visa intellilink spend management - gunnison forms/approver with a card... · visa intellilink...
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Visa IntelliLink Spend Management
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Login Instructions
• To log in go to:
URL: https://intellilink.spendmanagement.visa.com
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Cardholders/reconcilers will receive a Username and temporary password
which you will be prompted to change at initial login
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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.
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Custom Company Message
Account Balance and Credit
Limit
Home Page Features
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Home Page Features
Last 3 Transactions
Links to Statements
Manager has quick links to
view employee spend
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Home Page offers quick links
to view statements
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Changing Your Account View Within the System
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From the Home
page Click on
Settings
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Click on Customize Views
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Check Transaction Coding
& Quick Coding then Click Save
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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
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To change the
account label
click on
Settings and
then Account
Management
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Click on Edit…
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Rename the selected account type it
in the box and click Save
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Note: The account
was named
Corporate (5911)
and now it is
named UMB-
Cherie Hogue
with the statement
cycle date.
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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
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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
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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
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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.
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Once you have identified the cost center click on the
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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.
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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.
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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.
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Once a transaction has been coded and approved you will
see 2 green check marks next to the transaction
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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.
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A red ? appears if the approver
has asked for additional
information on this transaction.
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Manager will choose to approve the expense or
request feedback
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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
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To Approve A Transaction
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Click on
Approvals
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Click on items requiring
attention, the statement
cycle or the date next to
the cardholder name.
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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.
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Click on the !
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Approve or reject and
click save.
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You can approve transactions from this screen
by checking the box next to the transaction
and click Approve Selected Items.
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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
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Click on the person icon
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Click on Search or type in the
individuals name you are
searching for.
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Choose the individual you would
like to assign your account to by
clicking on the person icon next to
their name.
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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.
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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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Frequently asked questions…
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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Frequently asked questions…
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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Frequently asked questions…
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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