Setting Up a FlexCard Program
Setting up a FlexCard program involves more than simply issuing a FlexCard to the employee(s) designated to conduct low value buying for your department.
Before a FlexCard application can be processed, your department must set up the following program authorizations:
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Department Administrator (typically a Management Services Officer or Business Officer; responsible for approving authorizations for other department program participants);
- Department Reviewer (typically a Financial Analyst or Assistant; responsible for reviewing all charges and transferring them to the general ledger); and
OPTIONAL
- Department Allocator (probably used only by large departments since most Reviewers will also allocate charges as part of the review process; responsible for allocating charges to the correct account-fund-sub but cannot transfer them to the general ledger)
Once your department has set up a Department Administrator and Reviewer, Cardholder applications can be processed and Cardholders can be added or deleted.
If the Reviewer leaves your department, the FlexCard program will be suspended – that is, the Cardholder(s) can make no new purchases – until a new Reviewer is authorized. For this reason, it is recommended that departments always designate a Back-Up Reviewer.
If the Department Administrator leaves your department, purchases can continue to be made but no new role designations can be made nor existing ones modified until a new Department Administrator is set up.
The steps involved in setting up Department Administrators, Reviewers, Allocators and Cardholders are listed below.
If you have any questions about setting up a FlexCard program in your department, contact Vaughn Boyle, FlexCard Administrator, at x7377, Lisa Klock, FlexCard Coordinator, at x4073, or email us at FlexCard@purc.ucsb.edu.
A Department Administrator (typically the Business Officer or Management Services Officer) must be set up before any Cardholder or other program participant application can be processed.
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Log onto the FlexCard Management Module , using your UCSBnetID and password.
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On the Main Menu, click the APPLY button.
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On the Apply Menu, click the APPLY TO BECOME A FLEXCARD DEPARTMENT ADMINISTRATOR button.
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On the Department Administrator Role Application screen, select the department(s) for which you will be acting as Administrator by clicking the appropriate check box(es). Once you select a department(s), the SUBMIT APPLICATION button becomes active.
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Click the SUBMIT APPLICATION button.
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The Department Administrator Application form appears. Print the form and obtain the necessary signatures.
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Mail the completed Department Administrator Application to:
FlexCard Administration
Purchasing Department
Mail Code 1150
- Once the Application is received, reviewed and approved by the FlexCard Administrator, you will be notified via email that your Department Administrator status is active and that you can proceed with the set-up of FlexCard Reviewers, Allocators and Cardholders per the procedures outlined below.
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NOTE: Potential FlexCard Reviewers, Allocators and Cardholders can log onto the Management Module and take the exam(s) necessary for their participation in the program at any time.
However, no Reviewer, Allocator or Cardholder applications can be initiated by your department until the Department Administrator Application has been processed. Your department does not “exist” until a Department Administrator has been approved.
All Reviewers, Allocators and Cardholders must pass the exam that corresponds to the role that they will be filling in your department’s FlexCard program.
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Log onto the FlexCard Management Module , using your UCSBnetID and password.
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On the Main Menu, click the EXAM button.
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On the Participant Exam Menu, click the TAKE EXAM button.
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On the FlexCard Exams screen, click either the CARDHOLDER EXAM or REVIEWER/ALLOCATOR EXAM button, depending upon your role.
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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 – and then click the START EXAM button.
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Click the START EXAM button.
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Proceed through the 20 exam questions. Each time a response is selected, you are automatically advanced to next question. If skip a question by using the NEXT QUESTION button, do not forget to return and record a response: you cannot submit an exam for scoring unless all 20 questions are answered.
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When you get to the last question, with answers recorded for all 20 questions, the SUBMIT EXAM FOR SCORING button becomes active.
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After reviewing your answers (if so desired), click the SUBMIT EXAM FOR SCORING button.
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If you answer at least 18 of 20 questions correctly, you receive a passing score.
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If you have taken the Cardholder Exam (and your Department Administrator and Reviewer roles have been set up), you can initiate a Cardholder application by clicking the APPLY TO BE A CARDHOLDER button. If you have taken the Reviewer/Allocator Exam, direct applications to become a Reviewer or Allocator cannot yet be made from the exam page (this function should be available within 4-6 weeks): notify your Department Administrator, so he or she can set you up as a Reviewer or Allocator.
A Reviewer (typically a Financial Analyst or Assistant) must be set up before a Cardholder application can be submitted.
The Department Administrator is solely responsible for set-up and management of the Reviewer and Allocator roles; no FlexCard Administrator approval is required.
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After having been informed by the Reviewer that he or she has passed the Reviewer/Allocator Exam, log onto the FlexCard Management Module , using your UCSBnetID and password.
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On the Main Menu, click the DEPARTMENT ADMINISTRATOR MENU button.
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On the Department Administrator Menu, click the MANAGE REVIEWERS button.
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On the Manage FlexCard Reviewers – Reviewer Administration screen, click the MANUALLY CREATE A NEW REVIEWER AUTHORIZATION button.
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The Manually Create a New Reviewer Authorization screen appears, showing a list of all FlexCard program participants who have active Reviewer/Allocator Exam status. Click the SELECT button in front of the Reviewer’s name.
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You are taken to an approval screen. Click the APPROVE APPLICATION button and you have completed the process.
NOTE: Whenever a Reviewer authorization is processed, the individual is automatically granted an Allocator authorization.
The programming to allow potential Reviewers to initiate an Application (either directly from the Reviewer /Allocator Exam or from with the Apply Menu) will be available within 4-6 weeks. At that time, procedures will be posted.
The Allocator is an optional role within the FlexCard program, one that will probably be assigned as an exclusive role to employees only in large departments with a heavy volume of purchases. Typically, the Reviewer will perform the allocation function and Cardholders may also be set up as Allocators.
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After having been informed by the Reviewer that he or she has passed the Reviewer/Allocator Exam, log onto the FlexCard Management Module, using your UCSBnetID and password.
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On the Main Menu, click the DEPARTMENT ADMINISTRATOR MENU button.
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On the Department Administrator Menu, click the MANAGE ALLOCATORS button.
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On the Manage FlexCard Allocators – Allocator Administration screen, click the MANUALLY CREATE A NEW ALLOCATOR AUTHORIZATION button.
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The Manually Create a New Allocator Authorization screen appears, showing a list of all FlexCard program participants who have active Reviewer/Allocator Exam status. Click the SELECT button in front of the Allocator’s name.
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You are taken to an approval screen. Click the APPROVE APPLICATION button
The programming to allow potential Allocators to initiate an Application (either directly from the Reviewer /Allocator Exam or from with the Apply Menu) will be available within 4-6 weeks. At that time, procedures will be posted.
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