Program Administrator Guide

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1 CORPORATE SERVICES The American Express / Business ExtrAA Corporate Card Program Administrator Guide Visit corp.americanexpress.com/bx for program terms and conditions

2 The American Express / Business ExtrAA Corporate Card Table of Contents How to Effectively Manage Your Company s Card Program Benefits and Rewards Overview How to Redeem Points Cardmember Travel Rewards American Work Account Management Fact Sheet Work Rebate Statement Key Contacts for Program Administrators Frequently Asked Questions Program Terms and Conditions

3 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD HOW TO EFFECTIVELY MANAGE YOUR COMPANY S CARD PROGRAM TO DRIVE SAVINGS In order to view and redeem points, assign a Travel Manager now. Visit BusinessExtrAA.com to check your company s point balance and redeem points. Use American Work to issue new Cards and monitor employee spend. Assign a Travel Manager to Book Travel and Redeem Points A Travel Manager or Program Administrator must be associated with your company s Business ExtrAA account for your company to book travel, redeem Business ExtrAA points, and receive rebates and benefits under the program. The Program Administrator can assign himself or herself as the Travel Manager. If you are not the designated Travel Manager or primary contact for your company, please instruct the appropriate person to register soon so your company can redeem its Business ExtrAA points and Cardmembers can earn American Airlines Gift Cards. To assign a Travel Manager and associate him or her with your company s Business ExtrAA account, please go to BusinessExtrAA.com/associate and enter the Travel Manager s name and AAdvantage number. If you have any questions about assigning a Travel Manager, booking travel, or redeeming points, please contact Business ExtrAA Customer Service at or Check Your Point Balance Visit BusinessExtrAA.com to get your most up-to-date point balance. After logging in, using your AAdvantage number and password, your Account Summary page will appear. This page displays your current point balance, points earned per quarter, and points redeemed per quarter. Redeem Your Points After logging into your Business ExtrAA account, you can choose from a wide variety of travel awards including domestic and international flight awards, upgrades, AAdvantage Gold Status, and Admirals Club passes. Use American Work to Manage Your Card Program Online Manage all aspects of your company s Card program, such as issuing Cards to new employees and monitoring employee spend, with the American Work suite of reporting and management tools. To register Work, call , option number 2. Or, to learn more Work, register for a workshop at americanexpress.com/paworkshops. Questions? If you have questions about your Card program Work, please contact the American Express PA Customer Service line at (international collect: ), 8:00 AM 8:00 PM EST. If you have questions about your Business ExtrAA account please contact Business ExtrAA Customer Service at or , 9:00AM 6:00 PM EST. 1

4 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD CORPORATE SERVICES BENEFITS AND REWARDS OVERVIEW The American Express / Business ExtrAA Corporate Card offers your company 3 ways to save plus rewards that can help you control expenses better: Up to a 4% cash rebate on American Airlines travel Company-level Business ExtrAA points on all eligible Card spend Additional rebates on spend with preferred partners American Airlines Gift Cards of $50 provide an incentive for Cardmembers compliant with your company s spend policies Drive Savings and Reward Employees with the American Express / Business ExtrAA Corporate Card Three ways to turn company expenses into company savings and a special way to reward Cardmembers. A Card specifically designed to help manage your company s travel, entertainment, and general business expenses while providing exceptional benefits to reward the loyalty of your company and your Corporate Cardmembers. Three Ways to Save for the Company The American Express / Business ExtrAA Corporate Card program provides your company with three ways to save: 1. Get up to a 4% cash rebate on American Airlines travel 1 Your company can earn up to a 4% cash rebate on American Airlines travel purchased on the Card from flexible last-minute fares to highly discounted fares. If your company already benefits from an American Airlines negotiated discount, you can receive a 1% rebate. 2. Earn company-level award points on all eligible Card spend 2 For every eligible dollar spent on the Card, your company will earn Business ExtrAA points redeemable for American Airlines travel awards. Select from a variety of award options, including domestic and international round-trip tickets, first-class upgrades, and Admirals Club memberships. 3. Earn up to a 5% rebate on key business expenses 3 The Savings at Work program from American Express provides access to rebates of up to 5% from top brand partners on travel, dining, and business services like shipping and conferencing. For your company to earn a rebate, your employees simply need to use the Card with participating merchants. To learn more, visit savingsatwork.com. Sample Savings American Airlines Travel $100,000 $50,000 $10,000 AA Cash Rebate $4,000 $2,000 $400 Annual Card Spend $1,000,000 $500,000 $100,000 Business ExtrAA Points* 60,000 30,000 6,000 Point Value 1 $10,000 $5,000 $1,000 Total Savings 1 $14,000 $7,000 $1,400 * Based on three points for every $20 in AA travel and one point for every $20 on all other charges. 1 Point Value based on 3,000 points Admirals Club Annual Membership ($500 value subject to change). Value of points varies according to award redeemed. Round-trip tickets can be redeemed for as low as 2,000 points. Award levels and pricing are subject to change. Control Expenses Better with Travel Rewards for Cardmembers When employees can earn American Airlines Gift Cards just for using the Card for business expenses, your company can improve compliance at no additional cost. Cardmembers can earn a $50 American Airlines Gift Card for every $5,000 of eligible spend on the Card (benefit capped at $1,000 in Gift Cards per Cardmember per calendar year). 4 Gift Cards will be distributed through only, so Cardmembers must have a valid address on file with American Express. Cardmembers please go to americanexpress.com/register to register your address. Please refer to page 11 for Terms and Conditions. 2

