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ECManager: How to Review Express Card Transactions

Last Updated: September 27, 2017 8:49:29 AM PDT
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Follow these step-by-step instructions to review Express Card transactions.

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1. Gather the information.

  • You will need:
    • Itemized receipts or invoices, packing slips, and the business purpose within 7-10 business days
    • Fund source guidelines

2. Log in.

  • Access ECManager.
  • Enter your user ID and password.
  • Click Review transactions.

3. Select transactions.

  • Select a date option from the IFIS posting date drop-down field:
    1. All
    2. Specific date
    Note: The IFIS posting date is the date that the transactions will post to the operating ledger.
  • Select either a Card Suffix or Default Index option.
    Note: Selecting ALL in either the Suffix field or Default Index field will return a list of pending transactions for all of your cardholders.
  • Optional: Select a dollar amount if you want to limit your review to transactions that meet a specific dollar amount or monetary range.

4. Select sort options.

  • Select a Sort By option.
  • Select a Sort Order option.

5. Select the number of transactions.

  • Select the number of transactions you would like to display on the screen at one time.

6. Submit.

  • Submit your request.

7. Review transactions.

  • Review each transaction using the information gathered in Step 1
    • Match the back up documentation with the transaction email notification
    • Ensure the purchase is in compliance with all UC and Express Card policies. If not, take the steps required to correct the violation
    • Ensure all required purchase documentation is attached to each transaction

8. Update use tax (when applicable).

  • If a dollar amount displays in the Use Tax field, check the transaction receipt for this purchase to see if the vendor charged tax.
  • If the vendor did not charge tax, DO NOT change the Use Tax field. ECManager has calculated the appropriate tax for you.
  • If the vendor charged tax at the point of sale, change the amount in the Use Tax field to zero. This change will prevent your department from paying tax twice.

    Note: Transactions from out-of-state vendors who are registered with the California State Board of Equalization but do not list sales tax as a separate line item are subject to use-tax calculation.

    For more information on use tax, see:

9. Change accounting.

  • Change indexes or account codes. The account code should always be changed from the default 638018 to more accurately reflect the type of purchase that was made.

    Note: You can type over the existing index or account, or click on the magnifying glass icon to search for and select an index or account.

10. Split transactions (optional).

11. Include a comment (optional).

  • Click the Comment icon if you would like to add a comment.

    Note: You can use the comment box to document the reason for the purchase or your changes.

12. Save your changes.

  • Click Save.

    Note: If you have additional pages to review and have completed the transactions on the current page, click Save/ Next Page.

13. Print and file

  • Click Print.
    Note: Transactions that have been edited will appear in gray. Transactions that have been split will occupy multiple rows.
  • Click Return after printing to go back to the main menu.
  • Attach the email notification to the back up documentation (itemized receipt and business purpose)
  • Sign, date and file
    • Ensure that the documentation is retained and accessible for audit review

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