FlexCard Reviewer and Allocator Training

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FlexCard Reviewer and Allocator Training
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• This FlexCard ReviewerAllocator Training
  Presentation is divided into three sections
• 1. An overview of the FlexCard program and the
  policies and procedures
• that govern it, including information
  necessary for Reviewers and
• Allocators to pass the exam required for
  participation.
• 2. The procedure for becoming a FlexCard
  Reviewer or Allocator,
• including taking the exam and submitting an
  application to your
• Department Administrator.
• 3. Reviewing purchases made with FlexCard,
  including reallocation of
• expenses and use tax adjustments.
• All of the material in this presentation is
  available, in full detail, on the
• FlexCard website at
• http//www.busserv.ucsb.edu/purchasing/flex/i
  ndex.htm

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FlexCard Overview

• UCSBs FlexCard is a Visa credit card issued by
  U.S. Bank to UCSB employees who have authority to
  buy goods and services on behalf of their
  departments. The FlexCard is issued to an
  individual, not to a department, and cannot be
  used by anyone other than the Cardholder.
•  
• The FlexCard cannot be used for personal
  purchases and will not provide cash advances. It
  does not replace the US Bank Corporate Travel
  Card and cannot be used to charge travel or
  entertainment expenses.
• The FlexCard is essentially a low value
  purchasing card, and current commodity
  restrictions apply. The FlexCard can also be
  used to pay for certain repetitive purchases,
  such as shredding services or bottled water, as
  long as the good or service is purchased from the
  approved campus contract or UC Strategic Sourcing
  vendor. A complete list of allowable purchases
  is found on the website under the section
  entitled What Can I Buy with the FlexCard?

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FlexCard Overview

• FlexCard Benefits
• Can be used with all merchants that accept the
  Visa card
• Internet purchases made without the need to use a
  personal credit card
• Merchant paid almost immediately (no invoices
  sent to Accounting)
• Reduces the need to use petty cash and/or
  employee reimbursements
•  
• Special Features
• Variable maximum per transaction limit (including
  tax)
• Up to 2,500 all Cardholders
• Up to 5,000 Cardholders who have attended
  Purchasing 101
• Variable maximum monthly limit (the default is
  20,000), as determined by department purchasing
  needs
• Built-in controls that prohibit restricted
  purchases
• Fraudulent transactions and merchant disputes may
  be resolved by working with U.S. Bank

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FlexCard Overview

• Card Abuse / Misuse, Personal Purchases and Their
  Consequences
• Responsibility for purchases made with a FlexCard
  lies with the Cardholder. Reviewers and
  Allocators, however, must be aware of these rules
  in case they discover violations during the
  course of performing their duties.
• Repeated purchases of restricted commodities (for
  example, food or beverage purchases or employee
  awards that exceed the limits established under
  UC Policy G-41 or that are not supported by an
  EMPLOYEE NON-CASH AWARDS APPROVAL form), or other
  abuses such as intentionally splitting orders,
  may result in suspension or cancellation of a
  FlexCard.
• Repeated personal purchases, even if all promptly
  reimbursed, may result in cancellation of a
  FlexCard.
• Fraudulent misuse of a FlexCard for personal gain
  may be grounds for disciplinary action up to and
  including termination and legal action. Whatever
  other disciplinary action administered by the
  department and the University, the Cardholders
  FlexCard will be revoked immediately and
  permanently.

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Fraudulent Charges

• If a Reviewer or Allocator, after logging onto
  the Allocation Module, suspects that a charge may
  be fraudulent, he or she should immediately speak
  to the Cardholder.
• If fraud is confirmed, the Cardholder must
  contact U.S. Bank to initiate corrective action
  only the Cardholder can do this. If the
  Cardholder is not available, contact FlexCard
  Administration, which will work with U.S. Bank on
  behalf of your department to resolve the
  situation.
•  
• Any fraudulent charge that has reached the
  Allocation Module has already been paid by the
  University. Therefore, it must be reviewed (this
  does not mean that the department approves it).
  
• Allocate any fraudulent charge to the FlexCards
  default account. When the credit appears,
  allocate it to the same account in doing so, you
  will zero out the fraudulent charge.

