Notice of Change to the Membership Rewards Program
Effective October 1, 2012, the annual fee to enroll a Corporate Card in the Membership Rewards program will be $90 (previously, $75). Enrolled Corporate Card members will be charged this fee on their first annual program renewal date following October 1, 2012. The Membership Rewards program provides enrolled Card members with the ability to earn points and access over 1 million redemption options, such as American Express® Gift Cards* and using points at shopAmex.
AMEX remains committed to exceeding Penn’s expectations and delivering exceptional value. If you have questions regarding the Membership Rewards program fee change, please contact our Customer Service team at 1-888-800-8564 or your local Account Representative. We greatly appreciate your business and look forward to serving your company for years to come.
American Express T & E Corporate Card
The
American Express T & E Corporate Card is a University authorized payment method for
reimbursement of approved business travel and entertainment expenses. Penn faculty and staff
that have an American Express T & E Corporate Card must use their card for all authorized business
and entertainment related expenses. All travel and entertainment activity must
be conducted in compliance with
University Travel Financial Policies and “
Know Before You Go” travel guide.
Card Eligibility
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.
Effective January 4, 2010, the prospective cardholder’s School or Center Senior
Financial Officer must review and approve the T & E card application to ensure that
there is a legitimate travel or entertainment business requirement for the card
requestor. Even though financial liability for the T & E card rests with the
cardholder, T & E card applications that are not approved by the School or Center
Senior Financial Officer will not be processed.
T & E Card Application Process
Complete your Amex Corporate Card application online. Click here to enter your Penn Key and Password.
If approved, you will receive your card at the mailing address chosen by the applicant within 7 - 10 days (unless Rush Delivery* was selected).
*Rush Delivery - the card will be delivered next business day ($10 fee applied to first statement)
Cardholder Benefits
The American Express T & E card allows an authorized faculty or staff member charge
business related travel expenses without burdening their personal credit cards.
By using the
American Express T & E card, authorized cardholders help the University obtain
detailed information on University travel activity which will enable travel and
purchasing staff to leverage the institution’s considerable travel related
buying power for negotiated discounts with airlines, hotels and car rental
companies. Savings resulting from these contracts directly benefits the Schools
and Centers, departments, and individual travelers by extending the value of
available travel funding.
When to Use the T & E Card
Authorized
cardholders are to use the American Express Corporate card when purchasing
airline tickets, making car or hotel reservations, or entertaining on behalf of
the University. If an authorized traveler does not have an American Express T & E
Corporate Card, or has elected not to get one, you may use the
University’s Airline Billing Account. The University’s Airline Billing Account
has been designed for University employees that do not have an authorized
T & E card, students, University groups or non-University employees to charge
airline tickets directly to a University account.
At no time is an American Express T & E Corporate Card cardholder permitted
to use their T & E card for non-travel expenses or personal purchases. The American
Express T & E Corporate Card may not be used to purchase products and services
which should be purchased via a University purchase order or purchasing card.
American Express reserves the right to decline a purchase if it feels the item being
purchased is not business related.
Cardholder Statements
- Effective August 4, 2009, Penn faculty and staff who have a University of Pennsylvania American
Express T & E Corporate Card will no longer receive their statements through the mail. Instead,
monthly statements for these accounts will be provided exclusively online
through American Express Manage
Your Card Account
Expense Reimbursement Procedures
As part of theUniversity Procure-to-Pay (P2P) Enhancement Project, a travel and
entertainment reimbursement process document has been created to streamline the process for Penn travelers.
- When should the cardholder turn in their travel expenses: Turn
in your travel expenses as soon as possible so that you have the funds
available when your American Express bill is received. (University policy
requires that you submit your request for reimbursement within 30 days of the
trip’s completion).
- Who will pay the Corporate Card bill: Cardholders are required to 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. It is the sole responsibility of the individual cardholder to pay
all charges made on their T & E card when due. The University will not
reimburse late fees assessed as a result of late payment by the cardholder.
- 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. Cardholder accounts that are 60 days
past due will lose further charge privileges and cardholder accounts that are
90 days past due will be canceled. Partial payments do not negate a delinquent
status. Cardholders who have their American Express T & E Corporate Card canceled for
nonpayment or partial payment will be ineligible to participate in the program.
- Delinquent Status: If a cardholder account reached 60 days past due, the
Travel Administrator will contact the cardholder and their School or Center
Senior Financial Officer to facilitate the timely payment of the outstanding credit
card balance. If the Travel Administrator determines that the card is being
used inappropriately for primarily personal spend, the Travel Administrator
reserves the right to cancel the card and notify the cardholder that the card
has been canceled.
- 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.
Card Management
- Corporate Credit Card Reinstatement: If you are canceled from the
program by American Express or the Travel Administrator, you will need to reapply online.
- What if the Corporate Card is lost or stolen: Notify American Express at
once at (800) 528-2122 if your T & E card is lost or stolen. A replacement American
Express T & E Corporate Card will automatically be forwarded to your billing address. If
necessary, a replacement American Express T & E Corporate Card can be provided within 24
hours. The cardholder’s maximum liability is $50 should you fail to report its
loss or theft.
- What if I transfer departments or terminate my employment: If
you transfer to another department, you may keep your current American Express
T & E Corporate Card. Just notify the University's Card Program Administrator to change
your records. If you terminate your employment, your account will be canceled.
You must cut your card in half and submit it to your supervisor as part of the
employees exist process..
