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U.S. Bank Access Online

Access Online is an online service provided by U.S. Bank for Pro-Card cardholders. It allows cardholders to view and sort transactions made on the card, and also update their personal information.

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  • Getting started

    Getting started in AccessOnline is quick and easy. This section of the user guide provides procedures that will help you get started and manage your login information

    U.S. Bank Browser Recommendations:

    Minimum for Web

    • Internet Explorer 11 (IE11) and later
    • Firefox 31.4.0 and later
    • Chrome 40.0.2214 and later
    • Safari 5.1 and later

    Minimum for Mobile:

    • Mobile Safari 6.0 and later
    • Chrome Mobile 40.0.2214 and later
    • Android 4 and later

    Access may still be available with older Browser versions, but key pages might not be available, and some features and functionality may appear or perform differently.

    If you have already registered with U.S. Bank, go to Logging In.

    To add an additional card in your name go to My Personal Information: Adding Accounts. Do not re-register an existing account.


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  • Create your account
    • Go to "Access Online" at https://access.usbank.com
    • Organization Short Name: enter "UCSC" to identify your business entity
    • Click the "Register Online" button

    Account Information

    • Online Registration - Add Accounts
      • Organization Short Name: enter "UCSC"
      • Your VISA number in the 'Account Number' field
      • Select 'Account Expiration Date' from the drop down menu
      • Account Zip Code
    • Click the 'Register This Account' button.
    • Read the Licensing Agreement.
    • Select “I Accept”.

    Registration

    • On the 'Online Registration - Password and Contact Information' page, enter an ID between 7-20 alphanumeric characters and a password between 8-20 alphanumeric characters. Use a combination of letters and numbers easy for you to remember but not for others to guess.
    • Select an 'Authentication Question' and enter a response that will be easy to remember. This information will be used in the event that you forget your password.
    • Enter your contact information.
      Note:  Changing your contact information in Access Online does not change your statement contact information. To change this information with U.S. Bank, please contact procard@ucsc.edu.
    • Click 'Continue'.
    • You will receive a confirmation message from the bank indicating that the registration was successful.

    To view your Account Statement, see Transaction Management: Selecting an Account.

    Registration Password

    Authentication


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  • Logging in

    The following procedures describe the login steps. The first time you login to AccessOnline, and every 60 days thereafter, you must change your password. The first time you login you must also view and respond to the licensing agreement. To login to AccessOnline:

    Login image

    • Type "UCSC" in the 'Organization Short Name' field. The organization short name is a code that identifies your company in AccessOnline.
    • Type your user ID in the 'User ID' field.
    • Type your password in the 'Password' field.
    • Click the 'Login' button.

    Note: If you have three consecutive failed attempts to login to AccessOnline, your account will be set to "inactive". Contact the technical support desk (877-887-9260) to reset your password.

    • The first time you login to AccessOnline, and every 60 days thereafter, the Login: New Password screen displays and you must change your password.
      • Type your current password in the 'Current Password' field.
      • Type a new password in the 'Enter New Password' field.
        • Your password must be 8-20 alpha/numeric characters.
        • Your password must contain at least one alpha and one numeric character.
        • You cannot reuse a password for 12 months.
      • Confirm your new password by typing it a second time in the 'Re-enter New Password' field.
      • Click the 'Save' button.
    • The first time you login to AccessOnline, the Licensing Agreement page displays and you must view and respond to the licensing agreement.
    • Click the 'I Accept' button to accept the terms of the licensing agreement and continue. The Client Home page displays. If you click the 'I Decline' button you will be returned to the Login page.

    Bank message


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  • Navigation Bar

    Use the 'Left-Column Navigation Bar' to navigate throughout AccessOnline. The 'Left-Column Navigation Bar' has the following elements:

    • High-level tasks - Displays links to sub-tasks in the 'Left-Column Navigation Bar' and on the screen (with the descriptive text explaining each task). Clicking a sub-task link displays the screens where you make selections, enter data, and review information to complete the task
    • Contact Us link - Displays the U.S. Bank Corporate Payment Systems mailing address and the phone numbers for the AccessOnline technical support desk
    • Home link - Displays the 'Client Home' page

    Note: Use the links in the 'Left-Column Navigation Bar' and on the screens, rather than your browser's "Back" and "Forward" buttons, to navigate through the AccessOnline site.


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  • Logout

    You can log out of your AccessOnline session from any screen. To log out:

    • On any screen, click the "Log Out" button in the right-hand corner of the screen. The Login page displays.

