• Provide the foundation for workflow
• Manage the notification and distribution process
• Ensure security for TEP card activity

See responsibilities for each TEP card role:

• TEP card program administrator
• Department Business Officer
• Transaction reviewer
• Cardholder

Program administrator

• Administers the TEP card accounts, systems, and tools.
• Audits for compliance with TEP card policy.
• Communicates with U.S. Bank on TEP card issues.
• Enters TEP card roles assigned by cardholder's Department Business Officer (DBO).
• Imports transaction data into the ECManager.
• Monitors dispute activity with U.S. Bank.
• Monitors transaction activity for fraud detection and prevention.
• Requests new cards, changes, and cancellations from U.S. Bank.
• Verifies cardholders' employment status.

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Department Business Officer

• Approves card application requests submitted by the members of your work group.
• Completes the TEP-RF form (Excel) within 10 days of the event's conclusion.
• Develops and implements internal procedures that govern departmental use of the TEP card.
• Ensures contract are reviewed by the appropriate UCSD Procurement and Contract Specialist, when necessary.
• Identifies and assigns other TEP card roles to members of your work group.
• Reports misuse, abuse, or possible fraudulent activity to TEP card program administrator.
• Requests new cards, changes, and cancellations from TEP card program administrator.
• Reviews e-mail notifications and monitoring designated accounts.
• Responds to post audit requests within 10 days.
• Terminates inactive cards.
• Trains members of your work group on your department's fiscal requirements.

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Transaction reviewer

• Applys fund requirements and application of California sales and use tax, when necessary.
• Completes the TEP-RF form (Excel) within 10 days of the event's conclusion.
• Redistributes charges to other indexes and accounts, when necessary and as authorized by your DBO.
• Responds to post audit requests within 10 days.
• Reviews TEP card transactions.
• Works with cardholders to ensure charges are recorded correctly in FinancialLink.

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Cardholder

• Knows and understands TEP card responsibilities, including the Purchasing Code of Ethics.
• Charges only official business expenses and services.
• Never lends or shares your TEP Card.
• Provides receipts, invoices, and other similar documentation to your DBO or designee.
• Reviews e-mail notifications.
• Understands terms and conditions of department funding sources.
• Verifies contract review with DBO before authorizing payment to a vendor.

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Questions? Contact Chrissy Smith, (858) 534-8419.