5 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD HOW TO REDEEM YOUR COMPANY S BUSINESS EXTRAA POINTS If your Travel Manager changes, don t forget to assign a new Travel Manager. For security purposes, Travel Managers use their personal AAdvantage numbers to log into their company s Business ExtrAA account. Don t forget to redeem your company s Business ExtrAA points! Points expire two years after the year in which they were earned. Your Account Summary on BusinessExtrAA.com displays how many points expire within the next two years. Assign a Travel Manager to Book Travel and Redeem Points A Travel Manager or Program Administrator must be associated with your company s Business ExtrAA account for your company to book travel, redeem Business ExtrAA points, and receive rebates and benefits under the program. The Program Administrator can assign himself or herself as the Travel Manager. If you are not the designated Travel Manager or primary contact for your company, please instruct the appropriate person to register soon so your company can redeem its Business ExtrAA points and Cardmembers can earn American Airlines Gift Cards. To assign a Travel Manager and associate him or her with your company s Business ExtrAA account, please go to BusinessExtrAA.com/associate and enter the Travel Manager s name and AAdvantage number. If you have any questions about assigning a Travel Manager, booking travel, or redeeming points, please contact Business ExtrAA Customer Service at or Visit BusinessExtrAA.com to View and Redeem Points Log in to your Business ExtrAA account at BusinessExtrAA.com Click on Check My Points Log in, using your AAdvantage number and password (only for security purposes) Your Account Summary page will appear Check your company s point balance Your Account Summary page displays your current point balance, points earned per quarter, and points redeemed per quarter Click on Flights, Points, or Rebate/Points for your detailed account activity Redeem your company s points and choose from a variety of travel-related awards and benefits Click on Redeem Points Select your award quantities Click on Redeem Click Submit If you choose to book award travel A confirmation screen will display an authorization number for each flight certificate award redeemed All Travel Managers will also receive this information via , along with booking instructions You can then call American Airlines at to book award travel 3

6 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD CORPORATE SERVICES CARDMEMBER TRAVEL REWARDS Cardmembers enrolled in American Express Online Services can earn rewards for all their eligible Card spend: $50 American Airlines Gift Card for every $5,000 of eligible Card spend Rewards accumulated for non-travel related charges, too Cardmembers must be enrolled in American Express Online Services to be eligible for travel rewards Earn Travel Rewards Redeemable Towards American Airlines Travel $50 American Airlines Gift Card for every $5,000 of eligible spend on your American Express / Business ExtrAA Corporate Card, up to a maximum of $1,000 in Gift Cards, per Cardmember, per calendar year. This Cardmember benefit is accumulated on eligible spend, including American Airlines spend and non-travel related charges like retail, shipping, and utilities. To become eligible for travel rewards, you must be registered for American Express Online Services. If you are already registered for American Express Online Services or receive Online Statements, no action is necessary. How to Register for Online Services Please have your Corporate Card available for reference. 1. Go to americanexpress.com/register and enter your account number for verification purposes 2. Enter your Personal Security Key (PSK) and then create your user ID and password for your new online account 3. Customize your account with additional options if desired 4. Confirm your selections to complete account set up 5. Start using your American Express / Business ExtrAA Card to earn American Airlines Gift Cards redeemable towards American Airlines air travel Redeeming Your Gift Cards is Easy American Airlines Gift Cards will be sent quarterly by American Airlines to the address you provide during the registration process. Go to AA.com and select your flights. When you get to the Payments page, select American Airlines Gift Cards and evouchers. Enter the Card number and PIN number exactly as they appear on the electronic Gift Card that was ed to you. You may use up to eight Gift Cards at one time. If the total price of the ticket exceeds the value of your Gift Card(s), you may use a credit card for any remaining balance. Please refer to page 11 for Terms and Conditions. 4

