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ECManager Overview

Learn about using ECManager, the online tool for managing Express Card accounts, roles, and transactions.

ECManager can be used to attach multiple receipts and documents to both pending and posted Express Card transactions. All users who have defined roles as a Cardholder, Transaction Reviewer, Department Administrator, or Administrative Support within ECManager have access to use the Attachment Tool.

ECDAs use ECManager to complete the following Express Card processes online:

  • Create new or additional Express Cards
  • Manage Express Cards
  • Review transactions and perform the redistribution process
    • Attach required documentation to each transaction using the Attachment Tool
    • Split transaction amounts between indexes and account codes
    • Modify transactions to record the appropriate account or index (preferred method)
    • Prepare an ENPET to record the transaction to the appropriate index or account code after the transaction has posted to the operating ledger (use only if the above method is not possible)
  • Assign and manage program roles
  • View reports related to cardholder and transaction information

Other users who do not have defined roles in ECManager but may need access to use this tool for reconciliation or other administrative purposes, can be given access through the Business Unit Management Tool. These users can be assigned a role as Attachment Administrator (all access), or Attachment Viewer (view only). For assistance with getting access to the Attachment Tool, contact your Business Unit Management Tool Administrator.

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Attachment Tool Overview

To Open Attachment Tool located within ECManager:

  1. Open ECManager.
  2. If prompted to use Single Sign-On, enter your user name (Account ID or UCSD email) and Business Systems password, and click the Sign On button.
  3. From the EC Manager main menu, click the Attachment Tool link located within the Attachments section

 

Find a Transaction

To find a specific transaction using the Transaction Id:

  1. Enter the 10-digit Transaction Id in the corresponding field on the Attachment Tool Search screen.
  2. Click the Submit button.

To find transactions without using the Transaction Id:

  1. You can search for transactions using any combination of these fields.*
    • Vendor Name (vendor or merchant name)
    • Total (transaction amount)
    • Card Id (last 4 digits)
    • Cardholder (name)
    • Index (code)
    • Account (code)
    • Card Type (use this to filter between Express Card and TEP transactions)
  2. Click the Submit button

*When using these options you must include either the Trans. (transaction) Start and End Dates, or the IFIS Posted Start and End Dates.

Select a Transaction and Add an Attachment

On the Search Results Screen:

  1. Find the transaction to which you want to add an attachment.
  2. Click the transaction ID number in the Transaction ID column (far left column).

From the Transaction screen:

  1. Click the 'Add an attachment/comment' link.
  2. In the popup dialog box, select the document type from the dropdown menu.
  3. Click the Browse button, navigate to the desired document, select the document and click the Open button to upload the document.
  4. Enter a detailed description or business purpose for the attachment.
    • Note: All fields are required.
  5. Click the Add attachment button.

You can add additional documentation by clicking the 'Add an attachment/comment' link again. You can delete attachments from pending transactions by clicking the Delete link next to the attachment. Attachments cannot be deleted for transactions that have posted to the Operating Ledger. Please contact the Express Card team via ASK to delete any attachments after the transaction has posted to the Operating Ledger.

Add a Comment to a Transaction

From the Transaction screen you can add quick comments, business descriptions, and business purposes using the add comment function.

  1. Click the 'Add an attachment/comment' link.
  2. In the popup dialog box, select the document type from the dropdown menu.
    • Fraudulent Credit - the original transaction ID number must be entered
    • Recurring Charge - a clearly defined business purpose much be entered
      • Charged automatically the same amount each month and do not receive a statement
      • The initial charge should have the agreement or initial statement attached
    • Returned Credit - the original transaction ID number much be entered
  3. Click the Add attachment button.

You can add additional documentation by clicking the 'Add an attachment/comment' link again. You can delete attachments from pending transactions by clicking the Delete link next to the attachment. Attachments cannot be deleted for transactions that have posted to the Operating Ledger and are documented in the Attachment Audit Trail.

Return to a Previous Page

After adding the attachments and a detailed business purpose for a specific transaction, you can select one of the following options:

  • Return to the Main Menu to return to the ECManager main menu page.
  • Return to Attachment Tool Search Results to return to the Search Results page.
  • Return to the Attachment Tool Search to search for another transaction.

Export Transactions to Excel

You can also export your transaction to an Excel spreadsheet.

