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[ Travel ]
American Express Corporate Card
Payment Options
Application Forms
Application forms can be obtained from the Travel Office at 308
Franklin Building or on the web at
http://www.finance.upenn.edu/comptroller/Forms/
Corporate Card Questions
| Q1: |
Who is Eligible? |
| University full-time, monthly paid (A-1) academic and
administrative personnel who are required to travel or entertain on University business are
eligible to apply for University sponsored American Express Corporate Cards. American Express will
conduct a credit check and based upon their review of your past spending and payment patterns, issue a
credit card, issue a credit card with spending limits or decline your request. Their determination is final. |
| Q2: |
Why should I use the American Express Corporate Card? |
| The American Express Corporate card allows you to charge
business-related expenses without burdening your personal credit cards.
By using the American Express Corporate card the Travel Office can
obtain detailed information on University travel patterns which assists us in negotiating
discounts with airlines, hotels and car rental companies.
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| Q3: |
When should I use it? |
| You should use the American Express Corporate card when you are
purchasing airline tickets, making car or hotel reservations or entertaining on behalf of the
University. If you have been offered a Corporate Card and have elected not to get one, you may
not use the University's Airline Billing Account. The University's Airline
Billing Account has been designed for University employees not eligible for a University
sponsored charge card, students, University groups or non-University employees to charge airline
tickets directly to a University account.
The American Express Corporate card may not be used to purchase
goods and services which require a University purchase order.
American Express reserves the right to decline a purchase if it feels
the item being purchased is not business related.
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| Q4: |
When will I receive my American Express card? |
| Once you have returned the Application form to the Travel Office, it
takes three weeks for American Express to process your application. Once approved, you will
receive your card at the address you have indicated as your preferred billing address.
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| Q5: |
Is there an annual fee? |
| No. The Corporate Card is provided free of charge to Penn faculty and staff. |
Procedures for Expense Reimbursement
| Q1: |
When should you turn in my travel expenses? |
| Turn in your travel expenses as soon as possible so that you have the
funds available when your American Express bill arrives. (University policy requires that you
submit your request for reimbursement within 30 days of the trip's completion). |
| Q2: |
Who will pay the Corporate Card bill? |
| You will pay American Express directly. American Express statements
are mailed on the 29th of the month, reflecting charges and credits received by American Express
through the 26th. The bill must be paid before the next billing date to avoid
delinquency.
The University has no liability for expenses charged on the American
Express charge card by the employee. It is the sole responsibility of the individual charge card
holder to pay all charges made on the card when due. The University will not
reimburse late fees assessed as a result of late payment by the charge card holder. |
| Q3: |
What happens if I am late in paying my bill? |
| If payment does not reach American Express by the next billing date,
the account will be considered 30 days past due and you will be notified. Accounts that
are 60 days past due may lose charge privileges and account that are 90 days past due may be
canceled. Partial payments do not negate a delinquent status. Card members who have their
Corporate Card canceled for nonpayment or partial payment will be ineligible to participate in the
program.
Delinquent Status
If a Penn employee's corporate card is in a delinquent status and the Program
Administrator determines that the card is being used inappropriately for primarily personal spend, the
Program Administrator reserves the right to cancel the card and notify the cardholder that the card has
been cancelled.
Corporate Credit Card Reinstatement
If you are cancelled from the program by Amex and wish to be reinstated, you
must first bring your account into a current and non-delinquent status. Then you need to contact the
Program Administrator, Susan Storb at 215.898.9662. She will fax over a form entitled "Request for
Reinstatement". You will complete the top portion and fax it back to the Travel Office at 215.573.5635. The
Program Administrator will complete the middle part and fax it to American Express. American Express will make a
determination as to whether they wish to reinstate the cardholder and the cardholder will be contacted accordingly
by American Express.
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Other Questions
| Q1: |
How will foreign currency bills be charged? |
| Charges incurred in a foreign currency will be converted to
U.S. dollars on the date that they are processed. The rate of exchange is within 1% of an interbank rate
within 24 hours of the conversion. |
| Q2: |
What if the Corporate Card is lost or stolen?/td>
|
| Notify American Express at once (1.800.528.2122) if your corporate
card is lost or stolen. A replacement Corporate Card will automatically be forwarded to your
billing address. If necessary, a replacement Corporate Card can be provided within 24
hours. Your maximum liability is $50 should you fail to report its loss or theft. |
| Q3: |
What if I transfer departments or terminate my employment? |
| If you transfer to another department, you may keep the Corporate
Card. Just notify the University Travel Administrator (215.898.3307) to change your records. If
you terminate your employment, your account will be canceled. You should cut your card
in half and dispose of it. |
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