TRAINING

Training Classes

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 30 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, two series of classes are being offered.

Day	Date	Time
Wednesday	June 18	1:30p - 3:30p
Tuesday	July 15	10:00a - 12:00n
Thursday	August 14	10:00a - 12:00n
Wednesday	September 17	1:30p - 3:30p
Tuesday	October 14	10:00a - 12:00n

This class is recommended for all new FlexCard Program participants, including Department Administrators, Reviewers, Allocators and Cardholders. Participants are shown the FlexCard Management Module and how to set up a FlexCard Program in their department, take exams and submit role applications; participants are also offered a demonstration of the FlexCard Allocation Module and how to allocate and approve transactions once purchases have been made using the FlexCard.

Day	Date	Time
Tuesday	June 24	11:00a - 12:00n
Wednesday	July 23	1:30p - 2:30p
Thursday	August 28	9:00a - 10:00a
Tuesday	September 23	3:00p - 4:00p
Wednesday	October 29	11:00a - 12:00n

This class is recommended for current Department Administrators and offers a tutorial on how to use the FlexCard Management Module to keep all program participant authorizations current. Card maintenance (changing a card’s default LAFSO or reviewers, requesting limit changes, reporting damaged, lost, stolen or fraud-compromised cards) is also discussed and demonstrated.

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 .

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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.

 

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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.

1. Log onto the FlexCard Management Module at https://apps.purc.ucsb.edu/FlexcardManagement using your UCSBnetID and password:

NOTE: If you do not already have a UCSBnetID and password, go to the UCSB Directory Service homepage at: https://titan.isc.ucsb.edu/ldap/ and follow the instructions for creating them.

2. On the Main Menu, click the EXAM button.

3. On the Participant Exam Menu, click the TAKE EXAM button.

4. On the FlexCard Exams screen, select the exam that corresponds to the role that you will be performing in the FlexCard Program.

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.