Roles provide the foundation for workflow, manage the notification and distribution process, and ensure security for Express Card program activity.

• Program administrator
• Department administrator
• Administrative support
• Transaction reviewer
• Cardholder

Program administrators are responsible for:

• Administering the Express Card program accounts, systems, and tools
• Communicating with U.S. Bank on Express Card issues
• Monitoring dispute activity with U.S. Bank
• Requesting new or modified cards from U.S. Bank
• Requesting card cancellations from U.S. Bank
• Importing transaction data into the ECManager
• Verifying cardholder employment status
• Auditing for compliance with Express Card program policy
• Monitoring transaction activity for fraud detection and prevention
• Training, certifying, and assigning Department Administrators

Express Card Department Administrators (ECDAs) are responsible for:

• Developing and implementing internal procedures that govern departmental use of the Express Card
• Reviewing e-mail notifications and monitoring designated accounts
• Using the ECManager to request new cards, changes and cancellations
• Using the ECManager to terminate inactive cards
• Reporting misuse, abuse or possible fraudulent activity to ECPAs
• Identifying and assigning other Express Card roles, Administrative Support and Transaction Reviewers, to members of their work group
• Training members of their work group on their departments' fiscal requirements
• Approving card application requests submitted by the Administrative Support members of their work group

Those in the administrative support role are responsible for:

• Supporting the Department Administrator
• Performing card maintenance functions
• Assigning people to roles

Note: Those assigned the Administrative Support role cannot perform duties for more than one department administrator.

Transaction reviewers are responsible for:

• Reviewing Express Card transactions
• Working with the cardholder to ensure that charges are recorded correctly in the campus financial system
• Applying fund requirements and application of California sales/use tax
• Redistributing charges to other indexes and accounts, when necessary as authorized by their departmental business officer

Express Card cardholders are responsible for:

• Purchasing items for UCSD business use only
• Never lending or sharing your Express Card
• Purchasing allowable goods and services, not restricted items
• Keeping all purchases to less than $4,999
• Providing sales receipts, packing slips, and other similar documementation to your Department Administrator
• Reviewing e-mail notificatons
• Knowing and understanding responsible buying practices, including the purchasing conduct and ethics
• Understanding terms and conditions of department funding sources

Need an expert? Contact Susan Maciel, (858) 534-6535.