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Temp Staff Cardless Account Training

Summary: Welcome to the web-based training for the UCSC Temp Staff Cardless Account program - a Visa purchasing card account for faculty and staff in department/units who hire temporary staff using Spherion.

• Introduction to Cardless Account Program
• Who can Participate in the Temp Staff Cardless Account Program
• How to Obtain a Cardless Account
• Program Administration and Support
• Program Roles - Administrator, Dept/Unit Head, Authorizer, Primary Contact, Temp Staff Supervisor
• Allowable Purchases
• Restrictions
• Cardless Account Features
• Activating, Registering and Protecting your Cardless Account
• Document All Transactions
• Reconcile your Cardless Account Statement
• Supplier Disputes
• Vacations & Leaves of Absence
• Changing, Suspending, or Closing a Temp Staff Cardless Account
• Misuse and Abuse
• Lost or Stolen Cards or Fraudulent Charges
  
  Temp Staff Cardless Account Menu (Table of Contents)

How this Training Works

1. This training is self-paced. It begins with the Program Introduction below.
2. Click the Reviewed button at the end of this training to receive credit after carefully reviewing the information provided.

Program Introduction

UCSC's Cardless Account is a Visa account provided by US Bank for faculty and staff in department/units who hire temporary staff using Spherion. The Cardless Account simplifies payment for Temp Staff.

Each department/unit identifies a Primary Contact who requests and receives a Cardless Account. The Primary Contact reviews and compares the weekly Spherion Summary to the US Bank Detailed Transaction Report for their department/unit, and forwards complete, approved information to the Purchasing Card Authorizer (PCA) monthly.

The PCA approves requests for Cardless Accounts, reviews approved information from the Primary Contact, and stores information as the office of record (OOR).

Each department/unit has two options when they request Cardless Accounts:

1. Obtain one Cardless Account for each FOAPAL to be charged for temp staff services.
2. Use a single Cardless Account with a specific FOAPAL. The PCA for the department/unit will request a transfer of funds to other FOAPALs, as needed, using a TOE.

Who can Participate in the Temp Staff Cardless Account Program?

To become the Primary Contact for your department/unit or to use a Cardless Account to hire Temp Staff:

• You must be a permanent or limited status employee at UCSC.
• You must complete this Temp Staff Cardless Account Training.
• You must receive authorization from your supervisor and Budget Manager/Purchasing Card Authorizer (PCA).

Each card user must agree to observe policies contained in the Temp Staff Cardless Account Agreement.

Policy misuses may result in the following actions:

• Letter of notification from department/unit
• Personal liability for purchases
• Disciplinary action up to and including dismissal

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How to Obtain a Temp Staff Cardless Account

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Program Administration and Support

The UCSC Purchasing Card Program Administrator is available Monday through Friday from 9 a.m. to 6 p.m. at: 459-3343, Fax: 459-1851, Procard@ucsc.edu

Review Program Roles for the Pro-card Administrator in Procurement and Business Contracts, Department/Unit Head, Purchasing Card Authorizer (PCA), Primary Contact and Temp Staff Supervisor.

Allowable Temp Staff Cardless Account Purchases

Temp Staff Cardless Account can ONLY be used for Temp Staff from Spherion.

Restrictions

Each department/unit decides what dollar limit per month to set for their Temp Staff Cardless Account, in communication with their Budget Authorizer and PCA. US Bank encodes the monthly limit for the Cardless Account.

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Cardless Account Features

Each Cardless Account is customized. Information encoded and stored for each Cardless Account:

• Department/unit's identity
• Primary Contact's identity, email address, phone number, mailstop
• Purchasing Card Authorizer (PCA) identity
• Account sequence (FOAPAL) to which temporary staff are to be charged (Note: each Cardless Account is tied to only one FOAPAL [fund-org-account-program-activity code]). A single department/unit may either obtain and use multiple cardless accounts or use TOEs to transfer funds.
• Dollar limit for department's temp staff purchases (by month)
  (refreshed on the 11th of each month, unless a weekend; if weekend then on next Monday at midnight)

Contact your PCA and Budget Authorizer whenever you need to make changes to your account. Your PCA must approve any changes to FOAPALs or dollar limits/month.

