Procurement Services

Allocation Module

The FlexCard Allocation Module is accessed through the Espresso Single Sign-On Portal.

The FlexCard Allocation Module Manual and Procedures provides complete instructions on how to allocate and approve transactions, including use tax modifications, splitting of charges, review of default-posted charges and transfers via TOE.

The Allocation Module receives all purchase transactions from U.S. Bank and distributes them to each Cardholder’s department for allocation and approval, generating an email notification to the Cardholder and all department Allocators and Reviewer.

Allocation Module user privileges vary according to the participant’s role:

  1. Cardholder: can view his/her purchase transactions to verify their accuracy but cannot modify them
  2. Cardholder/Allocator: can view his/her purchase transactions, modify them to adjust for freight and nontaxable items, and re-allocate charges to all valid accounts; CANNOT approve transactions
  3. Allocator: can view all departmental purchase transactions (multiple cardholders), modify them to adjust for freight and nontaxable items, and re-allocate charges to all valid accounts; CANNOT approve transactions
  4. Reviewer: can view all purchase transactions, modify them to adjust for freight and nontaxable items, re-allocate charges to all valid accounts, and approve transactions
  5. Department Administrator: can view purchase transactions of all departmental cardholders including allocation detail; CANNOT modify or approve transactions (unless also a Reviewer)

The Reviewer has 14 days from the date on which the email notification was received to re-allocate and approve a purchase transaction; otherwise, it will be charged to the FlexCard’s default account.

If an expense is not correctly allocated and approved, it must be transferred via the on-line Transfer of Expense (TOE) system. If a Reviewer also has TOE privileges, he/she can access the system directly from the Allocation Module.

All FlexCard transactions must be reviewed, even if the default account is correct and no sales or use tax or freight adjustments were needed. If a transaction remains unreviewed after 30 days, an email notification is generated; further notifications, if necessary, are sent at 45 and 60 days.

If a transaction remains unreviewed after 60 days, FlexCard Administration may suspend the FlexCard in question until all unreviewed purchases have been approved and the department has proved that procedures have been implemented to prevent a recurrence.