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home > purchasing > flexcard > train & test | |
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FLEXCARD TRAINING AND TESTING TRAINING
FlexCard Program Administration offers a series of training classes, the date, time and location of which are announced via periodic email notifications. FlexCard training classes are limited to 10 seats per class. Enrollment is on a first-come, first-served basis. To register for a class, please use the Class Registration System at https://accounting.ucsb.edu/register/login.cfm. Currently, the following classes are offered. Cardholder Training
All classes to be held in the Business
Services
Conference Room - SAASB 3203G.  Current PowerPoint Cardholder Training Presentation
The above class is required for all new FlexCard Cardholders. It provides an overview of the FlexCard Program and the policies and procedures that govern it. Topics covered include allowable commodities, spend limits, required documentation, receival of orders, consequences of card misuse and contacting U.S. Bank (including how to respond to fraudulent transactions). It offers training in use the Management Module to take the Cardholder Exam and create a Cardholder application, and in use of the Allocation Module to respond to email notifications of new transactions. Reviewer/Allocator Training
All classes to be held in the Business Services
Conference Room - SAASB 3203G. Current PowerPoint Reviewe/Allocator Training PresentationThe above class is required for all new FlexCard Reviewers and Allocators. It provides an overview of the FlexCard Program and the policies and procedures that govern it. Topics covered include receiving the order, required documentation, approving transactions with the 14-day window and other applicable deadlines, and sales and use tax guidelines. It offers training in use the Management Module to take the Reviewer / Allocator Exam and create an application, and in use of the Allocation Module to approve transactions, adjust use tax (when required), allocate transactions to accounts other than the default, and split transactions between multiple accounts.
Department Administrator Training Classes
All classes to be held in the Business Services
Conference Room - SAASB 3203G. Current PowerPoint Department Administrator Training Presentation The above class is required for new Department Administrators. It provides an overview of the FlexCard Program and the policies and procedures that govern it. It offers training in use of the FlexCard Management Module to (1) create Department Administrator applications, (2) complete and approve Reviewer, Allocator and Cardholder applications, (3) manage Cardholder accounts, including changing a card’s default LAFSO or reviewers, requesting limit changes, and reporting damaged, lost, stolen or fraud-compromised cards), and (4) managing the status of all participant roles, including inactivations and cancellations.
Because a training class cannot cover all possible situations, two manuals – complete with screen shots – have been developed to provide step-by-step instructions on how to perform the various functions involved in setting up and maintaining a department FlexCard program, and in allocating and reviewing all FlexCard purchases: the FlexCard Management Module Manual and the FlexCard Allocation Module Manual .
INCREASING YOUR FLEXCARD PER TRANSACTION LIMIT TO $5000 If a Cardholder wishes to increase his or her FlexCard per transaction limit from $2500 to $5000, the Cardholder must first attend Purchasing 101. For a current schedule of classes, or to register for Purchasing 101, CLICK HERE.
TESTING Each FlexCard Cardholder, Allocator and Reviewer must take and pass the exam corresponding to his/her role before participating in the FlexCard program. (Department Administrators, unless they are also filling the role of Reviewer, do not have to take an exam in order to participate in the FlexCard Program.) Exam certifications are valid for one year starting from the day that the exam was passed and ending on the last day of the same month the following year. For example, if a Cardholder passes the Cardholder exam on February 15, 2006, his/her certification is valid through February 28, 2007. Annual Re-Recertification Each FlexCard Cardholder, Allocator and Reviewer must successfully complete annual re-testing in order to maintain his/her program status. The FlexCard Management Module will send each program participant a reminder email notification two months, one month and, if necessary, one week prior to expiration of exam certification. Continuing with the prior example, the Cardholder will receive email notifications on January 1, 2007, February 1, 2007 or February 21, 2007, depending upon when he/she re-takes the exam. FlexCard Exams There are two FlexCard exams, one for Cardholders, with a focus upon commodities and allowable purchases, and a Reviewer / Allocator exam, with a focus upon allocation of expenses, use and sales tax issues, and object codes. Both FlexCard exams are accessed through the FlexCard Management Module.
For complete instructions on how to take an exam, submit it for scoring and initiate a Reviewer, Allocator or Cardholder Application, consult the FlexCard Management Module Manual. |
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