    Note: For security reasons, if you don't perform any tasks in AccessOnline for 30 minutes, the system will log you out of your session automatically.


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  • Recover your password

    If you forget your password, you can still login to AccessOnline using your authentication. Your authentication is an answer to a question that only you know. To login to AccessOnline using your authentication:

    • At the Login page, type "UCSC" in the 'Organization Short Name' field.
    • Type your user ID in the 'User ID' field.
    • Click the 'Forgot your password?' link. The Login: Forgot Password page displays.

    Authentication Question

    • Type the answer to your authentication question in the 'Enter the response to your Authentication Question' field.
    • Click the 'Continue' button. The Login: New Password page displays.
    • Type a new password in the 'Enter New Password' field.
      • Your password must be 8-20 alpha/numeric characters.
      • Your password must contain at least one alpha and one numeric character.
      • You cannot reuse a password for 12 months.
    • Confirm your new password by typing it a second time in the 'Re-enter New Password' field.
    • Click the "Save" button. The Client Home page displays.

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  • Personal information overview

    Managing your personal information in AccessOnline is quick and easy.

    Your Access Entitlements include:

    • Organization Short Name ("UCSC") - Uniquely identifies the University of California, Santa Cruz in AccessOnline
    • Functional Entitlement Group - Determines the AccessOnline functions that are assigned to your user ID

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  • Setting up Statment Email Notification

    In order to receive e-mails from U.S. Bank notifying you that you have statement activity for the month, you must first set up your account and choose an email address.

    Setting up Email Notification:

    • Click "My Personal Information" high-level task.
      • The "My Personal Information" screen displays.
    • Click the "Email Notification" link in the 'Left-Column Navigation Bar' or on the screen.
      • Enter in the email address where you would like to receive the notifications and your preferred language.
    • Scroll to the bottom of the page and click on the "Save" button.

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  • Changing your password

    You must change your password the first time you login to AccessOnline and every 60 days thereafter.

    To change your password:

    • Click "My Personal Information" high-level task.
      • The 'My Personal Information' screen displays.
    • Click the "Password" link in the 'Left-Column Navigation Bar' or on the screen.
      • The 'Password: Change Password & Authentication' screen displays.
    • Type your current password in the 'Current Password' field.
    • Type a new password in the 'Enter New Password' field.
      • Your password must be 8-20 alpha/numeric characters.
      • Your password must contain at least one alpha and one numeric character.
      • Note: You cannot reuse a password for 12 months.
    • Confirm new password by typing it a second time in the 'Re-enter New Password' field.
    • Click the "Save" button.

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  • Changing your authentication

    If you forget your password, you can use your authentication to reset your password and log in to AccessOnline. Refer to the Getting Started section of the user guide for detailed steps on how to log in when you have forgotten your password. Use the following steps to change your authentication question and response.

    • Click the "My Personal Information" high-level task.
      • The 'My Personal Information' screen displays.
    • Click the "Password" link in the 'Left-Column Navigation Bar' or on the screen.
      • The 'Password: Change Password & Authentication' screen displays, with your current authentication question and response.
    • Select one of the following authentication questions from the 'Authentication Question' drop-down list:
      • Mother's Maiden Name
      • Father's Middle Name
      • Pet's Name
      • Birth Place
      • Favorite Sports Team
      • Child's Name
    • Type your response to the authentication question in the 'Authentication Response' field.
    • Click the "Save" button.

    Note: Select an authentication question and response that is easy for you to remember, because you will need to provide this information if you forget your password. If you forget both your password and authentication, you will need to contact your program administrator.


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  • Updating your contact information

    When there is a need to contact you regarding your account, U.S. Bank uses this information.

    To update your contact information:

    • Click the "My Personal Information" high-level task.
      • The 'My Personal Information' screen displays.
    • Click the "Contact Information" link in the 'Left-Column Navigation Bar' or on the screen.
      • The 'Contact Information: Change Your Contact Information' screen displays with your current information.
    • Review and update any fields that are not correct.
    • Click the "Save" button.

    Note: Changing your contact information in AccessOnline does not change your statement contact information. To change your statement address, contact your program administrator.


