FLEXCARD ALLOCATION MODULE

The FlexCard Allocation Module is accessed through the Espresso Single Sign-On Portal at https://uwa1.isc.ucsb.edu/loginas.html.

The Allocation Module receives all FlexCard purchase transactions from U.S. Bank and distributes them to each Cardholder’s department for allocation, approval and transfer to the General Ledger system.

Each day that a transaction is received, the Allocation Module generates an email notification to the Cardholder and all department Allocators and Reviewers (in the case of multiple transactions received in one day, only one email notification is generated listing the multiple transactions).

FlexCard Allocation Module user privileges vary according to each FlexCard program participant’s role and responsibilities:

1. Cardholder: can view his/her purchase transactions to verify that they were made by the cardholder but cannot modify them in any way

2. Cardholder/Allocator: can view his/her purchase transactions, modify them to adjust for freight and nontaxable items, and re-allocate charges to all valid department accounts; CANNOT approve and transfer charges to General Ledger

3. Allocator: can view all departmental purchase transactions (multiple cardholders), modify them to adjust for freight and nontaxable items, and re-allocate charges to all valid department accounts; CANNOT approve and transfer charges to General Ledger

4. Reviewer: can view purchase transactions of all assigned cardholders, modify them to adjust for freight and nontaxable items, re-allocate charges to all valid department accounts, and approve and transfer charges to General Ledger

5. Department Administrator: can view purchase transactions of all departmental cardholders including allocation detail; CANNOT modify or approve any transactions (unless also a Reviewer)

The Reviewer has 14 days from the date on which the email notification was received to re-allocate and approve a purchase transaction.

If a transaction is not approved within 14 days, it will be transferred to the General Ledger charged against the FlexCard’s default account.

If the default account was not correct, the charge will need to be transferred via the on-line Transfer of Expense (TOE) system. If a Reviewer also has TOE privileges, he or she can access TOE directly from within the FlexCard Allocation Module and initiate the transfer of expense.

All FlexCard transactions must be reviewed, even if the default account was correct and no sales or use tax or freight adjustments were needed. If a transaction remains unreviewed after 30 days, an email notification will be generated; further notifications, if necessary, will be sent at 45 and 60 days.

If a transaction remains unreviewed after 60 days, FlexCard Administration will suspend the FlexCard(s) in question. No further purchases will be allowed until

1. all unreviewed purchases have approved and cleared; and

2. FlexCard Administration has met with the department to discuss the causes of the problem and is satisfied with the policies that the department has established to prevent a recurrence.

FlexCard Allocation Module Manual and Procedures

The FlexCard Allocation Module Manual and Procedures provides complete instructions on how to allocate and approve FlexCard transactions, including use tax modifications, splitting of charges, review of default-posted charges and transfers of posted charges via TOE.

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