Processing a US Bank FlexCard Form - New FlexCard PO Request

This document outlines the steps for a department user to request a new PO for an existing FlexCard, beneficial for high-volume invoices or yearly updates for record keeping.

Navigate to the Forms section on the Gateway homepage. <https://gateway.procurement.ucsb.edu/>

Gateway Forms dropdown menu, with US Bank/FlexCard Form selected.

Read the instructions page and then click **Next** or select the **Form Fields** tab.

Gateway menu with an arrow pointing to the Form Fields tab on the top of the screen.

Select **Request a New PO for Existing FlexCard** in the Form Action section.

Gateway Form Action option showing Request a New FlexCard selected.

Enter the Existing FlexCard PO Number associated with the Cardholder you are requesting to update.

Gateway field Existing FlexCard PO Number

Select **Next** or click **Review and Submit** to proceed.

Gateway Procurement Request-US Bank FlexCard Form menu with the Review and Submit Button highlighted in the top right menu option.

If everything is correct, click on **Add And Go To Cart.**

Gateway Procurement Request-US Bank FlexCard Form menu with the Add and Go to Cart button highlighted in the top right menu option.

On the Shopping Cart page, navigate to the bottom and fill out the Cardholder information. ***NOTE:*** This must match the current cardholder information. To update card name or description, submit a [ServiceNow Ticket](https://ucsb.service-now.com/procurement?id=proc_sc_category&sys_id=9fa4a6fadb41a4d0a090fb051d9619b2).

Gateway Shopping Cart screen with the Cardholder Information options highlighted in the middle of the screen.

If no change is needed on this page select "**Finalize Cart**".

Gateway Shopping Cart screen with the Finalize Cart button highlighted on the top right of the screen.

To edit the required requisition information select the "pencil" icon and complete the Ship to Address and Default CCOA (Accounting Codes). Once completed, Submit the Requisition. - Note: For the **Ship To Address:** Input the ship to address that is on file with the card. This will NOT update the Ship To address on the card account. That must be done with a "Change a Ship To/Billing Address" request form.

Gateway Requisition Summary Screen with the Ship To information highlighted on the lower right of the screen.

For Accounting Codes, the default CCOA should match the previous default CCOA string. If this needs to be updated please submit a "Change CCOA Change" request form.

Gateway Requisition Summary Screen with the Accounting Codes information displayed.

Click **Submit Requisition** once you have filled out all the above sections. Note: If a user is unable to submit the requisition they will need to assign the cart to a requester within their department to have them submit the requisition.

The requisition has now been submitted and will be sent to the Department FlexCard Administrator assigned to the selected CCOA FRU value.

The Department FlexCard Administrator must approve the requisition to move it to the FlexCard Administration.

FlexCard Administration will approve the requisition, or request further information if needed, and a new FlexCard PO will be created for the desired cardholder.

FlexCard administration will update the PO value at US Bank and inform the department once this has been completed.

Resources: - [UC Learning Center](https://www.learningcenter.ucsb.edu/login) - [Gateway](https://solutions.sciquest.com/apps/Router/ShoppingDashboardUserDetails?tmstmp=1779348271585) - [FlexCard Exam](https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D719923%26UserMode%3D0)

This concludes how to request a new PO for an existing FlexCard.