATE
    LAFSO.
  • As long as the new LAFSO is valid and assigned
    to a department code that you manage, it will be
    accepted.

28
Modifying Spend Limits
  • A FlexCards initial Single Transaction and
    Monthly Limits can be changed if your department
    decides that one or both should be either raised
    or lowered, as appropriate to the Cardholders
    purchasing responsibilities.
  • 1. Click REQUEST CHANGE TO SINGLE TRANSACTION
    LIMIT / CYCLE LIMIT.
  • 2. A list of your departments Cardholders
    appears. Select the Cardholder (or FlexCard, if
    an employee has more than one) by clicking the
    MANAGE CARD button to the right of the
    appropriate entry.
  • 3. You are taken to the Manage FlexCard
    Cardholders Request Limit Changes screen.
  • The FlexCards Single Transaction Limit and
    Cycle Limit appear on the left side of the
    screen, grayed-out and unmodifiable.

29
Modifying Spend Limits
  • 4. Enter the new (higher or lower) limits in the
    appropriate field in the Requested Changes
    column on the right side of the screen and click
    REQUEST CHANGE TO CARD LIMITS.
  • 5. A message appears informing you that
    APPLICATION NUMBER XXX HAS BEEN SUBMITTED TO THE
    PROGRAM ADMINISTRATOR.
  • 6. Upon receipt of the notification, FlexCard
    Administration submits the request to U.S. Bank.
    FlexCard limit changes are normally processed by
    the bank within one business day.
  • 7. FlexCard Administration emails you
    confirmation that the limit changes have become
    effective.

30
Changing Cardholder Name or Card Description
  • Occasionally, a Cardholders name, as embossed
    on the FlexCard, will need to be changed. A
    department may also want to change the card
    description.
  • 1. Click REQUEST CHANGE TO CARDHOLDERS NAME OR
    CARD DESCRIPTION.
  • 2. A list of your departments Cardholders
    appears. Select the Cardholder (or FlexCard, if
    an employee has more than one) by clicking the
    MANAGE CARD button to the right of the
    appropriate entry.
  • 3. You are taken to the Manage FlexCard
    Cardholders Request Card Name / Description
    Change screen.
  • The FlexCard Cardholders current name and card
    description appear on the left side of the
    screen, grayed-out and unmodifiable.
  • 4. You can request a change to just one or both
    fields. Enter the new information and click
    REQUEST CARD NAME / DESCRIPTION CHANGE.

31
Changing Cardholder Name or Card Description
  • 5. A message appears informing you that
    APPLICATION NUMBER XXX HAS BEEN SUBMITTED TO THE
    PROGRAM ADMINISTRATOR.
  • 6. Upon receipt of the notification, FlexCard
    Administration submits the request for a
    modified card to U.S. Bank. FlexCards are
    usually received from U.S. Bank within two
    working days.
  • 7. Once the new FlexCard is received, FlexCard
    Administration emails the Cardholder, informing
    him or her the new card is available for pick-up.
  • SPECIAL NOTE EMAIL ADDRESSES
  • If a Cardholders (or any program participants)
    email address changes, two things must happen in
    order to update it in the Management Module (1)
    the new email address must be entered into the
    Campus Directory and (2) the individual must log
    onto the Management Module logging in causes
    the system to replace the old email address.
    This is especially important in order for
    participants to receive notifications of exam
    qualifications that are due to expire.

32
Damaged, Lost, Stolen or Fraud-Compromised
FlexCards
  • If a FlexCard is lost or stolen, it is the
    Cardholders responsibility to call U.S. Bank
    immediately, have the card cancelled and a new
    one issued.
  • Similarly, if a FlexCards account number has
    been compromised and fraudulent charges are being
    billed to the card, it is the Cardholders
    responsibility to call U.S. Bank immediately,
    initiate fraud proceedings and have the card
    cancelled.
  • There may also be cases where a FlexCard is so
    badly damaged (run through the laundry, etc.)
    that a new one must be ordered from U.S. Bank.
  • In all three situations, a new FlexCard (with a
    new account number, in cases of loss, theft and
    fraud) will be issued by U.S. Bank. FlexCard
    Administration needs to be alerted that (a) the
    incident has occurred and (b) that a new FlexCard
    will be arriving in the mail, for distribution to
    the Cardholder.