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Disputed Charges

• If your department has a billing problem, it
  (usually the Cardholder) must contact the
  merchant and attempt to correct the problem.
  Most billing problems are easily resolved and
  credits issued by the merchants.
•  
• If the billing problem cannot be resolved
  directly with a merchant, your department may
  enlist U.S. Banks assistance. The Cardholder
  can call Customer Service and file a DISPUTE.
•  
• In order to preserve their dispute rights,
  Cardholders must notify U.S. Bank within 60 DAYS
  of the date of the first statement on which the
  disputed transaction appears. The same deadline
  applies to fraudulent charges.

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Receiving the Order

• If at all possible, someone other than the
  Cardholder should receive the order and verify
  its contents. This is a protection for the
  Cardholder. In smaller departments, the Reviewer
  or Allocator may be the one who receives the
  order.
• Whoever receives the order should follow standard
  procedure
• 1. Review the shipment for completeness were
  all the items shipped or are
• some on back order? Do the items received
  match the items ordered?
•  
• 2. If there are any problems with the order,
  the Cardholder must contact the
• Merchant and take the necessary steps to
  remedy the situation. There is no
• need to file a Dispute with U.S. Bank
  unless your department cannot
• resolve the problem with the Merchant.
•  
• 3. Check off each item on the packing slip/or
  paid invoice enclosed with the
• order.

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Receiving the Order

• 4. Sign and date the packing slip or paid
  invoice and attach it to the order, to
• form a complete documentation package.
• Not signing and dating the receipt document is
  the number finding during FlexCard audits! ALL
  receipt documents FlexCard, low value and
  purchase orders must be signed and dated
  according to UC policy.
•  
• If no packing slip or paid invoice is enclosed
  with a shipment, or if there is none because of
  the type of purchase - such as software
  downloads, memberships or magazine subscription
  note this fact (on the order document or a
  separate sheet of paper). This added notation
  will be important during an audit.

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Documentation Package

• Generally, a complete documentation package for a
  FlexCard purchase includes an order document AND
  a receipt document.
• There are some exceptions telephone orders or
  point-of-sale purchases will not have an order
  document, nor will payments for services such as
  Verizon, Arrowhead Water, or shredding services.
• Not all shipments include a packing slip or paid
  invoice. Some types of orders, such as software
  downloads or subscriptions may not have a
  receipt.
• Make note of any missing document, either on a
  separate piece of paper or on the existing
  documentation.
• If you, as Reviewer or Allocator, receive a
  documentation package that is missing one of the
  listed components, work with the Cardholder
  and/or receiver to complete the package.

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Purchases Requiring Additional Documentation

• Your department can make purchases related to
  retirement, service anniversaries, bereavement
  and employee recognition using FlexCard.
• However, these purchases must be documented by
  completing the EMPLOYEE NON-CASH AWARD APPROVAL
  form, which has a signature line for the required
  department head approval. This form is available
  on the FlexCard website.
• These purchases must conform to the rules and
  dollar limits set forth in Appendix A of UC
  Policy G-41, Employee Non-Cash Awards and Other
  Gifts.

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Gift Cards and Certificates

• If the award takes the form of a Gift Card or
  Certificate, there are several additional
  requirements
• 1. The gift card cannot be redeemable for cash
  or services
• 2. The recipient of the gift card must sign for
  it (he or she can sign and date the
• EMPLOYEE NON-CASH AWARD APPROVAL form)
• If your department purchases a quantity of gift
  cards to distribute over a period of time in the
  form of on-the-spot awards, it must prepare a
  Roster on which the total number of cards is
  indicated, and which is signed by each recipient
  as he or she is awarded one of the cards. All
  gift cards must be accounted for and the final
  balance must be zero. This roster is necessary
  to prove that no diversion or misappropriation of
  gift cards has occurred.
• IMPORTANT NOTE Per IRS rules, no employee may
  receive more than 75 in any calendar year
  otherwise, the amount in excess of 75 is
  considered to be taxable income.

