VISA IntelliLink

EASTERN KENTUCKY UNIVERSITY

USER GUIDE

Revised February 2013

VISA ONLINE (VOL)

Table of Contents

Section 1

Approver Instructions

Section 2

Accessing Visa IntelliLink

Section 3

Home page and Allocation instructions for a user that has access to a

single card

Section 4

Home page and Allocation instructions for a user that has access to

multiple cards

Section 5

Record Retention Requirements

Welcome!

Welcome to Visa Online (VOL). We hope you will find this product a

useful tool to assist you in managing your commercial card activity.

This product will allow you to view transaction information, allocate

transactions to the correct fund, org, account and activity code, and

submit the allocations for approval. This document is a summary of the

most relevant functions for EKU on the Intellilinks site.

The help tab at the top of the welcome screen provides in-depth

instructions enabling you to personalize some settings. Please review

this as it may make Intellilink more suitable for your needs. It will also

provide optional reporting information you may find helpful for your

department.

1 Approver Instructions

The approval process does not require logging into the Intellilinks site.

If transactions have been submitted for your approval an email will be

generated daily, until transactions are approved, with the subject line

“Approval Notice”

Please remember to review all original documents when

approving, and to sign and date the hardcopies monthly, as these

are the official approval documents.

After reviewing the transactions and related documents click the

“Approve All” to approve all transactions listed. You may

approve each transaction individually by clicking the “Approve”

beside each individual transaction line.

If at any time you would like to request a change to the FOAPAL

string, email the allocator with the request. They can make the

change and resubmit the transactions for your approval. This can

be done without any “Rejection” action by the Approver.

NOTE: The email approval notice is only sent once a day. If you are

close to an allocation deadline and cannot wait for the notification this

would require logging into the Intellilinks site manually to approve

pending transactions. Follow the Section 2 instructions in this

document, Accessing Visa Intellilinks to log into the site.

After the welcome screen appears, if you have transactions to

approve, you will see “Approvals” blinking in yellow on the left

hand side of the screen. When you click Approvals from your

home page main menu you will be taken to your Items Requiring

Attention screen. The Items Requiring Attention screen

displays a list of employees who have transactions awaiting your

approval, as well as the account type, statement period, and

number of transactions. If you click the employee name, you will

be taken to the Transaction Approval screen, and it will display

all transactions that need approval across all periods and all

account types. If you click a statement period beside an employee's

name, you will also be taken to the Transaction Approval screen,

but it will display only the transactions for that date range and that

account type.

Above is a screenshot that shows the icons you may encounter when

allocating (coding) and provides a brief description of each.

You may log on this site to review a cardholder’s transactions at any time.

Select Account Statements on the left hand side of the screen. This will

bring up each cardholder you have access to view. Select the statement date

you wish to view.

2 Accessing Visa IntelliLink

Visa IntelliLink Logon

To log on to Visa IntelliLink, complete the following 4 steps:

1. Use your web browser to open

https://intellilink.spendmanagement.visa.com/secure/welcome.asp

The Visa IntelliLink logon page will appear.

2. Enter your User ID (EKU email) and Password, and then click Submit.

NOTE: If you are a first time user, The Procurement Card Administrator will provide

you a password to get started.

3. You will be prompted to establish a Memorable Word. The screen below

should appear after logging in. Select a Question and enter a memorable word.

Each time you log in you will be asked to enter randomly selected letters

from this memorable word. Be aware that it may ask for a different

sequence of letters for each log in. Notice the Character numbers 1, 3 and 4

being requested below.

4. Accept the Terms of Use: You will only be prompted with this screen upon your

initial login into Intellilink.

You have successfully logged in to IntelliLink!

3

The Home Page for Single Card Access

If you only have access to a single card, the below welcome screen will

appear.

In the center of the screen, you will see a welcome message, the last time

you logged in to the system, and the email address stored in the system for

you.

The home page displays your current account balance, credit limit, and any

available credit. It also summarizes the last three card transactions loaded

into IntelliLinks.

“Account Statements” under the Main Menu will be flashing yellow if

transactions are ready to be coded. To view these transactions click Account

Statements.

To the right of each transaction will be Transaction Icons indicating the

coding/approval status of the transaction.

Intellilink Icon Descriptions

The first column of icons indicates the coding status of the transaction.

Red cross. This indicates that the default Org or

Account information is still required for the

transaction. After contacting the Procurement

Card Administrator so that the correct default Org

or Account number can be set up for this account

allocate the transaction to the correct FOAPLE

string.

Green question mark. This indicates the

transaction has been automatically coded to the

default Org and Account number. Business

purpose and indication of a receipt is still

required.

Green check. This indicates all required

information has been entered for the transaction.

And it has been submitted to the approver

The second column of icons indicates the approval status of the transaction.

Red exclamation mark. This indicates approval is

required for the transaction. Click the icon then

the process tab to view who is required to

approve the transaction.

Green check. This indicates approval has been

given.

To code a transaction:

1. Click the transaction status icon (either a red cross or a green

question mark ) to the right of the transaction you want to code.

The Coding tab of the Transaction Details window displays.

2. On this tab you will see a number of coding fields specific to your

EKU Chart of Accounts. Some or all of the fields may be mandatory

and some may have to be used in combination with others.

3. Some codes are already populated in these fields. This is due to

default codes that either you or your administrators have set up.

4. The charge codes you have access to are dictated by the charge groups

you have been approved for from the Financial Managers of these

codes. If you do not have access to a charge code you believe you

should be able to view, contact your Procurement Card Administrator.

If you are coding a transaction on a delegated account, you will see the

charge codes belonging to that account holder.