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Activating, Registering and Protecting your Temp Staff Cardless Account

Activate all new or replaced Cardless Account numbers by calling 1-800-344-5696 (24 hours 7 days per week). An automated phone response system will ask you (the Primary Contact) to:

1. "Enter your 16 digit Account Number"
2. "Enter your five digit zip code" (See billing address on letter that provides Cardless Account number)
3. "Enter the last four digits of your Social Security number" Be sure to enter the last four digits of your Employee I.D. #, not your SS #. This number is shown on your monthly pay stub and in CruzPay.

The Bank system will verify the information and activate the account if the data provided over the phone matches the information provided on the Temp Staff Cardless Account Application.

Registration

Register your card online with US Bank Access (https://access.usbank.com). Be sure to register each Cardless Account you receive.

US Bank Access on line training: https://wbt.access.usbank.com. Enter password in the box labeled "Lesson Log In Only". The password changes periodically for security reasons. Accompanying each new Cardless Account will be a welcome letter that states the current password information.

Protect your Cardless Account

The Primary Contact (PC) receives the department/unit's Temp Staff Cardless Account number in a secure letter (no physical cards are required or available) from the PCA.

Find a safe place for your Cardless Account information.

• Lock the notification letter in your desk.
• Store the Cardless Account number in a secure place.

Do not leave Cardless Account transaction information lying on your desk as the Cardless Account number may be visible.

If you lose your account information immediately email procard@ucsc.edu.

If you are on an extended leave or furlough, contact your Supervisor to cancel the account permanently, deactivate it temporarily, or transfer it to a replacement Primary Contact, and contact the Pro-card Administrator at (831) 459-3343.

Document All Transactions

The Temp Staff Supervisor must collect documentation from Spherion each week for every Temp who worked and was paid that week. This person must keep all Spherion emails and reports in an electronic file and forward an electronic copy of the summary to the Primary Contact weekly.

Acceptable documentation is Spherion's Weekly Paid Invoice (Transaction Summary). This documentation must contain itemized detail including:

• Temp Name
• Bill Rate
• Pay Rate
• Total Transaction Cost
• Date

If this information is not provided write the missing information on the Summary. If you lose a Weekly Transaction Summary, request a replacement from Spherion.

Reconcile Your Cardless Account Statement

On the 11th of each month, the department/unit's statement will be available through US Bank Access Online unless the 11th falls on a holiday or weekend. Then it will be available the following business day. A statement will only be issued if there was activity on the card during the previous month.

The Primary Contact will receive email notification that their statement is ready for viewing, if they have provided their email address in their US Bank personal profile. We highly recommend that Primary Contacts add their email address to ensure that they will receive email notification when a statement needs to be processed. See US Bank AccessOnline User Guide: My Personal Information.

How to Reconcile the US Bank Detailed Transaction Report

1. Log into the system: US Bank Access Online. Refer to Access Online User Guide - Viewing your Statement for illustrated instructions.
2. Save the Transaction Summary as a pdf.
3. Compare the US Bank Summary to your Summary Report from Spherion to verify the accuracy of the charges.
4. Attach pdf of summary to an email stating that the monthly comparison is complete and accurate.
5. If a discrepancy occurs, contact Spherion.
6. Document the outcome of your discussion with Spherion on the statement.
7. Forward reconciled statement to your PCA for review and storage as OOR within ten working days.
8. Your PCA then approves your statement and stores the information, as the OOR.

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Supplier Disputes

Sometimes, a Temp Staff Supervisor in a Department/Unit does not recognize a transaction on their statement, or the amount does not match their report from Spherion. The Primary Contact initially handles any disputes with Spherion. S/he is responsible for contacting Spherion immediately.

The Primary Contact must first try to resolve any dispute with Spherion directly. This is the best and most efficient means of handling any disputed charges. Spherion will work with you to resolve any differences.

1. Contact Spherion immediately.
2. Negotiate an agreement with them.
3. Document all phone calls and retain all correspondence with Spherion.
4. Note problem on the statement.
5. Check next statement to confirm credit, if credit is due.

