Barclaycard Spend Management Frequently Asked Questions Access/Login 1. Is the user name case-sensitive? The user name is not case-sensitive. It must be a minimum of 6 characters and up to 100 characters. Visa recommends using the user s email address as the user name. 2. 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. Special characters are allowed, but not required. 3. Will a user get locked out if that password is entered incorrectly? A user will be locked out of the account after four (4) incorrect password entries. The account will be unlocked after two hours. Also, the Company Administrator can unlock the account for the user. 4. What happens if a 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 the Inbox and the junk mail folder for any emails from the application. 5. What browser versions are supported? Internet Explorer v.6 and 7 are approved. Mozilla Firefox v.3 is also permitted, but may require some additional setup within Firefox in order to securely access the application 6. Is there a session timeout? Yes. The application will timeout after 30 minutes of inactivity. 7. 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. 8. Can Second-Layer Authentication be disabled by the FI? No. This is a Visa requirement for all users. 9. Will a user get locked out if the memorable word is answered incorrectly? A user will be locked out of the account after four (4) incorrect entries. The account will be unlocked after two hours. Also, the Company Administrator can reset the memorable word. 10. What if a user forgets their memorable word or gets locked out? The Company Administrator may reset the memorable word via the shield icon within Employee Administration. Home Page 1. On the Home page, I see the last three transactions loaded. How are these sorted? This feature sorts by transaction date. If there are more than three transactions on a given date, it will sort by the greatest amount in descending order.
2. How is the Current Limit loaded into Barclaycard Spend Management? Credit Limit is provided from the Financial Institution. If you have questions about the amount reflected here, consult your Financial Institution contact. 3. How is the Current Balance calculated in Barclaycard Spend Management? The current balance is based on the previous month s closing balance plus all the transactions that have occurred in the current cycle. If you have questions related to what is reflected here, contact your Financial Institution. 4. How is Available Credit calculated in Barclaycard Spend Management? This is calculated based on subtracting the current balance from the credit limit. If you have questions about the amount reflected here, contact your Financial Institution. Searching and Reports 1. How do I view details on the transaction? Click the icon next to the transaction. The Summary tab will provide any additional transaction details. 2. Why does it appear that some transactions are missing when performing a transaction search? If you are not seeing the results you want on your query, check the defaults that are set within the report parameters screen, such as billing cycle dates. The search criteria may only be searching based on the current billing cycle, but you can modify this to search by calendar dates. 3. Where can I find a Cardholder Statement for a Central Billed account? There is not a Cardholder Statement available for a Central Billed account. However, if you have access to this account, you may run a transaction search to display a list of transactions. 4. What details will show in the Audit History on my Personal Details? This area will keep a record of updates (with date and time stamp) for the user account, including password resets. 5. Can I create a report template? Users and administrators can save search criteria as a template, so that the same parameters may be re-used. These templates are only saved to the user and cannot be shared with other users or administrators. 6. Can I schedule reports? Reports and/or report templates can be scheduled by the Administrator for the Transaction Search Report and Data Download extract. 7. Can reports be emailed? Reports are generated online and can be saved and downloaded for offline analysis. They cannot be emailed directly from the application. However, the administrator may enable an email alert to indicate when the report has generated and is available in the Report Outbox. General 1. Can I delegate my card account, so that someone else may view my transactions? Yes, a cardholder can designate a delegate to view transactions, code expenses and view statements. For example, a manager may delegate his/her card account to an office manager. When the office manager accesses Barclaycard Spend Management, he/she will be able to see the manager s account on the home page, along with the transactions and the cardholder statement.
The office manager can also access the manager s transaction information through the Transaction Search Personal Screen. 2. Who can delegate card accounts? An administrator and the cardholder may delegate and/or remove delegation of the card account. 3. 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. Expense Management 1. How do I submit expenses to my manager? A cardholder (or the delegate) can code transactions by selecting the first icon next to the transaction (either a? or X icon). Once the transaction has been coded and saved, it is immediately available to the manager for approval. 2. As a manager, how do I know when I have expenses that I need to approve for my employees? Managers will receive an email notification once employees have coded expenses. When the manager accesses the Approvals link, any expense requiring attention will be highlighted for the manager. 3. As an administrator, what report will give me a status of expense management? The Approval report will provide coding statuses and approval status for the period selected. 4. Can an Approver delegate his/her responsibilities? Yes. An Approver or an Administrator may delegate the Approval rights to another user. The Administrator may use the Approval Delegation Report to perform this action.
