1 Visa IntelliLink Spend Management Navigation as a Cardholder Training Deck

2 As a cardholder of the Washington College Credit Card you are a steward of the Washington College funds and have the responsibility to: Spend the fund wisely in a cost effective matter Spend the funds on only business related transactions Abide by all college purchasing policies and By the 9 th Code and attach images in Intellilink Send your expense report to your supervisor for approval

3 We use Visa IntelliLink Spend Management which is found at You can access this site anywhere you have an internet connection you are not limited to being on campus.

4 Please notice that they do change the Character they are asking for.

5 Navigating as a Cardholder Message from Administrators Account Balance and Credit Limit Home Page Features

6 View Home Page Home Page Features Last 3 Transactions Links to Statements

7 Home Page Features When you first enter on the left you will see:

8 Create Expense Report Step 1 – Select Link to Create New Expense Report

9 Create Expense Report Step 2 – Provide an Expense Report Name and Description Note: These fields can be completed as you see fit. It is suggested that you use the expense report date for the period you will be coding. The expiration date will be the date that the expense report will no longer be displayed in the expense report summary of the user’s account statement.

10 Create Expense Report – Transaction Linking Step 3 – Link all transactions of a period by clicking “Select All”.. Once all transactions are linked, click save.

11 Expense Reports – Managing Receipt Images

12 Note: by clicking the paperclip here you can add transactions through out the month up until the point that you submit the Expense report to your supervisor

13 Allocating Transactions Mandatory Allocation Elements GL Codes Select drop-down for list of code values; select Search Additional details MUST be provided here or on the receipt itself indicating the business purpose.

14 If you know the full code - just type the numbers with the hypens and click search If you know only the department code- use the wildcard search with % for the unknowns Search by Code Value Use Wildcard

15 Search by Description You can enter the beginning word Or better yet enter a word with % before and/or after to get everything with that word

16 Select a code value by selecting it from the list. Allocating Transactions Select search to browse code values. If you select the green “i” it will give you the full description on the account

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18 Once all mandatory codes are entered the transaction may be saved. Tax Code is not required Allocating Transactions Favorites are available without searching for allocation values. Next we do images

19 Image Files:  GIF  JPG  JPEG  TIF  PNG Uploading Images – File Requirements Non-Image Files:  PDF  DOC  DOCX  XLS  XLSX Upload  Maximum overall size of attachments per is 20MB.  Minimum file size to be considered for upload is 2KB. If a logo greater than 2KB is included within the signature, it will be loaded as an image. General File Requirements  Maximum individual file size is 5MB for all upload options.  File formats supported:

20 The Image Library will be available to the user within the Expense Report module. Uploading Images – Multi-Transaction Linking How do I access the image library to upload images? Expense Report Module

21 Clicking the X will bring up this screen click paperclip to link Two ways to link images: (1)“Manage Receipt Images” or (2) “paper clip” found after the word receipt on a single transaction.

22 Desktop Upload Upload documents and images into the Image Library from the Home Page or the Account Statements module. Uploading Images – Web Services Upload To upload an image: 1.Access the Image Library 2.Select the Option “Upload” 3.Use the browse feature to locate document. Once the document or image is uploaded into the Image Library, it will be displayed and available for transaction linking.

23 When using the “Manage Receipts” link when the image is uploaded you will be able to click the transaction to link it to When you click the paperclip next to a transaction it links to only that transaction. Remember to Save

24 Upload Users may obtain the unique address from Visa IntelliLink and save it as a contact in their smart phone or local scanner. When receipt images are captured, they may be sent via to this unique address for upload into the Image Library. Uploading Images – Upload To obtain the unique address: 1.Access the Image Library 2.Select the Option “Upload via ” 3.Capture the address displayed To upload an image into the library: 1.Save the address in your device 2.Capture and save the image to the device 3. the image

25 Different ways to link images: Clicking the paperclip next to a transaction and upload it attaches to that transaction Manage Receipts Images you must attach to the transaction but beneficial if the same receipt is for multiple transactions. END RESULT IS THE SAME – you decide the method you prefer both give you the option

26 Multi-Linking Continued After the images or documents are linked to transactions the Image Module will display the relevant details. Transaction Linking – Multi - Linking The following will be displayed: 1.The green paper clip indicates transactions are linked to the document or image.* 2.Transactions linked to the image are displayed. 3.A confirmation message is provided to confirm transaction linking. 2 Confirmation of Linking. 1 3 *Note: The user will select the green paper clip if future updates are needed for the transaction linking.

27 Expense Reports - Submission Submit Expense Report Using Icon Confirmation message Unless your supervisor has a question- CONGRATULATIONS YOU ARE DONE!!

28 Expense Report Workflow Details Managers may require additional information or action be taken on an expense report. A question may be posed by the manager. This will cause the expense report to be in an “Information Required” status as illustrated below: To provide information by replying to the manager’s question, click the question mark icon to review the approval workflow status.

29 Do you want to see a copy of your Expense Report? Click on “Print Expense Report” to see your transactions and the codes you entered Click on this paperclip anytime during the month to add transactions to your report-only catch is that it must not have submitted for approval yet

30 Oh no! I lost my receipt, now what???  Don’t panic use the missing receipt form to attach. Once in awhile a receipt will go missing.

31 SUMMARY, tidbits & QUESTIONS????  After occurring a charge go to Visa Intellilink to code and attach images  Go to home page then expense report –Initially you create the report but you can add transactions at anytime during the month by clicking the paperclip in the report name block  Once created enter the proper accounting code by a variety of methods  Attach an image  Submit Expense Report to supervisor by the 9 th of the month CODE OFTEN and it will not be such a task at the end of the month