WC Corporate Credit Cards

    The Washington College Corporate Visa Card program  handles most types of purchases for college operations. Cardholders can initiate transactions in person, by telephone or via the internet. The credit card program eliminates the need for most check and wire requests; expedites delivery of goods and provides quick payment to the vendor. Cardholders have online access to their account activity and will control allocation of charges to departmental accounts.  The card is a privilege granted to the individual by the college, so it is the duty of each cardholder to ensure the responsible use of college funds. The Business Office is responsible for the administration of the college’s credit card program. 

     

    Need a Credit Card? Look for help here!

    How do I apply for a Washington College Corporate Credit Card?

    The College's Corporate Card (BBT Visa IntelliLink) program provides for issuance of chip enabled VISA cards to authorized individuals as a convenience for College Related Purchases.

    Follow these steps to obtain a College Issued Credit Card:

    • Step 1 Review Washington College's Cardholder's Guide
    • Step 2 Review the College's Expense and Reimbursement Guidelines
    • Step 3 Submit a completed BBT Credit Card Application 
    • Step 4 Be alert for emails from Accounting Analyst and VISA/PNC/IntelliLink providing login credentials to instructions for use of your credit card. Once you receive your welcome email and temporary login, you can set up your account at Visa IntelliLink. Setup Account Guidelines. 
    • Step 5 Sign and submit the Credit Card Agreement upon receipt of card.
    • Step 6 Obtain IntelliLink training from Accounting Analyst II to reconcile your transactions and submit your reports OR delegate another system user as your proxy.

    Do You Have A Credit Card? These Questions May Help You!

    Visa IntelliLink will send an automated email when the monthly credit card cycle closes.

    Please complete your coding within a week of purchase and always by the 7th following the close of the cycle.

    This system is available anywhere you have an internet connection.

    Follow the steps below complete your allocation:

    Step 1: Log-in to Visa IntelliLink

    Step 2: Allocate/Code your Transactions. This includes a description in the box explaining the business purpose of the charge. For example, who (list guest for meals), what (explain), where, when (date(s) a membership or subscription cover).

    Approved Object Codes

    Coding Transactions (Quick Coding options available)

    Step 3: Attach Image(s) to match the transaction-detailed receipts are required.

    See Attaching Images

    If you have a Green Check you are good to go and the transaction will automatically move to your approver, no further action is required.

    Thank you for completing your allocation.

     For an overview of Home Screen content view Home Page Navigation.

    Allocations for Credit Cards are due as outlined in the schedule below.

    The following guidelines should be used when finalizing expense reports:

    • Attach a receipt for each transaction listed
    • Detail receipts are required
    • Retain your documentation for one year after the payment
    • Credit Card allocations are due the 12th of each month
    Please be aware that not meeting the deadline may result in loss of your corporate credit card.
    • First late allocation - warning
    • Second late allocation - card locked until coding and imaging have been completed
    • Third late allocation - card inactivated for 90-day period

    Credit Card Approvers - This Is What You Need To Know.

    For an overview of Home Screen content view Home Page Navigation.

    Each approver is responsible for verifying the expenses are reasonable and accurate according to Washington College's Revenue and Expense Policies and Procedures. All Expense Reports should be approved in a timely manner.

    Step 1: Log-in to Visa IntelliLink (Home Screen Navigation)

    Step 2: Review Expenses 

    • Is the charge appropriate for your departmental needs and within your budget?
    • Is the charge coded to the correct department and object?
    • Does the attached image match the transaction amount?

    Step 3: Approve Expense Report per Approver Guidelines

    Looking for Complete Details on Visa Intellilink Spend Management?

    Spend Management Approval Guide (PDF)

    Need More Help? Find Additional Resources Here.

    As soon as you become aware of a fradulent charge, contact the Visa Fraud Department 1-800-511-5458 imediately. The Bank's Customer Service Representatives are available 24/7. 

    In addition to the above phone call:

    • Alert Accounting Analyst II of irregularities
    • Visa will cancel your card immediately and issue a new card
    • Make temporary arrangements to cover expenses if needed

    Credit Card Payments may be denied for several reasons:

    • Wrong number 
    • Wrong expiration date
    • Wrong PIN number
    • Reached your credit limit

    Verify you have entered all the above information correctly before reviewing the following possibilities of payment denial.

    Washington College restricts the use of the Visa Corporate Cords to certain MCC codes. Should you need to purchase something outside of the approved MCC codes, please contact Accounting Analyst II. 

     

    All transactions require documentation as proof of purchase. When a receipt is lost or otherwise unavailable and all measures to obtain a copy have been exhausted, a Missing Receipt Form must be completed for each transaction. The form must be signed by the employee and their supervisor and submitted in place of the required image on Visa Intellilink. 

    Temporary Credit Increases may be needed for travel, bulk purchases or other large purchases beyond your credit limit. These increases will usually remain in effect for no longer than 30 days. Please follow the steps below if a temporary credit increase is needed.

    • User - Contact your supervisor for help
    • Approver - Contact Accounting Analyst II by email
    • Include:
    • CC User 
    • Name of User
    • Amount of Increase 
    • Length of Temporary Increase 

    Cardholders are responsible for reporting their expenses monthly, coding all charges on their cards, and ensuring images are recieved at time of purchase. Delegates may be used to aide in the process of coding and attaching images. Cardholders may assign their coding and imaging to a delegate when necessary. The Cardholder is still responsible for the timely submission of their expense report.

    For more information contact:

    Accounting Analyst II

    On the road and need to know how much is available on your credit card? You may register for BBT Credit Card Connection for access to your current charges and credit availability. 

    Washington College is exempt from sales tax in the State of Maryland and many other states. Cardholders are responsible for informing the vendor of the College's sales tax exemptions. The exemption information must be given to all vendors by the cardholder at the time of the transaction to exempt payment of sales tax. A copy of sales tax exemption certificates can be found using the Tax Exemption Cetificates link here. 

    All purchases of Technology and Accessories must be purchased through OIT Acquisitions or Help Desk.

    Find detailed Expense Guidelines here. 

    All expenses over $5,000 will need review by the VP of Finance and Administration.

    Read Expense Guidelines here for further information.

    Capital Purchases require approvals by the Budget Director.

    Find detailed requirements on the Expense Guidelines page.

    Rebates associated with a college credit card transaction must be deposited in full with the Cashiers Office against the account which was charged with the initial purchase. Any gift cards or other incentives received as a result of credit card purchase must be used for college purposes. All supporting documentation should be retained by the cardholder as per policy.

    The cardholder is responsible for ensuring that returns and their associated credits have been properly reflected on the monthly statements. The charge transaction will be processed in the month that it occurred and the credit processed when received. This may occur on two different billing cycles and be recorded the following month when received. Do not request a refund check.

    If purchased items or credits do not appear on the monthly statement within 30 days after the date of the transaction, the cardholder shall notify the Accounting Analyst II. 

    Each cardholder is responsible for resolving disputes directly with the merchant.

    • Contact the merchant to resolve the problem.
    • Notify Accounting Analyst II of the issue

    The cardholder is responsible for all charges made to their card. A cardholder who makes unauthorized purchases may be liable for the total dollar amount of such purchases plus any additional costs incurred in connection with the misuse. If a personal charge occurs on your card, please notify Accounts Paybale Analyst II immediately for further instructions.

    The college corporate credit card shall be returned to the Accounting Analyst II prior to separation from the college. All charges incurred with the card must be coded and all images attached before an employee will receive clearance on the HR termination checkout sheet.

    Allocation in Four Easy Steps