Once a department has filled its Department Administrator, Reviewer and (optional) Allocator roles, potential Cardholder(s) may submit applications.

A. The CARDHOLDER initiates the application process

CARDHOLDER

1. After having passed the Cardholder exam, click the APPLY TO BE A CARDHOLDER button.

2. You are taken to the Cardholder Role Application screen. Click the INITIATE APPLICATION button.

3. You are taken to the Cardholder Role Application Details screen. If necessary, edit your name and department address. Enter the card description that will be embossed on the FlexCard.

4. Once all Cardholder information has been updated and verified, click the SUBMIT APPLICATION button.

5. A screen appears confirming that the application has been sent to your Department Administrator. Inform him or her that the Cardholder Application has been submitted and is ready for review and approval. (In the future, an automatic email notification will be sent, but this feature has not yet been implemented.)

DEPARTMENT ADMINISTRATOR

1. Log onto the FlexCard Management Module. On the Main Menu, click the DEPARTMENT ADMINISTRATOR MENU button.

2. On the Department Administrator screen, click the MANAGE CARDHOLDERS button.

3. On the FlexCard Department Administrator – Cardholder Administration screen, click the APPROVE CARDHOLDER ROLE APPLICATIONS button.

4. On the Approve Cardholder Role Applications screen, click the SELECT APPLICATION button next to the appropriate Cardholder Application.

5. You are taken to the Cardholder Role Application Details screen, where a series of actions must be performed in various sections.

   1. Cardholder Information – edit, if necessary.

   2. Billing Address – edit, if necessary.

   3. Default Account Number Linked to FlexCard – enter the default LAFSO for the FlexCard and click the VALIDATE LAFSO button. Only accounts controlled by your department can be entered.

   4. Recommended Reviewers – select at least one Reviewer for the FlexCard, from the list of your department’s Reviewers.

   5. Credit Limits – enter the per transaction (default is $2,500) and per cycle (default is $20,000) limits for the FlexCard. If you enter a per cycle limit above $50,000, a detailed justification must be provided.

   6. Card Notes – an optional field.

6. When all of the data entries have been made and validated, click the SUBMIT APPLICATION button at the bottom of the form.

7. A message appears at the bottom of the form stating that “Application Number XXXXX Submitted to FlexCard Program Administrator.”

8. The Program Administrator approves the Application and submits a new card request to US Bank.

9. The FlexCard arrives from U.S. Bank, typically within 2 business days.

10. The Program Administrator calls the Cardholder and schedules an appointment.

11. The Cardholder meets with the Program Administrator, presents picture identification, reviews and signs the User Agreement and picks up the FlexCard.

12. The Cardholder activates the FlexCard by calling U.S. Bank at 1-800-344-5696.
    

B. The DEPARTMENT ADMINISTRATOR initiates the application process

The potential FlexCard Cardholder logs onto the FlexCard Management Module, takes and passes the Cardholder Exam, but does not directly initiate a Cardholder Application at the end of the exam. He or she informs the Department Administrator that the exam has been passed.

1. Log onto the FlexCard Management Module. On the Main Menu, click the DEPARTMENT ADMINISTRATOR MENU button.

2. On the Department Administrator Menu, click the MANAGE CARDHOLDERS button.

3. On the FlexCard Department Administrator – Cardholder Administration screen, click the MANUALLY CREATE A NEW CARDHOLDER AUTHORIZATION button.

4. On the list of all employees, in all departments, who have passed the Cardholder Exam, click the SELECT button to the left of the name of the employee for whom you want to create an authorization.

5. On the approval screen, click the APPROVE AUTHORIZATION button.

6. You are returned to the FlexCard Department Administrator – Cardholder Administration screen. Click the INITIATE AN APPLICATION TO CREATE A NEW CARD FOR AN AUTHORIZED CARDHOLDER button.

7. Click the INITIATE APPLICATION button next to the employee’s name.

8. You are taken to the Cardholder Application. Enter the Card Description in Section 1 and Department Mail Code and Name in Section 2.

9. The procedure proceeds as outlined above, picking up at step 5.c.

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