Administration Related 1. How large is the Vault? The Vault is limited to 20 Mb across all folders. 2. If I need to modify an employee s record, should I do this manually, or should I reload the Interface Files? You have the option of updating manually or through a new HR Interface upload. It is recommended that the HR Interface file be maintained as the system of record. To get the most update HR file, perform an Employee Search for All Employees and then extract this as an HR format. 3. How do I manually change an employee record? A Company Admin may modify the user s information, including the manager structure, report groups and contact information through the Personal Details screen. 4. As a Company Admin, if I export the CM, UI, CC, CU, or HR file from Barclaycard Spend Management, can I reload it into the Vault for a Refresh? You may export the data for these files. However, you may not re-load the files into the Vault for a refresh. 5. If I only need to change the records for a small number of employees, do I need to reload the entire company? If you are changing details for an employee or a group of employees that are currently in Barclaycard Spend Management, you only need to upload the interface file for those users. You do not need to re-load the entire company. NOTE: You will need to complete all required fields as indicated on the sample files in the Visa Documents folder. 6. If I need to give an employee (or a group of employees) access to additional report groups, how can I do this? FAQ v.1.2 Visa *Confidential* 5 From the Administration screen, search for the employees. Once you have the correct search results, use the check-boxes on the right to select the employees that you wish to modify. Then, choose the option to Perform Group action (checkbox located at the bottom of the list of employees). A pop-up window will appear that will allow you to add the Report Group. For more information on this, refer to the Administrator Help within the application. 7. How soon after I upload the UI file, will the cardholders receive their password and User ID? Emails should be sent from Barclaycard Spend Management according to the frequency set within the Email. If this email was set to once per day, the emails will be generated at 22:00 GMT. If the email was set to Frequently-Daily, the emails will generate within two hours of uploading the UI File. The emails may automatically be sent to the junk mail folder, so it is recommended that users check both the Inbox and any junk mail folders. 8. What will the File Check warnings on the Refresh Interfaces display? File Check warnings will display issues with existing information as well as any issues with the file upload. File check warnings in yellow/amber are cautionary and will not prevent the file from being uploaded. 9. Can I reuse a user name? You may not reuse a user name. All user names or user IDs must be unique within Barclaycard Spend Management. For this reason, Visa suggests using the email address as the user name.
10. Do the password rules apply to the UI upload? Yes, the administrator must comply with the password rules when creating a temporary password on the UI file. 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. Special characters are allowed, but not required. 11. Are the employee IDs numeric? The employee IDs can be alphanumeric (with no special characters). Within Barclaycard Spend Management, the administrator can search by employee ID. The results will display in ascending order. 12. Can an administrator unlock a user? Yes. The administrator should search for the employee and then a list of icons will display to the right of the user name. Click the lock icon (highlighted in red). This will unlock the account. The administrator can also give the user a temporary password by selecting the P icon. 13. How can an administrator tell if a user has accessed his/her account? If a user has successfully logged into the account, the last date will appear in the results on the employee search screen. If there is no date present, the user has not successfully accessed the account. 14. Can the administrator add new reports or create new report groups? The administrators, both the Financial Institution administrator and the Company Administrator, can modify the report groups, create report groups and add reports available to the user. However, it is recommended that the administrator not modify the report or report groups. 15. On the HR upload, if the Report Groups field is left blank, what happens? If the Report Groups field is left blank, the user and/or administrator will not have access to any reports. To remedy this, the administrator can manually add the report group to the user within the Administration > Employees menu. NOTE: If the report group field is left blank on the HR upload, the system will not give an error, since it is not a system-required field. 16. What is the difference between card mapping and delegation? Card mapping associates a card account with an employee; typically the card account is mapped to the cardholder. Card delegation allows a user to view the card account that is mapped to the original cardholder/employee. With delegation, two employees can view transaction details and run reports on a single card account.