  1. Enter in the search criteria from the Attachment Tool search page
    • Transaction Start/End Date
    • Card ID (last 4-digits)
    • Cardholder Name
    • Index
    • Account
  2. Click 'Download to Excel'

Order an Express Card

  1. Log into ECManager.
    1. Within the Express Card, home screen select Add a new card or Add an additional card to a cardholder within the New Cards section
  2. Select the employee
    1. Enter the UCSD employee name of the person for you are requesting a card and select Search.
      1. You may search for it by full or partial name on (last name, first name) for matches.
    2. Select the icon if you wish to choose a specific employee from the list.
  3. Review request and complete the required fields
    1. Enter the default index that will apply for the majority of purchases
    2. If you don't know the default index:
      1. Enter the first three characters.
      2. Click Search.
      3. Click the hand icon to select an index from the list.
    3. The new Express Card request will include pre-filled fields derived from Payroll, Blink Phone, IFIS, Student Directory. The cardholder's associated data may take a few days for the data to flow through the Express Card's data system for new employees or once an employee moves to a new department.
      1. Note: The Mail code, cardholder name, and telephone number can be changed using Step 4. d. Comments or requests for Express Card Team.
  4. Make optional changes
    1. Enter the description displayed on the card.
      1. This description will be printed on the card under the cardholder’s full name
    2. To assign a transaction reviewer:
      1. Click Assign.
      2. Select one or more reviewers from the list.
      3. Click Submit.
    3. To change the default account from 638018 (EXPRESS CARD-OTHER SUPPLIES & EXP):
      1. Click Search.
      2. Highlight the new account.
      3. Click Select.
        Note: Use the drop-down list to select the account code that best fits the majority of purchases.
    4. Comments or requests to the Express Card team
      1. To send a comment to the Express Card team, enter the comment in the Department Administrator Comments box with your initials and the date.
      2. Example: Mail code incorrect. Please correct mail code to 0966 JM 1/29/2019
  5. Submit the form and review your information to ensure accuracy
    1. If the request has inaccurate information select Make Changes to return to the previous page.
    2. If the request is accurate select Confirm to submit the request.
  6. Finalize Request via the Express Card - Card Attachment Tool
    1. The following two attachments are required before this card request is submitted to the Express Card team for processing:
      1. Cardholder Agreement
      2. Cardholder Orientation Completion Certificate
    2. Additional instructions will be emailed to the cardholder and Express Card Department Administrator with the title: New Express Card Request Incomplete. This email will provide guidance for the cardholder and Department Administrator describing how to finalize the request.
  7. Upload Attachments
    1. When the attachments are available, use the Express Card - Card Attachment Tool available after Step 5. This location can also be accessed via the Card Maintenance screen by clicking the paperclip icon under the Attach column near the cardholder’s name.
      1. Select Add an attachment
      2. Using the drop-down menu under Type select Cardholder Agreement or Cardholder Orientation
      3. Select Choose File to upload the associated attachment type
        • A new window will open to select file to upload
        • Select the appropriate file saved on the computer
        • Select Open
      4. Type a description
        • You can edit the attachment description by clicking on it.
      5. Click Add attachment to finalize
        • Note: Only the ECManager Program Administrators can delete these types of attachments.

Once the attachments have been successfully uploaded two checkmarks will appear near the required attachments at the top of the page indicating the documents have been uploaded. The Express Card team will receive an automated message when completed. ECManager will change the status from Setup to Pending.

The Express Card Department Administrator and the Express Card Cardholder will receive a final email titled Express Card Request Complete. The Express Card team will review the attachments and process the new card request. Once a card is processed the Pending status is removed and replaced with the last 4 digits of the Express Card number.

No further action is required.

The new Express Card will arrive at the cardholder's mail code in 10 business days. If the card does not arrive in 10 business days please contact the Express Card Team at ASK.