Click the drop-down arrow beside the field you wish to code and select a

code from the list. If you do not see the desired code listed click search. If

you have not set up a list of favorite codes your default will be the only code

listed.

After you set up a list of favorite codes for each code type, you will no

longer need to do a full search for every code you require. Instead, your

most frequently used codes will appear in the drop-down selection list. You

can select up to 15 favorite codes.

Setting up Your Favorites:

Search for the codes you want to add to your list of favorites and code

a transaction to by entering the code number in the Code Value box click

search.

Click to the right of the code you want to add to your favorites list.

The code displays on the right of the window under the Favorites heading.

To remove a code from your list of favorites, click .

To add this code to the transaction click the arrow pointing up

Note: Once you have created your list of favorite codes and saved the

transaction, they will show in the drop-down list for this code type on

the next transaction you code.

You may find some code combinations are invalid (invalid codes appear red

and valid codes appear black).

Note: QuickCoding is enabled for EKU and you have it displayed via your

personal settings, you can easily and quickly code multiple line items by

clicking beside each transaction, selecting your required codes from the

QuickCode panel and clicking Apply. The instructions to complete this are

under the help tab at the top of the screen under transaction coding,

Quickcode Transactions.

5. Enter the business purpose for the transaction in the Narrative Details

box.

6. To view more details about the transaction click the Summary tab at

the top of the screen. This screen will show a contact number. Click

the View Supplier Details link and an address for the vendor along

with the merchant category code will display.

Close this window and select the audit history. This will show the date and

time the transaction was created, allocated and approved.

Close this window and select Transaction Line Item

Click the grey arrow pointing toward the order date and if provided by the

vendor a detail item list of items purchased will appear.

7. Click the receipt box to indicate a receipt is on file for the transaction.

Click Save. The transactions have been submitted for approval. The

green ? should now be a green check mark.

Code changes

You can make a coding change on an approved transaction if your account

statement is still open and the transaction has not been extracted and posted

to EKU Banner System. When the change is saved, it will be sent back to the

manager for re-approval.

4

The Home Page for Multiple Card Access

The multiple card access users welcome screen will display the number of

accounts assigned to them, the last time they logged in and their email

address.

To view the accounts assigned to you click the Account Statements under

the Main Menu tab.

The screen shot above has Quick coding activated so they can allocate

multiple transactions at one time. To activate this option go to the help tab

under coding transactions, quick coding.

The accounts will be listed on the left had side of the screen. To view the

transactions click the statement period you wish to view.

The transactions coding instructions are the same as for the single card

access please refer to page 14.

5 Record Retention Requirements

On the 5

th business day of every month, you will receive an email generated

by the Procurement Card Office. It will include your statement for the month

showing your transactions as they were allocated, including the FOAPAL

string. You will need to print a copy of this statement and obtain Approver

signatures. Keep this documentation along with all original receipts in your

office for a minimum of THREE (3) years.

NOTE: If you charge to a Grant, there may be other retention requirements.

Please check with Sponsored Programs Accounting.

Below is an example of the email as it will appear when you receive it.

Statement for William Thompson (CS)

Statement Period 10/15/2012 to 11/14/2012

PNC Bank 1940

Credit Limit $ 400.00

Current Balance $ 3,155.05

Previous Balance $ 0.00

Tran Date Purchased From Amount

Chart Fund Code Org Code Acct Code Activity Code Purchase Description Tax Code Line Amount

11/04/2012 Continental 0055552327488 $ 319.40

E 110000 130000 750020 997005

$ 319.40

Purchase Continental 0055552327488

Passenger Name

LAGUANA/JEANEES Origin City

Denver, United States

Destination City

Boston, United States Ticket Number

0055552327488

Termination Date

12/23/2012 Departure Time

00:00

Arrival Time

00:00 Carrier Code

CO

10/15/2012 United Air 0165551871439 $ 200.40

E 110000 130000 750020 996939

$ 50.10

E 110000 20021F 750020 996939

$ 50.10

E 110000 20020S 750020 996990

$ 50.10

E 110000 20021F 750020 997006

$ 50.10

Purchase United Air 0165551871439

Passenger Name

LAUERMAN/IFFANYMARIE Origin City

Denver, United States

Destination City

Phoenix, United States Ticket Number

0165551871439

Termination Date

12/10/2012 Departure Time

00:00

Arrival Time

00:00 Carrier Code

UA

10/25/2012 United Air 0165550913332 $ 512.20

E 110000 130000 750020 996976

$ 512.20

Purchase United Air 0165550913332

Passenger Name

LAGUANA/JAMESKEONI Origin City

Denver, United States

Destination City

Phoenix, United States Ticket Number

0165550913332

Termination Date

02/26/2013 Departure Time

00:00

Arrival Time

00:00 Carrier Code

US

11/07/2012 Park 79 Hotel $ 836.76

E 110006 20021F 750010 997008

$ 836.76

Purchase Park 79 Hotel

Check In Date

05/09/2011

Lodging Nights

1

10/25/2012 Budget Rent-A-Car $ 138.55

E 110001 20020S 750010 997009

$ 138.55

Purchase Budget Rent-A-Car This car was rented for a two day science fair, and was used for shuttling around students who forgot some piece(s) of their projects.

Cardholder Declaration

I William Thompson (CS) declare that the information contained on this form is correct, that the expenses incurred were for business purposes in accordance with Company Policy and that all receipts pertaining to expenses are attached.

Signature ________________________ Dated ____ / ____ / ________

Employee ID

Approved By_______________________ Signature

Approver Employee ID _____________

On Completion

ALL Receipts can be attached to this form and then forwarded to your PCard Administrator if required