33
Damaged, Lost, Stolen or Fraud-Compromised
FlexCards
  • 1. Click REPORT A REPLACEMENT CARD (DAMAGED,
    LOST, STOLEN, FRAUD-COMPROMISED).
  • 2. A list of your departments Cardholders
    appears. Select the Cardholder (or FlexCard, if
    an employee has more than one) by clicking the
    MANAGE CARD button to the right of the
    appropriate entry.
  • 3. You are taken to the Manage FlexCard
    Cardholders Report a Replacement Card Request
    screen.
  • 4. Check the button to indicate the situation
    being reported a FlexCard that has been either
    Damaged, Lost, Stolen or Compromised by Fraud.
  • 5. Check either YES or NO to indicate whether a
    new FlexCard has been requested. The report
    cannot be submitted unless a button is selected.
  • 6. Once all required information has been
    entered, click the REPORT REPLACEMENT CARD button.

34
Damaged, Lost, Stolen or Fraud-Compromised
FlexCards
  • 7. A message appears informing you that
    APPLICATION NUMBER XXX HAS BEEN SUBMITTED TO THE
    PROGRAM ADMINISTRATOR.
  • NOTE In all situations, an explanation must be
    entered, describing all the pertinent details,
    especially in the case of lost, stolen or
    fraud-compromised cards. If no explanation is
    entered, and the REPORT REPLACEMENT CARD button
    is clicked, an error message appears.
  • 8. Once the new FlexCard is received, FlexCard
    Administration emails the Cardholder, informing
    him or her the new card is available for pick-up.
  • IMPORTANT NOTE If the canceled FlexCard was
    being used to make monthly payments to vendors
    such as Arrowhead Bottled Water or Verizon, the
    Cardholder must inform the vendor of the new card
    number as soon as possible after receipt of the
    new FlexCard, otherwise there might be billing
    problems.

35
Temporarily Suspending a FlexCard
  • 1. Click REQUEST A CARD SUSPENSION.
  • 2. A list of your departments Cardholders
    appears. Select the Cardholder (or FlexCard, if
    the employee has more than one) by clicking the
    MANAGE CARD button to the right of the
    appropriate entry.
  • 3. You are taken to the Request a Card Suspension
    screen. Enter the dates during which the card
    is to be temporarily suspended and a brief
    explanation. Click REQUEST CARD SUSPENSION.
  • 4. The request is automatically transmitted to
    FlexCard Administration, which will email you
    when the suspension has been processed.
  • NOTE The FlexCard Management Module will not
    notify you of the card reactivation date. You
    must create a come-up reminder on your calendar
    to remind to request reactivation via an email to
    FlexCard Administration.

36
Canceling a FlexCard
  • 1. Click REQUEST A CARD CANCELLATION.
  • 2. A list of your departments Cardholders
    appears. Select the Cardholder (or FlexCard, if
    the employee has more than one) by clicking the
    MANAGE CARD button to the right of the
    appropriate entry.
  • 3. You are taken to the Request a Card
    Cancellation screen. Enter the date (must be
    today or a future date) that the card is to be
    canceled and a brief explanation. Click REQUEST
    CARD CANCELLATION.
  • 4. The request is automatically transmitted to
    FlexCard Administration for submission to U.S.
    Bank. FlexCard Administration will email you
    when the cancellation has been processed.

37
Department Administrator Reports
  • A new button is now live on the Department
    Administrator Main Menu the Department
    Administrator Reports Menu.
  • If you click this button, you are taken to the
    Reports Menu, which has 6 selections
  • 1. Department List Participating Department
    List
  • 2. Participants Program Participant Reporting
  • 3. Relationships Reviewer/Cardholder Reporting
  • 4. Card Info View Card Information
  • 5. Exam Authorizations Participant Exam
    Authorizations
  • 6. Exam Takers Participant Exam Reporting
  • All of these reports can be viewed and sorted in
    different ways and all can be exported as either
    Excel, HTML or Text files.

38
  • Department List Participating Department List
  • Because the default view is the list departments
    managed by the Department Administrator, for most
    this report will be very short, consisting solely
    of their one Department Code and Description.
    For a few Department Administrators, such as
    those in Housing and Facilities Management,
    multiple Department Codes and Descriptions will
    appear.
  • All Department Administrators can also choose two
    other views All Available Departments (all
    current department codes in the Chart of
    Accounts) and All Participating Departments (only
    those department codes that have a FlexCard
    Department Administrator set up).