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  • Viewing your account access

    To view your account access:

    • Click the "My Personal Information" high-level task.
      • The 'My Personal Information' screen displays.
    • Click the "Account Access" link in the 'Left-Column Navigation Bar' or on the screen.
      • The 'Account Access: View Account Access' screen displays. The following information is displayed:
        • Organization Short Name - Identifies your company in AccessOnline using a unique code
        • Functional Entitlement Group - Determines the AccessOnline functions that are assigned to your user ID
        • Accounts - Lists accounts that are assigned to you
        • Hierarchy - Lists your processing and reporting hierarchy

    Note: You cannot make changes to this information. If you have questions, contact your program administrator.


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  • Adding accounts

    To add a new account to your User ID:

    • Click the "My Personal Information" high-level task.
      • The 'My Personal Information' screen displays.
    • Click the "Account Access" link in the 'Left-Column Navigation Bar' or on the screen.
      • The 'Account Access: View Account Access' screen displays.
    • Click the "Add Accounts" link.
      • The 'My Personal Information Add Accounts' screen displays.
        • Type the account number in the "Account Number" field.
        • From the 'Account Expiration Date' drop-down menus, select the month and year that the card expires.
        • Type the zip code for the account in the 'Account Zip Code' field.
      • Click the "Add Account" button.
        • The 'Account Access: View Account Access' screen displays with a message confirming that the account was added.

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  • Account profile overview

    The Cardholder Account Profile function enables you to view important information about your account.

    Information available through a cardholder account profile includes:

    • Demographic information - Cardholder name, address and contact information
    • Authorization limits - The account status and authorization limit information (i.e. credit limit, single purchase limit, available credit)
    • Default accounting code - (Not applicable for UCSC)
    • Account information - Information about the account (i.e. cycle day, open date, and hierarchy information)

    To view an account profile, you will perform two basic steps:

    • Select your account
    • View account information

    The procedures in the following segments provide detailed instructions on both basic steps.


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  • Selecting an account

    Navigating to your account(s) is quick.

    • At the Client Home page, from the Left-Column Navigation Bar click the "Account Information" high-level task.
      • The Account Information screen displays.
    • On the Account Information screen, click the "Cardholder Profile" link .
      • The Cardholder Account Profile: Select an Account screen displays.
        • A list of your account(s)is displayed.
      • In the Product Name column, click the link (i.e. "Corporate Card", "Purchasing Card") next to the account you wish to select.
        • The Cardholder Account Profile: Account Summary screen displays.

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  • Viewing account information

    From the Cardholder Account Profile: Account Summary screen, you can view demographic information, default accounting code information, authorization limit information, and account information.

    Account Profile

    To view information:

    • Demographic Information: To view demographic information, click the Demographic Information link on the Cardholder Account Profile: Account Summary screen.
      • The Cardholder Account Profile: Demographic Information screen displays. This screen lists:
        • Name
        • Address
        • Contact Information
      • Click the Back to Cardholder Account Summary link to return to the Cardholder Account Profile: Account Summary screen.
    • Authorization Limits: To view authorization limits, click the Authorization Limits link.
      • The Cardholder Account Profile: Authorization Limits screen displays.
      • Click the Back to Cardholder Account Summary link to return to the Cardholder Account Profile: Account Summary screen.
    • Account Information: If you wish to view account information, click the Account Information link.
      • The Cardholder Account Profile: Account Information screen displays. This screen lists account information such as cycle day, open date, current and past due balance, and hierarchy information.

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  • Statements overview

    AccessOnline enables you to view your personal statement. The statement displays as a PDF copy of the actual statement for viewing only (not payment). The statement contains the following information:

    • Cardholder address
    • Cardholder account number
    • Amount due
    • Account activity, such as posting date, description, transaction reference number and transaction amount
    • Customer service information, including addresses and phone numbers
    • Account balance

    The following procedures explain in detail how you can view your statement.


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  • Viewing your statement

    To view your statement:

    On the Left-Column Navigation Bar, from any screen, click "Home". Then click "View Current Statement".


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  • Transactions overview

    AccessOnline makes managing your transactional information easy. You can view a list of your transactions for the current (open) cycle and the past six closed cycles, as well as any details available for each transaction.

    This section of the user guide provides instructions on the following transaction management functions:

    • Search and select an account
    • Select a cycle date to review a list of transactions that posted during that cycle
    • Select a transaction to view detailed transaction information
    • Initiate a dispute for a transaction

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  • Selecting an account

    You have two options for selecting an account to view transaction information:

    • To select an account using the Account Activity box:
      1. In the Left-Column Navigation Bar click the "Home" link to display the Client Home page.
      2. In the Account Activity box, click an account number link. The Transaction Management: Transaction List screen displays.
        -Or-
    • To select an account using the Transaction Management: Select an Account screen:
      1. Click the "Account Information" high-level task.
      2. Click the "Transaction Management" sub-task. The Transaction Management: Select an Account screen displays.
      3. Click the link in the "Product Name" column next to the account you wish to select. The Transaction Management: Transaction List screen displays.