If an agreement cannot be reached with Spherion or if credit does not appear on next statement, US Bank will resolve the matter. The Primary Contact must, however, contact US Bank within 60 days from the statement date. Follow these steps:

1. Log on to Access Online. Follow the instructions in Access Online User Guide - Transaction Management to locate the transaction in question and provide information to the bank about why the transaction is being disputed.
2. As specified in the online instructions, Print, Sign and Fax or Mail to the Bank.
3. Attach a copy of the complete documentation for the dispute. Once disputed, a small D will be displayed next to the record for the transaction.
4. Keep a copy in your records.

Once the bank receives the dispute form they will advocate for you.

1. The bank will review the dispute.
2. The bank will issue a credit to the department/unit's account.
3. The bank will investigate the charge.
4. If charge is determined to be valid, the expense will be charged to the Department/Unit's account by the bank.
5. If the charge is determined to be incorrect, the credit will remain with the Department/Unit.

The bank has 60 days in which to complete their investigation.

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Vacations and Leaves of Absence

When going on vacation or taking a leave of absence, all department/unit Temp Staff Cardless Account transactions still need to be reconciled if there is any activity during the previous month.

1. Log into the access online web site: Access Online. Refer to Access Online User Guide - Cardholder Reporting and complete the following steps:
   1. On left column navigation bar click Reporting.
   2. Select Transaction Detail from the body of the message.
   3. Select Posting Date Range in the date section.
   4. Select From: Current Month, 11th day (June 11 for data posted after June statement) To: Today's date.
   5. Select the card(s) with activity.
   6. Select Run Report.
2. Save the Transaction Detail report as a pdf and use in place of monthly statement.
3. Send transaction report and summary reports from Spherion to PCA before leaving on vacation.
4. As soon as you return from your absence, save the US Bank statement for that month's cycle as a pdf, confirm accuracy of transactions that occurred during your vacation, and forward pdf to PCA.

On the 11th of each month, your statement will be available through US Bank Access Online unless the 11th falls on a holiday or weekend. Then it will be available the following business day. A statement will only be issued if there was activity on your card during the previous month.

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Changing, Suspending, or Closing a Temp Staff Cardless Account

The Supervisor can determine at any time to make a change to the department/unit's account.
Examples of changes to an account include:

• Change in FOAPAL (fund-organization-activity-program)
• Change in dollar limit per month
• Suspension of an account if no activity is expected for several months/years
• Close the account if no Temp Staff services will be needed in the future

To request these changes:

• Primary Contact completes, signs and dates the Temp Staff Cardless Account Application indicating the change(s) needed.
• PCA approves and signs the completed application.
• PCA forwards the completed, approved application to the Pro-card Administrator.

Misuse and Abuse

• The Primary Contact, Primary Contact's Supervisor, Budget Manager/Purchasing Card Authorizer (PCA) or Pro-card Administrator may detect misuse and abuse. It is the responsibility of each to monitor for misuse and abuse and to take action accordingly.
• The Purchasing Card Authorizer (PCA) is responsible for detecting and reacting to any misuse and abuse of a Temp Staff Cardless Account that comes to light during the review of monthly reports and summary statements.
• If misuse is detected, contact the UCSC Purchasing Card Program Administrator at 459-3343, Fax: 459-1851, Procard@ucsc.edu. It is important that any occurrence of misuse is documented.

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Lost or Stolen Cards

If a purchasing card is lost or stolen, the Primary Contact in the department/unit is responsible for canceling the card account.

1. Notify US Bank immediately by phoning 1-800-344-5696
2. Contact Purchasing Card Administrator @ Procard@ucsc.edu and at 459-3343 to report the missing card
3. Review the next statement to identify all unknown charges
4. Begin the dispute process for unknown charges if necessary
5. Notify Spherion of new account number if US Bank replaces the account number

Training Complete

Enter your name and email address and click the Reviewed button to verify that you have completed the Cardless Account Training by carefully reviewing the information above.

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Last revised: November 20, 2009 (am)