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Audits and Record Retention

• Policy requires that FlexCard Administration
  conduct audits of FlexCard transactions. These
  audits are currently being conducted annually,
  per department. Random weekly audits of all
  transactions will soon begin. In addition,
  FlexCard transactions may be audited by Audit
  Advisory Services, UCs external auditors and by
  other agencies such as the State Board of
  Equalization and Federal contracting agencies.
• Because your department retains all copies of
  documentation related to FlexCard purchases, it
  is the OFFICE OF RECORD and must retain original
  copies of all FlexCard purchase documentation for
  the period of time mandated by University of
  California policy.
•  
• For purchases made with non-extramural funds
  (19900, etc.), documentation must be retained for
  FIVE years following purchase.
• For purchases made with extramural funds, as a
  rule of thumb, FlexCard purchase documentation
  should be retained for SEVEN years following
  acceptance by the awarding agency of the final
  Closeout Report.

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• BECOMING A REVIEWER OR ALLOCATOR
• The UCSBnetID and Password
• Separation of Duties
• Taking the Reviewer/Allocator Exam
• Initiating a Reviewer or Allocator Application

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The UCSBnetID and Password

• All FlexCard program participants must have a
  UCSBnetID and password.
• If you do not already have a UCSBnetID and
  password, go to the front desk in Information
  Systems Computing (fourth floor of the Student
  Affairs and Administrative Services Building
  SAASB). Bring a picture ID.
• Once ISC has verified your identity, you will be
  issued a token and instructions on how to
  complete your set-up when you return to your
  office.
• IMPORTANT REMINDER Once you have established
  your UCSBnetID and password, write down both and
  store the information in a secure location. If
  you forget your UCSBnetID or just your password,
  you will have to go back to ISC to obtain a new
  token and go through the entire process all over
  again.

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Separation of Duties

• If you are a Reviewer, you
• are automatically an Allocator (without this
  function, you could only approve charges, not
  modify use tax or change accounts)
• can be the Department Administrator or Department
  Head
• can be a Cardholder (but cannot review / approve
  your own purchases, only those of other
  Cardholders)
• If you are an Allocator, you
• can be a Cardholder (because an Allocator can
  only set up accounts to be charged for a
  purchase, but cannot approve them)
• can be a Department Administrator or Department
  Head
• can become a Reviewer (having passed the exam,
  you can always be promoted)

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Taking the Reviewer/Allocator Exam

• 1. Using your UCSBnetID and password, log onto
  the FlexCard Management Module at
  https//apps.purc.ucsb.edu/FlexcardManagement.
• 2. On the Main Menu, click EXAM.
• 3. On the Participant Exam Menu, click TAKE EXAM.
  
• 4. On the FlexCard Exams screen, click
  REVIEWER/ALLOCATOR EXAM.
• 5. Read the instructions on the Exam Introduction
  page remember that you MUST NOT use your
  browsers BACK or FORWARD buttons, as doing so
  will cause you to exit the exam and record an
  incomplete exam
• IMPORTANT REMINDER THE EXAM WILL TIME OUT, AND
  RECORD AN INCOMPLETE EXAM, IF YOU LEAVE IT
  INACTIVE FOR MORE THAN 15 MINUTES.
• 6. Click the START EXAM button.

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Taking the Reviewer/Allocator Exam

• Proceed through the 20 exam questions. Each time
  a response is selected, you are automatically
  advanced to next one.
• 8. When you reach the end of the exam, with
  answers recorded for all 20 questions, the SUBMIT
  EXAM FOR SCORING button becomes active.
• 9. Click SUBMIT EXAM FOR SCORING.
• 10. If you do not pass the exam, click REVIEW
  EXAM RESULTS. Review your incorrect answers
  before attempting to take the exam again. Some
  questions appear on each version of the exam
  others appear in slightly modified format. You
  do not want to continue to answer the same
  question incorrectly, especially when the pass
  score is 18 out of 20.
• 11. If you pass the exam, click APPLY TO BE A
  REVIEWER or APPLY TO BE AN ALLOCATOR, as
  appropriate.

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Initiating a Reviewer or Allocator Application

• Both the Reviewer and Allocator applications are
  extremely simple.
• After you click APPLY, you are taken to a page
  where your department home code appears.
• If you are applying to become a Reviewer or
  Allocator for this department, simply click
  SUBMIT APPLICATION.
• A screen appears confirming that the application
  has been sent to your Department Administrator.
  An automatic email notification will inform
  him/her that the Application is ready for
  processing.
• If your department has multiple department codes,
  as long as they all roll up to your department
  home code, they should all appear and can be
  selected when submitting the initial application.
  If one or more codes does not roll up, you will
  have to submit more than one application.
  Initiate a new application for each department
  code, selecting it from the list that appears
  when you click SELECT NON-LISTED DEPARTMENT.

