Once a department has filled its Department Administrator, Reviewer / Allocator roles, potential Cardholder(s) may submit applications.

A. The Cardholder

  1. Attend a FlexCard cardholder training class.
  2. Log in to the FlexCard Management Module using your UCSBnetID and password.
  3. Complete the cardholder exam.
  4. At the end of the exam, select APPLY TO BE A CARDHOLDER.
  5. On the Cardholder Role Application screen, select INITIATE APPLICATION.
  6. On the Cardholder Role Application Details screen, enter the card description and, if necessary, edit your name and department address. Select SUBMIT APPLICATION.
  7. The application is forwarded to your department administrator.

B. The Department Administrator

  1. After receiving an email notification that a cardholder application has been submitted, log in to the FlexCard Management Module using your UCSBnetID and password.
  2. On the Department Administrator screen, select MANAGE CARDHOLDERS.
  3. On the FlexCard Department Administrator – Cardholder Administration screen, select APPROVE CARDHOLDER ROLE APPLICATIONS (located in the middle of the screen).
  4. On the Manage FlexCard Cardholders screen, select the SELECT APPLICATION button next to the appropriate cardholder application.
  5. You will be taken to the Cardholder Role Application screen, where a series of actions must be performed in various sections:
    1. Cardholder Information: Edit if necessary.
    2. Billing Address: Edit if necessary. Note: The Department Mail Code, Cardholder Phone Number, and Cardholder Email Address fields must be complete or the application will not submit.
    3. Default Account Number Linked to FlexCard: Enter the default LAFSO for the FlexCard and select the VALIDATE LAFSO button. Only accounts controlled by your department can be entered.
    4. Recommended Reviewers: Select at least one reviewer from the list of your department’s reviewers.
    5. Credit Limits: Enter the per-transaction (default is $10,000) and per-cycle (default is $20,000) limits for the FlexCard.
  6. When all data has been entered, select SUBMIT APPLICATION at the bottom of the form.
  7. A message appears at the bottom of the form stating "Application Number XXXXX Submitted to FlexCard Program Administrator." If this message does not appear, information is missing; check for warning messages in red text, complete the required fields, and select SUBMIT again.

C. The FlexCard Program Administrator and Cardholder

  1. The program administrator approves the application and submits a new card request to U.S. Bank.
  2. The FlexCard arrives from U.S. Bank, typically within three business days.
  3. The program administrator emails the cardholder, attaching a copy of the FlexCard User Agreement.
  4. The cardholder provides a home mailing address to the program administrator to send the FlexCard.
  5. The cardholder activates the FlexCard by calling U.S. Bank at 1-800-344-5696. After activation, the cardholder is prompted to set up the card's PIN.