Manage Cards

Change Card or Cardholder Information

  1. Log into ECManager.
  2. Within the Express Card home screen select Change card or cardholder information within the Manage Cards section.
  3. Locate the cardholder's name in the list provided
    1. If you manage a large number of cardholders, you can conduct a search by:
      • Completing one of the search options at the top of the screen and clicking Display List
  4. Click the Edit icon associated with the cardholder.
  5. To change the Cardholder's Information Displayed On the Express Card
    • You can change the way the cardholder's name appears on the card, e.g., change Dave to David.
    • You can change the description on the card. (Embossed second line on the card.)
    • Note: In both cases after updating ECManager, an automatic email is sent to the Express Card team with the updated information. A new card will be issued by U.S. Bank and should be received within 7 to 10 business days.
  6. Information not imprinted on the card can also be updated in ECManager:
    • You can change office phone number linked to the cardholder
    • You can change accounting distribution to reflect a new index or account number
  7. Add a comment in the Department Administrator Comments box. (Optional)
  8. Click Submit to submit the form.
  9. Review the information to verify that it is correct.
    1. If the information is correct, click Confirm.
      1. Note: You will receive this message: Card successfully updated.
      2. The cardholder will receive an e-mail notification of this change. Administrators and those in support roles will also receive a copy of the e-mail.
    2. If the information is correct, click Make Changes and return to Step 7 after you have entered the changes.

Cancel an Express Card

Do not perform these steps if the Express Card has been lost or stolen. For information on lost or stolen cards please visit this page for assistance.

  1. Obtain the card you plan to cancel from the cardholder.
  2. Within the Express Card home screen select Change card or cardholder information within the Manage Cards section.
  3. Locate the cardholder's name in the list provided
    1. If you manage a large number of cardholders, you can conduct a search by:
      • Completing one of the search options at the top of the screen and clicking Display List
  4. Click the Cancel icon associated with the cardholder.
  5. Enter a comment to the Program Administrator in the box provided with the cancellation reason, your initials, and the date of the cancellation request.
  6. Click Cancel card and confirm the cancellation by clicking OK on the pop-up box.
    1. You will receive this message: "Cancellation successful."
    2. Note: The cardholder and the ECDA will receive e-mail notification of this cancellation.
  7. Destroy the Card by cutting the card in half and dispose of it.

View Express Card Details

Within the ECManager home screen select View card details within the Manage Cards section
  1. Locate the cardholder's name in the list provided
    1. If you manage a large number of cardholders, you can conduct a search by:
      • Completing one of the search options at the top of the screen and clicking Display List
  2. Click the View icon associated with the cardholder.
    1. Note: Click the Reviewer icon to see the reviewer(s) assigned to this account.
  3. To view details for another Card click Return to go back to the list of cardholders and repeat Steps 2 & 3.

Manage Transactions

Review Transactions/Redistribution

Express Card transactions post to the operating ledger in FinancialLink 10 days after they're received from U.S. Bank, so it's important to review expenses in ECManager to make any necessary changes before expenses post.

  1. Gather Information by collecting the following:
    • Itemized receipts
    • Invoices
    • Other back-up documentation
  2. Log into ECManager.
  3. Within the Express Card home screen select Review transactions within the Manage Transactions Section section
    1. For guidance while in ECManager, click the spyglass icon.
  4. Select Transactions for Review
    1. Select Date Option from the IFIS posting date drop-down. The IFIS posting date is the date that the transactions will post to the operating ledger.
    2. Select either a Card Suffix or Default Index option. (Selecting ALL will return a list of pending transactions for all of your cardholders.)
    3. Select any additional sort options.
    4. Submit your request.
  5. Review Transactions for accuracy and compliance using the information gathered in Step 1.
  6. Update Use Tax (when applicable)
    • If a dollar amount is displayed 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.
    • 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: Sales and Use Tax Overview below or our instructional guideline (PDF) on selecting the correct Use Tax Adjustment reason.
  7. Complete Optional Selections
    1. The account code should always be changed from the default 638018 to more accurately reflect the type of purchase that was made. To change indexes or account codes, either:
      1. Type over the existing index or account
      2. Click on the magnifying glass icon to search for and select an index or account.
        1. If the account code needed for redistribution is not in ECManager send a request via ASK and include the requested account code in the body of the message
    2. To split transactions between indexes or account codes:
      1. Click the Split link associated with the transaction.
      2. Enter the desired amount to split:
        • To split equally, select Split all transactions equally from the drop-down.
        • To split unequally, select New Records All Zero and enter the split amounts.
      3. Click Split transaction.
      4. Review the details of your requested split.
        • To increase your number of splits, click Add Split.
        • To remove a split, click Delete.
      5. If you changed the amount, click ReCalc when complete.
      6. Click Comment to type a detailed business purpose for the transaction

Sales Tax vs. Use Tax

Although the rate for California sales and use tax is the same, the way the tax is collected and handled differs. The state sales or use tax rate for the County of San Diego is 7.75%. (The only exceptions are the cities of El Cajon, La Mesa, National City, and Vista. Read more about these exceptions.)