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• THE FLEXCARD ALLOCATION MODULE
• EMAIL NOTIFICATIONS AND REVIEW DEADLINES
• ALLOCATING AND REVIEWING TRANSACTIONS
• USE AND SALES TAX ISSUES

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Email Notification of a New Transaction

• Often, the first indication that a Reviewer or
  Allocator receives of a new FlexCard purchase is
  an email notification of a new transaction.
•  
• The FlexCard Allocation Module is accessible
  through the Espresso Single Sign-On Portal at
  https//uwa1.isc.ucsb.edu/loginas.html.
• 1. Log onto Espresso using your UCSBNetID and
  password
• 2. Click FlexCard on the list of Staff
  Applications
• Unless the transaction was an in-person purchase
  and the goods have been received, there is
  nothing for the Reviewer to do at this point in
  time the charges should not be allocated until
  the order has been received.

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Allocation Module Review Deadlines

• Your department has 14 days from the date of the
  email notification of a new transaction to review
  (approve) it. If not reviewed within 14 days, it
  will automatically be allocated to the FlexCards
  default account. This automatic allocation
  occurs each working day at 1230 PM.
• Even if the default LAFSO is correct for the
  expense, the transaction MUST STILL BE REVIEWED.
• You do not want to let a transaction pass to the
  General Ledger unreviewed for two reasons
• 1. if the default account is not appropriate,
  your department will need to transfer the
  expense using TOE (Transfer of Expense) and/or
• 2. if the transaction is out-of-state with added
  use tax that is not correct, your department
  will need to prepare a FLEXCARD USE TAX REVERSAL
  FINANCIAL JOURNAL in order to be reimbursed for
  the overpaid use tax.

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Allocation Module Review Deadlines

• In order to assist your department in meeting the
  deadline, the FlexCard Allocation Module sends
  out email notifications of transactions that will
  be charged to a FlexCards default account the
  following 1-3 working days.
• If a transaction remains unreviewed, reminder
  email notifications are generated at 30, 45 and
  60 days.
• WHAT DO I DO IF IT IS DAY 13 AND THE ORDER HAS
  NOT BEEN RECEIVED AND/OR I DO NOT HAVE A RECEIPT
  DOCUMENT?
• Even if an order has not been received, or if
  your department is working through problems with
  a merchant, remember the University has already
  paid the merchant this occurred the day that
  charge was received from U.S. Bank.
• By reviewing a transaction, you are not
  approving its legitimacy or accuracy even
  fraudulent charges must be approved in the
  Allocation Module you are only approving the
  account to be charged. If there is a problem, a
  credit will follow, to be reviewed and allocated
  to the same account.

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Allocation Module Review Deadlines

• OUT-OF-STATE TRANSACTIONS AND THE 14-DAY WINDOW
• It is especially important to review out-of-state
  transactions within 14 days. If you do not, not
  only may you need to use TOE, you may also need
  to complete a FLEXCARD USE TAX REVERSAL FINANCIAL
  JOURNAL.
• If you know the breakdown of the charge (what
  portion is freight, etc.), process the review as
  if the order had been received. If you do not
  know the breakdown typically, this occurs when
  freight is determined after the order is placed
  attempt to contact the merchant and obtain a
  breakdown.
• MUST I REVIEW A TRANSACTION THAT AUTO-POSTED ON
  DAY 14?
• YES. Even though the charge has posted to the
  General Ledger, the transaction status is not yet
  REVIEWED.
• 1. Click the check box in front of the
  transaction and then click APPROVE.
• 2. Process a TOE and/or Use Tax Reversal
  Financial Journal, if necessary.

