- IntelliLink Approvals
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Approvals must be completed by the 6th business day of the following month.
1. Log into IntelliLink
Use Internet Explorer or Firefox – Google Chrome and Safari do not work correctly.
Username: Full Messiah email (example firstname.lastname@example.org) Password: This was set up by the approver. It must be at least eight characters long and include at least one capital and one lower case letter and one number.
Password: This was set up by the approver. It must be at least eight characters long and include at least on capital and one lower case letter and one number.
The budget manager is responsible for approving all transactions that have been allocated to an org for which they are the budget manager. Therefore, an approver may be required to approve transactions allocated by an employee for whom they are not the direct manager. Please contact P-Card Administration at extension 2211 with any questions.
Org Code: Has the transaction been charge to the proper org code?
Account Code: Has the transaction been charge to the proper account code?
Activity Code: Has the transaction been charge to the proper activity code?
(Activity codes are not mandatory and are only used in certain departments)
Narrative Details: Has the employee explained the 5W’s of the transaction?
(Who, What, Where, When and Why)
Please note: Between the information in the narrative details and the information on the receipt, all of the 5W questions must be answered. These are important details that must be maintained for IRS audit purposes.
Who: this is understood to be the employee, if the purchase
was made for someone other than the employee, it should be stated
**see special rules for food purchases
What: items or services purchased, this should be listed on an itemized receipt; however a general description is appreciated
Where: typically the location where the purchase was made, however, if traveling, the location of travel should also be included
When: this is typically the date of purchase and can be found on the receipt, however, when travel is involved, the dates of travel should be stated
Why: an explanation of why the purchase was made must be included
Special Rules for Food Purchases: When food has been purchased an itemized receipt must be attached. The receipt should show the meals purchased, not just the total amount spent. In addition, the full name of each Messiah College employee must be listed in the narrative details. The number of students and outside guests must be listed as well.
Example 1: Dinner for John Smith and Jason Kline at the CASE conference in Washington DC, 1/3/13 – 1/5/13.
Example 2: Dinner for Jessie Brown and the guest speaker for the “Service Opportunities” lecture being held at Messiah on 1/4/13.
Example 3: Lunch for Betty Jones, Sarah Smith, and 12 students attending the Religious Studies lecture in Harrisburg on 4/4/13.
- Click the “Approved” circle. A green check mark will appear in the circle.
- Click on “Save.”
The transaction has been approved.If any of the required information is incorrect or missing:
- Click the “Information Required” circle. A red question mark will appear in the circle.
- Click into the “Approver Comments” box above and type a message to the cardholder explaining the problem and how it should be corrected.
- Click on “Save.”
A message will be sent to the cardholder requesting that the
corrections be made. After the corrections have been completed, the
approver will receive an email to inform them that the transaction is
ready for approval.
9. Any remaining transactions for that employee still requiring approval will be displayed on the screen. Follow steps 5 -8 for each transaction.10. When all transactions for a particular employee have been approved, follow steps 3-9 to approve transaction for remaining employees.