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Express Card Program Roles

Learn about the importance of roles that support the Express Card program.

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

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
  • Performing an independent review of all purchase transactions for cardholders assigned to them
  • Ensuring documentation is attached to all Express Card transactions
  • Using ECManager to request new cards, changes and cancellations
  • Using 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
  • Performing an independent review of all purchase transactions for cardholders assigned to them
  • 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

A transaction reviewer should not be in a subordinate role to the cardholder. If your department is too small then the transaction reviewer should be someone outside your unit who is not in a subordinate role or someone with an indirect subordinate role to the cardholder.

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 documentation to your Department Administrator
  • Reviewing e-mail notifications
  • Knowing and understanding responsible buying practices, including the purchasing conduct and ethics
  • Understanding terms and conditions of department funding sources