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Allocation Module Review Deadlines

• THE 60-DAY REVIEW WINDOW
• If a transaction is still not reviewed at 60
  days, Program Administration is notified and will
  contact your Department Administrator to discuss
  the situation. If transactions remain
  unreviewed, your Departments FlexCard purchasing
  privileges may be suspended.
• It is critical that transactions be reviewed
  within the 60-day window because your department
  loses the right to dispute charges through U.S.
  Bank once it has been reached. Even if charges
  are fraudulent, your department will be liable
  for them.
• All departments should have a Back-Up Reviewer in
  order to avoid problems with meeting review
  deadlines and to fill in when the primary
  Reviewer is on vacation or absent due to illness.

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Allocating / Reviewing Transactions

• LOGGING ONTO THE FLEXCARD ALLOCATION MODULE
• The FlexCard Allocation Module is accessible
  through the Espresso Single Sign-On Portal at
  https//uwa1.isc.ucsb.edu/loginas.html. This
  link is provided in all email notifications.
• 1. Log onto Espresso using your UCSBNetID and
  password
• 2. Click FlexCard on the list of Staff
  Applications
• 3. Select the Cardholder by either
  double-clicking anywhere on the row on which the
  Cardholders name appears or by checking the box
  in front of the Cardholders name and clicking
  SELECT at the bottom of the page.
• 4. Select the transaction to be modified by
  clicking the check box in front of it and then
  performing actions on either or both the
  Transaction Review or Transaction Allocation
  screen.

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Allocating / Reviewing Transactions

• TRANSACTION REVIEW SCREEN
• TRANSACTION ALLOCATION SCREEN
• TRANSACTION REVIEW SCREEN
• Enter comments
• Approve transactions to the default account
• Modify use tax by entering amounts into the
  Non-Taxable Subtotal or Freight fields
• TRANSACTION ALLOCATION SCREEN
• Approve transactions to another account
  (fund,object code, etc.)
• Split transactions between different accounts
• Add LVPA, department dash, project code, etc.
  information

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Allocating / Reviewing Transactions

• ENTERING / VIEWING COMMENTS
• A Comment can be added to any transaction.
• 1. Click the check box to the left of the
  transaction.
• 2. Click the COMMENTS button at the bottom of the
  screen.
• 3. Select the type of Comment (Comment, Dispute,
  Return).
• 4. Type the comment in the text box.
• 5. Click SAVE.
• Any transaction with a Comment is easily
  identified the Merchant Name appears in red
  underlined text.
• To View a Comment, simply click on the
  highlighted Merchant Name.
• To Modify a Comment, re-select it by clicking the
  check box and COMMENT.
• NOTE Once created, a Comment cannot be deleted
  (the DELETE button does not work).

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Allocating / Reviewing Transactions

• APPROVING CHARGES TO THE DEFAULT ACCOUNT
• The simplest approval is one in which a
  transaction is to be charged to the FlexCards
  default account (the transaction can be either
  in-state, or out-of-state if the use tax does not
  need to be modified).
• 1. Select the transaction by clicking the check
  box to the left of it.
• 2. Click APPROVE.
• If multiple transactions are to be charged to the
  default account, click the check boxes in front
  of each of them and then click APPROVE.
• If all transactions displayed on the page are to
  be charged to the default account, click the
  check box that appears in the header row this
  automatically selects ALL transactions and then
  click APPROVE.

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Use Tax

• WHAT IS USE TAX?
• Use tax is a tax imposed upon the users of
  tangible personal property shipped from
  out-of-state for use, storage or consumption in
  California. It is the tax that is imposed upon
  the user when the seller (usually an out-of-state
  merchant) does not collect California sales tax.
• WHEN DOES THE ALLOCATION MODULE ADD USE TAX?
• The Allocation Module adds use tax to charges
  from all merchants
• (a) whose billing address is out-of-state, AND
• (b) which do not break out sales tax (if
  collected) as a subtotal of the total charge.
• HOW DO I KNOW WHEN USE TAX HAS BEEN ADDED?
• 1. An amount appears in the Use Tax column.
• 2. The Non-Taxable Subtotal, RC and Freight
  fields are open for data entry and are
  highlighted in yellow.

