Visa IntelliLink Spend Management - Gunnison Forms/Approver with a Card... · Visa IntelliLink...

Visa IntelliLink Spend Management

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Visa IntelliLink Spend Management Visa *Confidential* 2

Login Instructions

• To log in go to:

URL: https://intellilink.spendmanagement.visa.com


Cardholders/reconcilers will receive a Username and temporary password

which you will be prompted to change at initial login


At the initial login, each user will be required to identify a memorable

word of between 5 and 12 alpha characters. Each time a user accesses

the tool, he/she will have to enter 3 characters from that memorable word.


Custom Company Message

Account Balance and Credit

Limit

Home Page Features


Home Page Features

Last 3 Transactions

Links to Statements

Manager has quick links to

view employee spend


Home Page offers quick links

to view statements

Visa IntelliLink Spend Management Visa *Confidential*

Changing Your Account View Within the System

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From the Home

page Click on

Settings


Click on Customize Views


Check Transaction Coding

& Quick Coding then Click Save


A quick tip for reconciling or approving multiple cardholders!!

• If you reconcile or approve multiple cardholders they will be identified by the last 4 digits of their purchasing card. If you would like to change the identifier to their name or some other text so that you do not have to know their card number follow the next set of instructions.

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Note: The label

for this card is

Corporate (5911)

the last 4 digits of

the cardholders

UMB purchasing

card


To change the

account label

click on

Settings and

then Account

Management


Click on Edit…


Rename the selected account type it

in the box and click Save


Note: The account

was named

Corporate (5911)

and now it is

named UMB-

Cherie Hogue

with the statement

cycle date.


Approvers please note…

• If you are a cardholder and an approver please follow the steps in the next slides to reconcile your expenses if you are an approver only please advance to the Approver section of the manual.

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Reconciling Expenses

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Click on Account

Statements


A green ? Indicated the

Transaction needs to be coded

A red ! Indicates the transaction has

not been approved yet.

A green checkmark indicates the

transaction has been coded

Click on the ? next to the transaction you would like to view


Individual Coding on the Transaction

• Select the to view transactions; a coding screen will

appear

• Users can split the transaction by clicking on the + sign

• Click on the drop down box for each segment and

highlight search to find the list of cost centers to choose

from


Click the drop down and highlight Search another screen will appear

click on Search again and all cost centers for this segment will be listed or

type in the code value or description to find a specific code.


Once you have identified the cost center click on the


To list this cost center as a Favorite so that it is listed

in the drop down click on the and then click on

to enter that cost center in the cost center field. When

you code the next transaction this cost center will be

listed in the dropdown.


Once all of the segments have been coded complete the Narrative Details

with a description of the purchase and check if you have a receipt. When

finished click Save to complete the allocation of the transaction.


Once all of the transactions have been coded (a green checkmark will

appear in the first column next to the transaction) PRINT SCREEN and

attach receipts.


Once a transaction has been coded and approved you will

see 2 green check marks next to the transaction


If a statement cycle is highlighted

in red there is a transaction within

that statement cycle that the

approver has sent back for

changes or additional information.


A red ? appears if the approver

has asked for additional

information on this transaction.


Manager will choose to approve the expense or

request feedback


Additional Expense Management Functions

• The QuickCode feature will give employees the option of

applying the same codes to a group of transactions

• Employees can self-enable QuickCode by selecting

Customize Views within the Settings menu option

QuickCode


To Approve A Transaction

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Click on

Approvals


Click on items requiring

attention, the statement

cycle or the date next to

the cardholder name.


The green checkmark indicates that the cardholder coded the

transaction the red ! transaction has not been approved once

you approve it the ! will change to a green checkmark.


Click on the !


Approve or reject and

click save.


You can approve transactions from this screen

by checking the box next to the transaction

and click Approve Selected Items.


Delegating Your Account

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To Delegate your account to another user in the event you are

unavailable to code or approve transactions Click on Account

Management


Click on the person icon


Click on Search or type in the

individuals name you are

searching for.


Choose the individual you would

like to assign your account to by

clicking on the person icon next to

their name.


To set the delegation for a specific time click

on the clock and to remove the delegation click

on the red Icon with the X.


FAQ’s

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Frequently asked questions…

Access/Login

Is the user name case-sensitive?

The user name is not case-sensitive.

Is the password case sensitive?

The password is case-sensitive. The password must include a minimum of 8 characters, including one lower-case character, one upper-case character, and one number.

Will a user get locked out if that password is entered incorrectly?

A user will be locked out of the account after four incorrect password entries. The account will be unlocked after two hours. The Program Administrator can unlock the account for the user.

What happens if the user forgets their password?

If a user selects the “forgot password” link, a temporary password will be sent to their email account. The user should check both their Inbox and junk email folder for any emails from the application.

Is there a session timeout?

Yes. The application will timeout after 30 minutes of inactivity.

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Access/Login

Is there a Second-Layer Authentication?

Yes. At the initial login, each user will be required to identify a memorable word of between 5 and 12 alpha characters. Each time a user accesses the tool, he/she will have to enter 3 characters from that memorable word.

Will a user get locked out if the memorable word is answered incorrectly?

A user will be locked out of the account after four incorrect entries. The account will be unlocked after the two hours. Also, the Program Administrator can reset the memorable word.

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Home Page

My card account credit limit is not displaying correctly on my new card account. How can I get this corrected?

This field may not be correct for the first month of the new card. However, it should reflect the correct amount after the first billing cycle completes.

How is the Current Limit, Current Balance, and Available Credit calculated?

The Current Limit is the credit limit assigned by your Company. This is reset in the system once a month when the statement closes. The credit limit will not change in the system until the cycle closes but will be changed and active on your card.

The Current Balance is the balance of all posted transactions. Pending transactions will not be included in this total.

Available Credit is calculated based on subtracting the current balance from the credit limit.

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Approver

As an approver, how do I know when I have expenses that I need to approve?

Managers will receive an email notification once employees have coded

expenses. When the approver accesses the Approvals link, any expenses

requiring attention will be highlighted for the approver.

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