Procurement Card Restrictions
Your UCSB FlexCard can be used to purchase a variety of goods and services for your department. However, some goods and services are restricted when using your card due to funding or policy restrictions.
One restriction is buying from campus services using your FlexCard. You should not use your FlexCard when purchasing products and services from on-campus retailers or campus services (also known as recharge or self-supporting unit/activity), such as the campus bookstore, facilities maintenance, ticket office, mail services, etc.
Role Administration
The Department FlexCard Administrator is responsible for the approval of the Cardholder roles within the department’s FlexCard program.
Once the Cardholder is certain a charge is fraudulent, IMMEDIATELY call U.S. Bank’s fraud hotline at 800-523-9078. Do not call or email FlexCard Administration! Only the bank can help resolve a fraudulent charge.
If a Cardholder is no longer going to be a Cardholder, because of a change in job duties or departments, or a separation from the University, cut up your FlexCard and hand it over to your Department FlexCard Administrator, and submit a ServiceNow ticket to cancel the FlexCard account.
Program Monitoring
The Department FlexCard Administrator is responsible for ensuring that all FlexCard program controls and requirements are observed, including, but not limited to, adequate separation of duties, monitoring of purchases to ensure that restricted commodities are not purchased, maintenance of all required purchase documentation, use tax and non-taxable payment compliance, and completion of the approval process in Gateway within 30 days after receipt of notification of a new transaction.
Department Audits
The Department Administrator is responsible for ensuring that all documentation related to Monthly Transactional Audits is provided to Program Administration within one week of receipt of the email request. In addition, they are responsible for assembling all documentation related to Annual Departmental Audits and for setting a time for the audit within three weeks of receipt of the email request.
The Department Administrator is also responsible for ensuring that the department conducts periodic self-audits of FlexCard purchases, to ensure compliance with all requirements.