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Use Tax

• DO I ALWAYS NEED TO PAY THE ADDED USE TAX?
• No, use tax does not always need to be paid.
• In addition to instances where the out-of-state
  merchant has already charged California sales
  tax, there are three other situations in which
  use tax is not appropriate
• 1. if all or part of the purchase is not subject
  to taxation for example, labor, a software
  download with no physical deliverable, an
  optional software or equipment warranty /
  maintenance agreement, or a periodical
  subscription
• 2. if there are any shipping or freight charges
  for delivery by a shipper other than the
  merchant (UPS, FedEx, USPS, etc.)
• 3. purchases from the US Government, other US
  states outside California and foreign
  governments this exclusion includes the
  institutions of such non-California entities,
  such as state and national universities.

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How to Modify or Remove Use Tax

• Use Tax is modified or removed on the Transaction
  Review screen in the FlexCard Allocation Module.
  Three fields are open for department input
  Non-Taxable Subtotal, RC (Reason Code) and
  Freight.
• Scenario 1 just the freight (shipping) charges
  are non-taxable
• 1. Enter the freight (shipping) amount in the
  Freight field.
• 2. Click SAVE (if you need to make LAFSO changes
  on the Transaction Allocation screen, or if you
  are an Allocator).
• 3. Click APPROVE (if no other changes need to be
  made and if you are a Reviewer).
• 4. A pop-up informs you that the modification has
  been successful.
• The use tax is reduced by the tax on the amount
  entered into the Freight field.

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How to Modify or Remove Use Tax

• Scenario 2 the entire purchase is non-taxable
  (the merchant has included California sales tax
  on its invoice, or the entire purchase is not
  subject to use tax a software download, for
  example)
• 1. Enter the full Vendor Total in the Non-Taxable
  Subtotal field.
• 2. Enter the appropriate Reason Code into the RC
  field.
• If you double-click in the RC field, a pop-up
  window provides a list of the most common
  reasons why a transaction may not be subject to
  use tax
• 3. Click either SAVE or APPROVE.

34
Use Tax Scenarios

• Scenario 3 only a portion of the Vendor Total
  is not subject to use tax (there are no shipping
  charges)
• 1. Enter the optional warranty agreement amount
  into the Non-Taxable Subtotal field.
• 2. Enter Reason Code 41.
• 3. Click either SAVE or APPROVE.
• Scenario 4 only a portion of the Vendor Total
  is not subject to use tax (and there are also
  non-taxable shipping charges)
• 1. Enter the optional warranty agreement amount
  into the Non-Taxable Subtotal field.
• 2. Enter Reason Code 41.
• 3. Enter the freight amount into the Freight
  field.
• 4. Click either SAVE or APPROVE.

35
Use Tax Reversal Financial Journal

• If a transaction passes to the General Ledger
  with incorrect use tax, you can recoup the
  overpayment.
• 1. Go to the FlexCard webpages and, under the
  Forms section, click the link to the FLEXCARD
  USE TAX REVERSAL FINANCIAL JOURNAL.
• 2. When the Excel spreadsheet opens, complete the
  journal per the Financial Journal Instructions
  that are provided immediately below the link to
  the journal.
• 3. Email a copy of the electronic journal to
  Asger Pedersen in Accounting Services
  Controls, and send him a signed copy of the
  printed hard copy, together with the necessary
  back-up documentation.

36
California Sales Tax Issues

• If there is an error in sales tax on a charge
  from a California merchant, your department must
  work with the merchant to resolve the issue.
• The merchant will need to issue a credit (or
  additional charge, if it did not charge enough
  sales tax). The merchant may issue a credit for
  the entire original amount and re-bill for the
  full, corrected amount.
• Sales tax errors cannot be corrected within the
  FlexCard Allocation Module. This decision was
  made because sales tax discrepancies are a minor
  issue for our campus and attempting to correct
  them within the Allocation Module would most
  likely produce further errors.
• If there is a substantial California sales tax
  error (under-taxing) on a charge from an
  out-of-state merchant, you can assess yourself
  the balance by using the FlexCard Use Tax
  Reversal Financial Journal and debiting your
  department account, rather than crediting it.
  Contact FlexCard Administration or Asger Pedersen
  in Accounting before processing this type of
  journal.

