1. IIT PNC VISA Procurement Card

2. Card is issued to facilitate the payment process for IIT
Use to pay for IIT Purchases Only
No Personal Purchases are Allowed
All Purchases are the liability of IIT and not the cardholder
All Purchases must conform to IIT’s Policies and Procedures

3. Cards are tied directly to funding FOPs
One card can be tied to multiple operating funds
Cards tied to sponsored funds are limited to the FOP for that fund

4. Who can have a card?
Cards are only issued to full-time IIT employees and select contractors if approved by the CFO
Cards are only issued to individuals, not departments
Cards are not issued to students

5. Card Management Cards are managed by the Cardholder
Cardholders are required to utilize the online management system: Intellilink
All cardholders are required to complete Intellilink training

6. PNC VISA Intellilink Training
Using Internet Explorer access: the PNC Training Site
Self-register to use this site
Choose “Other C& IB Training”
Choose “Visa Online”

7. PNC Training Sign On Site

8. Complete Intellilink Course
“Launch” and complete this training

9. Focus on Specific Topics
Use the “Demos” page to select and review individual segments of the overall training presentation.

10. Requirements for every transaction
Submit dispute form for any improper charges
Attach Receipts
Document Business Purpose
Affidavit of missing receipt
Review of FOP charged

11. Best Practices
Access Intellilink regularly and upload receipts as you make transactions
Document “Business Purpose” when you upload receipts
Submit for approval as you complete recording for each transaction

12. Business Purpose
Business purpose is a transaction that is both “Necessary and Reasonable” in the eyes of the IRS
You must document the business purpose to establish that it is not a personal purchase and therefore not compensation that would be taxable to you, personally.

13. Clear and defensible statements of business purpose
Think of 5 Ws: Who; What; When; Where; Why
Instead of “Bought Lunch” describe: Bought lunch (What) for visiting students (Who) participating on Mies Campus (Where) math competition (Why) on November 8th (When).

14. Approval Process
Once statements have been reviewed, receipts attached, business purpose documented, and budget account verified; Cardholder approves each transaction for review by their Direct Supervisor.

15. Difference between Approval Level and Manager Level
The workflow set up for each Cardholder determines how transactions are routed for review
A Cardholder is automatically given the Approval 1 level so they can approve their completion of documentation for their own transactions
The Cardholder’s immediate supervisor is designated as Manager 1 and given Approval level 2

16. Approval Levels Are assigned by the Administrator
All Cardholders have approval rights as Approver 1 which are required for them to submit their transactions to the next level approver for review.
Approver level 2 is assigned to the Cardholder’s direct supervisor who is also designated Manager 1
Approver level 2 will typically be the cardholder’s department Budget Manager who is designated Manager 2
Additional levels of approval can be authorized, but the audited approval process will review approvals at the Manager 2 level only

17. Roles – Administrators
Initiate card accounts
Set up approval work flows
Make requested and approved changes to accounts
Assign Managers and approval levels
Audit accounts

18. Roles- Cardholders and/or Account holders
Both have an account
One must have an account to access the online management system (Intellilink)
Can assign a Delegate to complete certain administrative tasks

19. Roles-Delegate Must have an account to access Intellilink
Is assigned administrative tasks
Transcribing business purpose prepared by Cardholder
Attaching receipt images
Reviewing FOAP charged

20. Delegate – Limitations
The responsibility for accuracy of the information entered by the Delegate always stays with the Cardholder.
The Delegate can only perform administrative functions
The Delegate cannot approve any transaction

21. Roles-Manager The Manager must have an account to access Intellilink
Has approval authority at the level assigned by the Administrator
Regularly signs into Intellilink
Views transactions awaiting approval in a timely basis
Determines if receipts are attached and business purpose is adequately described

22. Intellilink – Online Management System
This is the only management system for the VISA card
Access requires submission of an application specific to the Cardholder

23. Reconciliation of Transactions
Review transaction accuracy
Attach receipts
Document business purpose
Submit transaction for Manager review and approval
Complete all reconciliations within the required time period

24. Approval Hierarchy
Ultimately, the Cardholder’s immediate supervisor is responsible for reviewing the transactions a Cardholder has made.

25. Approval Rights
Only the Administrator can assign an approval level

26. Approval Hierarchy Framework-Faculty
Faculty to Chair
Chair to Dean
Dean to Provost

27. Approval Hierarchy Framework – Staff
Staff to Immediate Supervisor
Department Head to Vice President
Vice President to CFO
CFO to President

28. Responsibilities - Administrators
Process applications for accounts
Facilitate credit limit adjustments
Provide training support
Set up work flows
Audit accounts

29. Responsibilities – Cardholder slide 1
Safeguard the use of the card
Immediately report loss of card or compromise of card information to the issuing bank
Immediately respond to bank initiated fraud inquiries
Access Intellilink to document each purchase transaction

30. Responsibilities – Cardholder slide 2
Attach a scanned receipt for every transaction
Document the business purpose of every transaction
When necessary, assign delegates to comply with card management timelines
Dispute inaccurate transactions by using the appropriate bank required form
When card is linked to multiple FOPs assign transactions to the correct FOP by the 25th of the month after the completed billing cycle
Complete reconciliation of all transactions and submit for Manager approval within one month of the end of the billing cycle.

31. Management of receipts
A receipt image is required for every transaction
If no receipt is available, an Affidavit of Missing Receipt is required to be completed, scanned, and uploaded for the respective transaction
Multiple receipts supporting several transactions can be attached to one page and indexed to each of the transactions

32. Retention of Receipts
Unless required by the terms of a funding grant, once linked to a transaction, receipts can be discarded

33. Documenting Business Purpose
A business purpose must be documented to support each transaction
It must clearly describe the transaction as both necessary and reasonable
The documented business purpose must address the: “who; what; where; when; and why” of the transaction.

34. Examples of Documented Business Purpose #1
UNACCEPTABLE -“Sandwiches for lunch”
ACCEPTABLE- “Lunch (what) for the visiting high school students(who) attending career day (why) held Nov. 4th (when) on the Mies Campus (where)”

36. Examples of Documented Business Purpose #2
UNACCEPTABLE -“office supplies”
ACCEPTABLE- “Monthly order (when) of office supplies (what) to replenish the Controller’s Office supply cabinet (where) for general department use (who)

37. Why is a complete business purpose important?
If a transaction isn’t documented with a clear business purpose that clearly identifies it as a purchase that benefits IIT, it can be interpreted as a personal purchase, unallowable under IIT policy and classified as taxable compensation for the Cardholder.

38. Managers-Responsibilities
Managers must work with Cardholders to assure compliance
Managers that do not approve Cardholder accounts on time expose the cardholder to risk of suspension of account
Audit findings of missing receipts and inadequate statements of business purpose on transactions that have been approved by Managers may result in the suspension of the Manager’s account access as well as the Cardholder’s account.

39. Managers- Unable to Perform Duties
Managers who are temporarily unable to perform their Approver duties must contact the Administrator to arrange a temporary Approver to perform said duties.
A temporary Approver must be at the same or higher level than the delegating Manager
Temporary approvers must either have an existing account or must apply for a new account

40. Consequences for Non-Compliance
All transactions must be reconciled and submitted for Manager review and approval with in one month of the end of the billing cycle
The Administrator will run monthly reports to determine timely completion of reconciliations
Accounts not in compliance with reconciliation requirement will be suspended
Repeated evidence of missing receipts will lead to suspension of the card
Repeated suspensions or delay of submission to Managers are also performance matters requiring the involvement of the Cardholder’s direct supervisor