American Express Meeting Planning Card

Overview

The American Express Meeting Planning Card allows you to charge meeting and event-related expenses without burdening your personal credit cards.

What are Meeting Planning Cards?

Amex Meeting Planning cards are central bill / central pay cards. They have been designed to support the specific needs of event planners. Cards can be used domestically or internationally.

Who are eligible?

The Amex meeting cards are for people who do meeting/event planning on an ongoing basis. Senior Business Officers are responsible for identifying the correct individuals.

Application Forms

An Amex Meeting Planning Card application form must be requested at travel@exchange.upenn.edu.  Once your request for an Amex Meeting Card has been approved by your Senior Financial Officer, an account will be created under which your application will be processed. 

Amex Meeting Planning Card Questions

Who are not eligible?

People who do not meet the criteria of the meeting planning designation. People who organize departmental and/or campus meetings for which they can use purchase orders.

What is an event?

An event is an organized occasion such as a gala dinner, special event, recognition or fund raising function which is business related but social in nature. Events are usually defined by printed and distributed invitations.

What is a meeting?

A meeting is an event or conference where the primary activity of the attendees is to attend educational sessions and/or participate in agenda driven discussions. Meetings are usually defined by printed and distributed agendas.

Who is an event/meeting planner?

An event/meeting planner is someone who oversees and arranges the logistics of a meeting or event. Arrangements can consist of venues, event space, food, beverages, AV, decorations, alcohol and hotel rooms.

What types of charges are appropriate for meeting cards?

Meeting cards can be used for meetings and events sponsored by Penn that can be supported by agendas or invitations. They can be used for all the costs associated with such meetings and events except for airline tickets. And they can be used for meetings and events held in Philadelphia but not on campus for which POs would be the preferred method of payment.

What types of charges are NOT appropriate for meeting cards?

Meeting cards should not be used for:

• Airline tickets
• Departmental meetings
• Travel expenses that are not meeting or event related
• Meetings or events held on campus for which POs can be used (POs can only be used with Penn approved caterers and other Penn sanctioned providers)

Types of Meeting Cards

Meeting Card accounts have monthly spend limits at the basic control account (BCA) level. These amounts can refresh on either an "open to buy" or cycle cut depending upon your preference.

Reconciling Amex Meeting Planning Cards

Monthly Statements

Monthly statements are available for retrieval on-line by the designated financial officer after you register to use Manage Your Card Account. The financial officer is responsible for collecting supporting documentation from the meeting planner and paying the bill.

What is supporting documentation?

Each event or meeting should have an agenda or invitation which needs to be attached. Each cardholder should submit the detailed backup from the hotel or venue which breaks down all the charges. The detail should support the amounts listed on the statements.

Who will pay the Corporate Card bill?

Meeting Cards are a central bill / central pay card so the designated financial officer is responsible for paying the monthly statement direct to American Express.

What happens if I am late in paying my bill?

Your account may be assessed late fees so pay your statements promptly.

Who should I contact if I have any additional questions?

Please contact Travel Services & Procurement Cards if you have any questions