    To select a different cycle date:

    • Select a cycle date from the Select Billing Cycle End Date drop-down list. You can view transaction lists for the current cycle and the past six cycles.
    • Click the Get Cycle button.
      • If transactions have posted for the selected cycle, then those transactions will display in a table at the bottom of the screen. The table displays the following information:
        • Select - A check box indicating that you want the transaction reviewed
        • Status - Icons indicating if the transaction has been reviewed or disputed
        • Tran Date - The date the transaction occurred
        • Posting Date - The date the transaction posted in U.S. Bank's payment processing system
        • Merchant - The merchant who processed the transaction
        • City/State - The merchant's city and state
        • Amount - The amount of the transaction (in US dollars) including tax
        • Purchase ID - Typically, the purchase order number from the order or, occasionally, other information the merchant might enter
        • Accounting Code - Icon indicating if the transaction has been reallocated and the accounting code numbers to which the transaction is currently associated.

    Note: You can sort a transaction list by any of the underlined column headings. Click on a column heading link to sort the table by that column (i.e. click on the Merchant link to sort the transaction list by the merchant name from A-Z).

    Note: If no transactions have posted for the selected cycle, then the following message will display: "There are no transactions for the selected cycle."


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  • Search for transactions

    When you select an account, the Transaction Management: Transaction List screen displays. By default, the current cycle is selected. You can select the "Search Transaction" link if you want to find an individual transaction or group of transactions using specified criteria.

    To search for a transaction:

    • From the Transaction Management: Transaction List screen, click the Search Transactions link. The Transaction Management: Search and Select Transaction screen displays.

    Transaction Management

    • Type search criteria in any (or all) of the search fields as follows:
      • Type a merchant name in the Merchant Name field.
        -and/or-
      • Type a purchase ID in the Purchase ID field.
        -and/or-
      • Select a transaction status from the Status drop-down menu.
        -and/or-
      • Select a transaction amount type from the Transaction Amount drop-down list and type the exact amount or amount range in the appropriate fields.
        -And at least one of the following three:
        • Select the Billing Cycle End Date radio button and select the cycle from the drop-down menu.
          -or-
        • Select the Posting Date radio button and select the date range from the drop-down menu.
          -or-
        • Select the Transaction Date radio button and select the date range from the drop-down menu.
    • Click the "Search" button. A list of transactions that meet your search criteria displays at the bottom of the screen.

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  • Disputing transactions

    A key feature of AccessOnline is the ability to initiate a dispute for a transaction. This functionality allows you to choose from a list of potential reason codes for disputing a transaction. After selecting your dispute reason, the system takes you through the appropriate steps for submitting the dispute request.

    To initiate a dispute for a transaction:

    • Click the "Tran Date" link next to the transaction for which you would like to initiate a dispute. The Transaction Management: Transaction Detail screen displays with the Summary tab.

    Summary statement

    • Click the "Dispute Transaction" link. The Transaction Management: Select a Dispute Reason screen displays.
    • Click the radio button next to the appropriate dispute reason.
    • Click the "Select" button. The Transaction Management: Dispute Reason screen displays.

    Note: Read the explanation under each dispute reason until you find the one that is most appropriate for your dispute. The Additional Items Required column tells you what additional information you will need to provide when you submit your dispute request. These requirements are based on Visa's dispute rules.

    • Enter the appropriate information in the required fields.
    • Click the "Continue" button. The Transaction Management: Dispute Reason screen displays with a message at the top confirming that your request has been completed.
    • Follow the instructions on the screen to print, sign and fax or mail this form to the U.S. Bank location in Fargo.
    • When finished, click the "transaction detail" link to return to the Transaction Management: Transaction Detail screen. The D symbol displays in the Status column for the transaction.

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  • Introduction

    As a cardholder, you may access your account information through the Reporting function. Currently, only the Transaction Detail report is available. This report provides you with detailed transaction information, including merchant detail data and allocation (account code) information.

