Visa IntelliLink Spend Management

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.

Home Page Features Custom Company Message Account Balance and Credit Limit

Manager has quick links to view employee spend 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

Changing Your Account View Within the System

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.

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.

Reconciling Expenses

Click on Account Statements

A green ? Indicated the Transaction needs to be coded A green checkmark indicates the transaction has been coded A red ! Indicates the transaction has not been approved yet. 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 QuickCode 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

To Approve A Transaction

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

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

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.

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.

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.

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.