American Express Corporate Travel Card

The American Express Corporate Travel Card is a University authorized payment method for reimbursed of approved business travel and entertainment expenses.  Penn faculty and staff that have an American Express Travel 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 travel card application to ensure that there is a legitimate travel or entertainment business requirement for the card requestor. Even though financial liability for the travel card rests with the cardholder, travel card applications that are not approved by the School or Center Senior Financial Officer will not be processed.

Requesting an Amex Corporate Card Online

You can now complete your Amex Corporate Card application online.  Click here to enter your Penn Key and Password.

 

Cardholder Benefits

The American Express travel card allows an authorized faculty or staff member charge business related travel expenses without burdening their personal credit cards.

By using the American Express travel 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 Travel 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 Corporate Travel 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 travel card, students, University groups or non-University employees to charge airline tickets directly to a University account.

At no time is an American Express Corporate Travel Card cardholder permitted to use their travel card for non-travel expenses or personal purchases. The American Express Corporate Travel 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.

Travel Card Application Process

1. Travel Card Application forms are available online or from the University'sTravel Administrator, located in Purchasing Services, Suite 421A, 3401 Walnut Street.  There is no annual fee for the Travel Card, it is provided free of charge to Penn faculty and staff.

   The completed application, with Senior Financial Officer approval signature and date, must be submitted directly to the Univeersity's Travel Administrator in Purchasing Services for processing.  Applications received without the Senior Financial Officer approval will not be processed.

2. Once the Card Application form is received by the Travel Administrator, it usually takes three weeks for American Express to process the application.  Once approved, the authorized cardholder will receive the card at the address indicated as the cardholder’s preferred billing address.

Cardholder Travel Card Statements

1. Effective August 4, 2009, Penn faculty and staff who have a University of Pennsylvania American Express Travel 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.

1. 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).
2. 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 travel card when due.  The University will not reimburse late fees assessed as a result of late payment by the cardholder.
3. 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 Travel Card canceled for nonpayment or partial payment will be ineligible to participate in the program.
4. 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.
5. 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

1. Corporate Credit Card Reinstatement: If you are canceled from the program by American Express, and wish to be reinstated, you must first bring your account into a current and non-delinquent status.  Then you must contact the Travel Administrator for a form entitled “Request for Reinstatement”.  You will complete the top portion and fax it back to the Travel Administrator at (215)573-5635.  The Travel 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.
2. What if the Corporate Card is lost or stolen:  Notify American Express at once at (800) 528-2122 if your travel card is lost or stolen.  A replacement American Express Travel Card will automatically be forwarded to your billing address.  If necessary, a replacement American Express Travel Card can be provided within 24 hours.  The cardholder’s maximum liability is $50 should you fail to report its loss or theft.
3. What if I transfer departments or terminate my employment:  If you transfer to another department, you may keep your current American Express Travel Card. Just notify the University's Travel 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..