    Note: Temp staff reporting functions differently than employee reporting. See: Temp staff reporting

    To run the report, perform the following three steps:

    • Select the Transaction Detail report
    • Choose the report parameters
    • Run the report

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  • Selecting a report to run

    To select a report to run:

    • On the Left-Column Navigation Bar, click the Reporting high-level task. The Reporting screen displays.

    Reporting

    • On the Reporting screen, click the report name link (i.e. Transaction Detail). The screen displays on which you set up your report (referred to as the report parameter screen).

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  • Setting report parameters

    To set up your report, you must set parameters in three main areas:

    • Criteria - Criteria for the report, such as the date range, merchant name, account criteria, and transaction amount that filter transactions to include in or exclude from your report
    • Sorting parameters - The sorting fields for the data elements you wish to include
    • Output parameters - Your options for viewing, printing, or exporting the report

    Setting Date Criteria
    To set the date criteria, select an option from the following four options:

    • Select the Cycle End Date Range radio button to include transactions within the billing cycle you choose in the next step. The cycle date is based on the cycle end date.
    • Select the Calendar Month Range button to include transactions within a specific month that you choose in the next step.
    • Select Posting Date Range radio button to include transactions with a posting date in the range you choose in the next step. The posting date is the date the transaction posted in U.S. Bank's payment processing system.
    • Select the Transaction Date Range radio button to include transactions with a transaction date in the range you choose in the next step. The transaction date is the date on which the transaction occurred.

    Setting the Date Range
    To set the date range:

    • Select the month for the report's beginning date from the drop-down list.
    • Select the day of the month for the report's beginning date (if available).
    • Select the year for the report's beginning date.
    • Select the month for the report's ending date.
    • Select the day of the month for the report's ending date (if available).
    • Select the year for the report's ending date.

    Note: To select a single cycle, select the same month and year for the report's beginning and ending dates. Since the cycle selection is based on cycle end date, this action will give you one cycle.

    Setting Transaction Detail Criteria
    The Transaction Detail report includes information on the merchant and allocation (accounting code) information. When running a Transaction Detail report, you need to set additional criteria as follows:

    • If you want to filter your report by merchant name, then type the merchant name in the Merchant Name field:
      • Type the complete merchant name or at least three letters of the merchant name in the Merchant Name field.
      • Click the "Add" button. The report will include all merchants with the first three letters that match the letters you typed. For example, if you type uni, then all merchants with "uni" as the first three letters of their name will display in your report.
    • If you want to filter your report by account code, then type the full or partial account code associated with the transaction in the Accounting Code field.
    • If you want to filter your report by transaction amount, then, in the Transaction Included field, select the <, =, or > symbol and type the corresponding dollar figure. For example, if you want your report to include transactions greater than $500, you would select the > symbol and type 500.

    Note: Do not include commas in your amount. For example, type 2000 not 2,000. If you want to include cents, then type a decimal point and two numbers.


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  • Setting sorting parameters

    AccessOnline displays default sorting parameters. Defaults may be changed, by selecting other sorting parameters.

    AccessOnline has a number of reporting elements available. Four sorting fields allow selection of data elements.

    To set sorting parameters:

    • In the left-most sort field, select desired data element from the drop-down list.
    • Select Ascending or Descending radio button.

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  • Setting output parameters

    Once you have selected the criteria and sorting parameters for your report, you are ready to select the output parameters.

    There are three options available for the output parameters:

    • Select the Browser option from the Report Output drop-down menu. Choose this option if you want only to view the data in a new browser window.
      -or-
    • Select the Excel option from the Report Output drop-down menu. Choose this option if you want to export the report information to a Microsoft Excel workbook for formatting and/or manipulation.
      Note: If you choose this option, the report will reside on your computer for later manipulation, formatting, viewing, and printing.
      -or-
    • Select the PDF option from the Report Output drop-down menu. Choose this option if you want to create a ready-to-print Adobe Acrobat copy of your report.
      Note: If you choose this option, your report will reside on your computer for later viewing and printing.

    Note: If you have only one account number, then it will appear in the Group the Report By: Account Number field. If you have multiple accounts, then select the correct account number from the Group the Report By: Account Number drop-down menu.


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  • Running the report

    To run your report:

    • Review your report parameters.
    • Make any changes you wish.
    • Click the Run Report button. Your report displays in the output format you have selected.

    Note: If no data is available for the parameters you have chosen, then AccessOnline displays a message screen. If this message screen displays, then click the X in the upper right corner of the message window to close the window and reset your report parameters.


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