37
Allocating / Reviewing Transactions

• ALLOCATING A CHARGE TO A NON-DEFAULT ACCOUNT
• If the default account (even the object code) is
  not appropriate for the transaction, changes are
  made on the TRANSACTION ALLOCATION screen.
• 1. Make any required use tax adjustments on the
  TRANSACTION REVIEW screen.
• 2. Click SAVE.
• 3. Click ALLOCATE to proceed to the TRANSACTION
  ALLOCATION screen.
• IMPORTANT NOTE If you proceed immediately to
  the TRANSACTION ALLOCATION screen and enter and
  save LAFSO changes, you cannot return to the
  TRANSACTION REVIEW screen to change the use tax
  the values displayed on it are no longer
  modifiable.
• If you realize that you forgot to make the use
  tax modifications, click RESET STATUS at the
  bottom of the TRANSACTION REVIEW screen. This
  will restore all values back to the original
  state and you can start over again.

38
Allocating / Reviewing Transactions

• CHANGING AN OBJECT CODE
• 1. Click the object code field and enter the
  correct object code, if you know it.
• 2. If you do not know the correct object code,
  double click in the object code field a table
  appears in a pop-up window, the 17 most commonly
  used object codes appearing at the top, followed
  by the full object code listing.
• 3. Double click the correct object code to enter
  it.
• 4. Click either SAVE or APPROVE.

39
Allocating / Reviewing Transactions

• ENTERING A REFERENCE NUMBER
• You can enter a reference number (typically a low
  value number), department dash number, cost
  center, project code or cost type for any
  transaction, or any distribution line of a
  transaction.
• The reference number and department dash number
  will print on the General Ledger (if you leave
  these fields blank FLXCRD will appear in them on
  the General Ledger) cost center, project code
  and cost type will appear in the Data Warehouse,
  for use in internal department reports.
• 1. Click in the appropriate field(s) and enter
  the value(s).
• 2. Click either SAVE or APPROVE.
• NOTE If you enter one of your departments
  active low value numbers, the account, fund, sub
  and object code fields will be automatically
  updated to the values established for that LVPA
  number.

40
Allocating / Reviewing Transactions

• SPLITTING A CHARGE AMONG DIFFERENT LAFSOS
• Sometimes, an expense may need to be split
  between more than one LAFSO.
• The TRANSACTION ALLOCATION screen has 5 break-out
  account lines, and if necessary, additional ones
  can be created by clicking ADD LINE at the bottom
  of the page.
• New LAFSO information can be added in one of
  several ways
• 1. Manually enter the information into each of
  the fields.
• 2. Click CLONE LINE at the bottom of the page
  the action will exactly reproduce all
  information (including any added reference
  numbers, etc.) on the original LAFSO line
• 3. Enter an active department LVPA number into
  the Reference Number field at the beginning of
  one of the break-out lines when you tab out of
  the field, all LAFSO fields will be filled with
  the values set up for the LVPA.

41
Allocating / Reviewing Transactions

• SPLITTING A CHARGE HELPFUL FACTS AND HINTS
• When the new line is first created, the GL Total
  for that line is 0.00.
• Whatever amount is entered in the GL Total for
  the new line automatically reduces the GL Total
  on the original line.
• No line can have a zero GL Total. If you try to
  save or approve, you will get an error message.
• No added line can have an amount greater than the
  original GL Total. If you try to save or
  approve, you will get an error message.
• Remember, if re-allocating a credit, that the
  amount entered must be negative.
• If you create an additional line and then realize
  that it is not needed, you can delete it by
  clicking the check box in front of it and then
  clicking DELETE LINE(S) at the bottom of the page.

42
Transfers of Expense (TOE)

• If, after you review (approve) a transaction, you
  realize that the incorrect LAFSO was charged, you
  can launch directly into the Transfer of Expense
  (TOE) from within the FlexCard Allocation Module.
  
• There are three prerequisites (a) you must be a
  Reviewer or Allocator (b) you must be set up as
  a TOE preparer and (c) the transaction must have
  a posting date this normally occurs when the
  transaction is reviewed, except during periods
  when the General Ledger is closed for
  production.)
• If all three conditions are met
• 1. Click the check box in front of the
  transaction.
• 2. Click TRANSFER USING TOE at the bottom of the
  page.
• 3. Proceed as you would when preparing any TOE
  transfer of expense.
• Unreviewed transactions cannot be transferred
  using TOE, since you can still modify the
  account(s) to be charged within the Allocation
  Module itself.