39
  • Program Participant Reporting
  • This report is probably the most useful to a
    Department Administrator. The default view
    displays all Department Codes and Descriptions
    managed by the Department Administrator, and all
    Roles and Names of Active FlexCard participants
    within those Departments, sorted by Department
    Code.
  • The Department Administrator can vary the view by
    selecting alternate settings within the pull down
    options displayed at the top of the report for
    example, choosing to view only a list of the
    Active Reviewers, or all Cardholders, regardless
    of status type (i.e., both active and inactive).
    If the Department Administrator manages more than
    one Department Code, he or she can choose to view
    the participants of only one of the codes.
  • If the Program Administrator sets the selection
    criteria to a group that does not exist within
    his or her department (say, Reviewers needing
    Test Authorization), no records are displayed and
    the message Currently, no Participant records
    exist appears.

40
  • Reviewer/Cardholder Reporting
  • This report allows Department Administrators to
    view the relationships between their Reviewers
    and Cardholders.
  • The default display lists Reviewers first,
    followed by the Cardholders that each reviews. A
    separate row appears for each Reviewer-Cardholder
    relationship. Additional information is listed
    for each Cardholder, including the last four
    digits of the card number and its expiration
    date. If a Reviewer reviews transactions, as a
    Back-Up, for Cardholders in another department,
    those Reviewer-Cardholder relationships are also
    displayed.
  • The Department Administrator can also choose to
    view the relationship from the opposite
    perspective, displaying first the Cardholder and
    then the Reviewers assigned to each Cardholder.

41
  • Cardholder Information Reporting
  • This button takes the Department Administrator to
    a screen on which three reports are available
  • 1. Simple List of Cardholder Entries This
    report displays full information for each
    Cardholder, including the last four digits of the
    card number, the default account, per
    transaction and monthly limits.
  • 2. Cardholders without Entries in the
    Authorizations Table Every Cardholder should
    have an entry in the authorizations table and the
    report should display only the statement
    Currently, no Participant records exist. But
    an authorization may be deleted or inactivated in
    error if this occurs, the Cardholder will not
    receive email notifications of new transactions
    in the Allocation Module or of expiring exam
    qualifications. Therefore, Department
    Administrators may want to run this report
    occasionally to verify that all Cardholders have
    an authorization.

42
  • Cardholder Information Reporting (continued)
  • 3. Cardholders without Reviewers Every
    Cardholder should have at least one active
    Reviewer and the report should display only the
    statement Currently, no Participant records
    exist. But it is possible, after a Reviewer
    leaves a department and is inactivated, that the
    new Reviewer, when set up, is not specifically
    assigned to a Cardholder. Therefore, Department
    Administrators may want to run this report
    occasionally to verify that all Cardholders are
    assigned at least one active Reviewer.

43
  • Exam Authorizations Report
  • This report lists all department program
    participants who have passed either the
    Cardholder or Reviewer/Allocator Exam.
    Participants are listed alphabetically and, if
    they have taken both exams, the Cardholder Exam
    appears first. Expired exams are listed.
    Department Administrators can choose to view only
    one type of exam, only expired exams, etc..
  • Exam Takers Report
  • This report lists all department program
    participants who have attempted (not necessarily
    passed) either the Cardholder or
    Reviewer/Allocator Exam. Participants are listed
    alphabetically and, if they have attempted both
    exams, the Cardholder Exam appears first.
    Department Administrators can choose to view only
    one type of exam, the exam attempts of only one
    employee, etc..

44
Resources
  • Contact Information
  • Management Module, Cardholder/Reviewer Exams,
    Card Applications
  • Vaughn Boyle, Purchasing, x7377,
    vaughn.boyle_at_purc.ucsb.edu
  • Lisa Klock, Purchasing, x4073, lisa.klock_at_purc.ucs
    b.edu
  • Or flexcard_at_purc.ucsb.edu
  • Allocation Module
  • Sandra Featherson, Accounting Services
    Controls, x7667, sandra.featherson_at_accounting.ucsb
    .edu
  • Sales and Use Tax
  • Asger Pedersen, Accounting Services Controls,
    x3919, asger.pedersen_at_accounting.ucsb.edu

45
Resources
  • Website and Manuals
  • FlexCard Website
  • http//www.busserv.ucsb.edu/purchasing/flex/index.
    htm
  • Management Module Manual
  • http//www.busserv.ucsb.edu/Forms/flex/Management_
    Module_Manual.pdf
  • Allocation Module Manual
  • http//www.busserv.ucsb.edu/Forms/flex/Allocation_
    Module_Manual.pdf
  • FlexCard Commodities List
  • http//www.busserv.ucsb.edu/purchasing/flex/resour
    ces.htmd
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