The Cardholder is responsible for all purchases made using his/her FlexCard(s), in a conscientious and ethical manner consistent with UC Santa Barbara policy and in compliance with all FlexCard regulations and commodities restrictions.
Safeguarding the FlexCard
The Cardholder is responsible for safeguarding the FlexCard; he/she must never give the account number to anyone else and must not allow anyone else to use the card. No personal purchases can be made on the FlexCard.
Pre-Purchase Approvals
Before making a purchase, the Cardholder must ensure that all departmental purchasing requirements have been met and that all approvals have been obtained.
Reporting Fraud
If any fraudulent activity is detected, the Cardholder must notify the Fraud Division at U.S. Bank IMMEDIATELY by calling 1-800-523-9078. Then the Cardholder must inform his/her Department Administrator of the fraud, so it can be reported to FlexCard Administration.
Reporting Lost or Stolen Cards
If the FlexCard is lost or stolen, the Cardholder must notify US Bank immediately by calling 1-800-344-5696 and requesting that the account be closed. Then the Cardholder must notify his/her Department Administrator, so it can be reported to FlexCard Administration.
Reviewing New Transactions
The Cardholder is responsible for reviewing all new transactions when they appear in the FlexCard Allocation Module to verify that none are fraudulent and that all are accurate. Once the legitimacy of the transaction has been verified, the Cardholder should forward all documentation to the Allocator or Reviewer responsible for allocating and approving payment.
Re-Testing
The Cardholder is responsible for maintaining his/her FlexCard program eligibility by re-taking the Cardholder Exam before it expires.
Separation of Duties
A Cardholder may also fill the role of an Allocator; he or she CANNOT be a Department Administrator.