Sales Tax

  • UCSD pays sales tax on taxable purchases directly to California vendors and out-of-state vendors registered in California to collect sales tax.
  • Generally, sales tax on invoices, credit memos, and receipts is listed separately from the price of the goods or service.
  • In some cases, vendors might include sales tax in the total amount of an invoice, credit memo, and receipt and not list it separately.

Use Tax

  • UCSD pays use tax on taxable purchases from non-California vendors directly to the state Board of Equalization on a quarterly basis, rather than to the vendor at the time the invoice is paid.
  • However, use tax is charged to the department index(es) when the invoice is paid or credit memo applied and for Express Card receipts to/from the vendor (accrued for future remittance to the state Board of Equalization).
  • You will not see use tax listed on invoices, credit memos, and receipts.

Changes to Express Card transactions, including the use tax field, must occur within 10 days of receiving the transaction review notification by e-mail.

For more information on sales and use tax, see Sales and Use Tax Overview.

Manage Roles

Create a Transaction Reviewer or Administrative Support Role

  1. Log into ECManager.
  2. Within the Express Card home screen select Assign a transaction reviewer role to a staff member or Assign an administrative support role to a staff member within the Manage Roles section
  3. To select the appropriate staff member search for a name by entering the employee's last name in the field provided.
  4. Click Search.
  5. Click a UCSD icon to select a specific employee from the list.
    1. Note: Reviewers may not be in a subordinate relationship to the cardholder. Additionally, a reviewer cannot be assigned transaction verification for more than ten Express Card holders.
  6. To assign a role Select the Transaction Reviewer or Administrative Support check box.
    1. Note: You can select BOTH check boxes if you want to assign the Transaction Reviewer role AND the Administrative Support role to this staff member.
  7. Add a comment in the Comments box, if desired.
  8. Click Submit. You will receive to message:
    1. Transaction Review role successfully added for this person; or
    2. Admin Support role successfully added for this person.

Note: Because cardholders are sometimes assigned as transaction reviewers for their own Express Card, a cardholder cannot be the sole reviewer of their own transactions. There must be a secondary Transaction Reviewer assigned to that card, or the ECDA must review the cardholder's transactions.

Assign a Transaction Reviewer to a Card

  1. Within the Express Card home screen select Assign a transaction reviewer to a card within the Manage Cards section
  2. Click the Select icon associated with the appropriate reviewer.
    1. If a list of reviewers does not appear, you have not yet assigned any staff members to the transaction reviewer role. Designate one or more staff members as a transaction reviewer and repeat this step.
  3. Click the check box associated with one or more cardholders.
  4. Note: You can assign the reviewer to ALL cardholders by clicking Select All at the top of the list.
  5. Click Assign/Unassign.
    1. Note: You will automatically return to the Transaction Reviewer List and will receive this message: Your changes have been saved.
  6. To assign another transaction review to other cardholders, repeat Steps 3 & 4.

Unassign a Transaction Reviewer from a Card

  1. Within the Express Card home screen select Unassign a transaction reviewer from a card within the Manage Cards section
  2. Click the Select icon associated the cardholder(s) that you want to unassign.
  3. Click Assign/Unassign.
    1. Note: You will automatically return to the Transaction Reviewer List and will receive this message: Your changes have been saved.
  4. If you want to unassign other transaction reviewers from other cards, repeat Steps 3 & 4.

View or Edit Role Assignments

  1. Within the Express Card home screen select View or edit role assignments within the Manage Roles section
  2. Review the roles displayed in the list.
  3. Click the Edit icon next to the appropriate staff member.
    1. Check the box to add a role.
    2. Uncheck the box to delete a role.
    3. Add a comment in the Comments box, if desired.
    4. Click Submit.

Note: You will receive a message indicating which role(s) are now assigned to that staff member.

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