Visa IntelliLink Spend
Management
1
FAQ’s
Visa IntelliLink Spend Management
Visa *Confidential*
2
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.
Visa IntelliLink Spend Management
Visa *Confidential*
3
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.
Home Page
 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
Visa *Confidential*
credit limit.
Visa IntelliLink Spend Management
4
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.
Visa IntelliLink Spend Management
Visa *Confidential*
5
Login Instructions
• To log in go to:
URL: https://intellilink.spendmanagement.visa.com
Visa IntelliLink Spend Management
Visa *Confidential*
6
Cardholders/reconcilers will receive a Username and temporary password
which you will be prompted to change at initial login
Visa IntelliLink Spend Management
Visa *Confidential*
7
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.
Visa IntelliLink Spend Management
Visa *Confidential*
8
Home Page Features
Custom Company Message
Account Balance and Credit
Limit
Visa IntelliLink Spend Management
Visa *Confidential*
9
Home Page Features
Last 3 Transactions
Links to Statements
Manager has quick links to
view employee spend
Visa IntelliLink Spend Management
Visa *Confidential*
10
Home Page offers quick links
to view statements
Visa IntelliLink Spend Management
Visa *Confidential*
11
Changing Your Account View Within the System
Visa IntelliLink Spend Management
Visa *Confidential*
12
From the Home
page Click on
Settings
Visa IntelliLink Spend Management
Visa *Confidential*
13
Click on Customize Views
Visa IntelliLink Spend Management
Visa *Confidential*
14
Check Transaction Coding
& Quick Coding then Click Save
Visa IntelliLink Spend Management
Visa *Confidential*
15
A quick tip for reconciling multiple
cardholders!!
• If you reconcile for 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.
Visa IntelliLink Spend Management
Visa *Confidential*
16
Note: The label
for this card is
Corporate (5911)
the last 4 digits of
the cardholders
UMB purchasing
card
Visa IntelliLink Spend Management
Visa *Confidential*
17
To change the
account label
click on
Settings and
then Account
Management
Visa IntelliLink Spend Management
Visa *Confidential*
18
Click on Edit…
Visa IntelliLink Spend Management
Visa *Confidential*
19
Rename the selected account type it
in the box and click Save
Visa IntelliLink Spend Management
Visa *Confidential*
20
Note: The account
was named
Corporate (5911)
and now it is
named UMBCherie Hogue
with the statement
cycle date.
Visa IntelliLink Spend Management
Visa *Confidential*
21
Reconciling Expenses
Visa IntelliLink Spend Management
Visa *Confidential*
22
Click on Account
Statements
Visa IntelliLink Spend Management
Visa *Confidential*
23
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
The X means that a mandatory code is missing and needs to be added
before the transaction can be saved.
Visa IntelliLink Spend Management
Visa *Confidential*
24
Individual Coding on the Transaction
• Select the
appear
to view transactions; a coding screen will
• 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
Visa IntelliLink Spend Management
Visa *Confidential*
25
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.
Visa IntelliLink Spend Management
Visa *Confidential*
26
Once you have identified the cost center click on the
Visa IntelliLink Spend Management
Visa *Confidential*
27
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.
Visa IntelliLink Spend Management
Visa *Confidential*
28
A search can be done on both the Code and the Code’s description. The
% is used as a wild card. For example, if you wanted to search for all
Code Descriptions starting with Office, you would search Office%. The
wild card can be used at the beginning or end of your search.
Visa IntelliLink Spend Management
Visa *Confidential*
29
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.
Visa IntelliLink Spend Management
Visa *Confidential*
30
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.
Visa IntelliLink Spend Management
Visa *Confidential*
31
Once a transaction has been coded and approved you will
see 2 green check marks next to the transaction
Visa IntelliLink Spend Management
Visa *Confidential*
32
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.
Visa IntelliLink Spend Management
Visa *Confidential*
33
A red ? appears if the approver
has asked for additional
information on this transaction.
Visa IntelliLink Spend Management
Visa *Confidential*
34
Manager will choose to approve the expense or
request feedback
Visa IntelliLink Spend Management
Visa *Confidential*
35
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
Visa IntelliLink Spend Management
Visa *Confidential*
36
Delegating Your Account
Visa IntelliLink Spend Management
Visa *Confidential*
37
To Delegate your account to another user in the event you are
unavailable to code transactions Click on Account Management
Visa IntelliLink Spend Management
Visa *Confidential*
38
Click on the person icon
Visa IntelliLink Spend Management
Visa *Confidential*
39
Click on Search or type in the
individuals name you are
searching for.
Visa IntelliLink Spend Management
Visa *Confidential*
40
Choose the individual you would
like to assign your account to by
clicking on the person icon next to
their name.
Visa IntelliLink Spend Management
Visa *Confidential*
41
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.
Visa IntelliLink Spend Management
Visa *Confidential*
42