7 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD AMERICAN WORK ACCOUNT MANAGEMENT FACT Work Reporting for Insight, Control, and Ease With the American Work suite of online reporting and management tools, you will know how Cardmembers are spending money, when they are paying their bills, and even what spend trends are emerging. You will have intuitive tools at your disposal, tools that were designed from the direct input of people responsible for managing their company s Card program. Functionality at Your Fingertips The American Work Home Page lets you manage all aspects of your American Express Card program from one place. Search for Card Accounts Search for accounts by name, payment status, cost center, and much more. Then, with a simple click, take action on the accounts you choose. Easily Manage Card Account Information Essential information about each Card account can be found on one page. From this page, you can make changes to the Card account quickly and easily by simply selecting the action you want to take. Critical Information Just a Click Away View all your reports in one place. Reports are categorized into simple, easy to understand categories. To register Work call , option #2. Or learn more about American Work by registering for a workshop at americanexpress.com/paworkshops. 5

8 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD CORPORATE SERVICES SAMPLE WORK REBATE STATEMENT View your quarterly rebate statement online through the Business ExtrAA Rebate Center on atwork.americanexpress.com. Your company earns additional Business ExtrAA points on American Airlines spend. To view your company s total Business ExtrAA points, visit BusinessExtrAA.com. Questions regarding your rebate statement? Call American Express PA Customer Service at Work Business ExtrAA Rebate Statement When are my company s rebates paid? American Express / Business ExtrAA rebates are paid quarterly, based on your company s American Airlines spend the previous quarter. How are rebates delivered? Depending on what you specified on your Card program application, rebate checks are mailed to your company or direct-deposited via an electronic funds transfer (EFT) into your company s bank account. How will I know when the rebate is paid? When the check is mailed or the EFT is made, you will receive an with a link to your online rebate statement. Where can I access my rebate statement? Your rebate statement is available online via the American Work website: atwork.americanexpress.com Can I download my rebate statement? Yes. Through American Work, you can easily download your statement into a spreadsheet. $ $ $ $ $ $ First Name Last Name ABC/DEF 01/01/2008 A $ $1.23 4% 12 First Name Last Name ABC/DEF 01/01/2008 A $ $1.23 4% 12 First Name Last Name ABC/DEF 01/01/2008 A $ $1.23 4% 12 6

9 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD CORPORATE SERVICES KEY CONTACTS FOR PROGRAM ADMINISTRATORS Visit BusinessExtrAA.com to view your company s point balance and redeem points. Manage Your Card Program American Express Business ExtrAA PA Customer Service Add Cards to your account Questions about your online rebate statement 8:00 AM 8:00 PM Eastern Time International collect: Manage Your Points and Awards American Airlines Business ExtrAA Customer Service Questions about Business ExtrAA or help adding a Travel Manager, accessing your company s point balance, and redeeming points BusinessExtrAA.com 9:00 AM 6:00 PM Eastern Time International: contact your local American Airlines reservations office Get Support with American Work American Work Help Desk Assistance with logging in, registration, user IDs, and passwords Work 8:00 AM - 7:00 PM Eastern Time atwork.americanexpress.com Visit the American Express Business ExtrAA Website American Express Business ExtrAA Website Visit the American Express / Business ExtrAA home page to learn more and view terms and conditions corp.americanexpress.com/bx 7

10 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD FREQUENTLY ASKED QUESTIONS FROM PROGRAM ADMINISTRATORS (1 OF 3) Questions about your company s quarterly cash rebates? Call American Express PA Customer Service at Questions about your company s Business ExtrAA points or redeeming travel awards? Call American Airlines Business ExtrAA Customer Service at FAQs: Rebates Q: How does my company earn rebates? A: On American Airlines Travel: Your company automatically earns cash rebates every time your business travelers use the Card to purchase flights marketed and operated by American Airlines, American Eagle or AmericanConnection carriers, regardless of booking method or fare class. On Everyday Business Spend with Preferred Partners: In addition, your company automatically earns rebates every time your business travelers use the Card at preferred American Express Savings at Work partners. For a complete listing of partners, visit savingsatwork.com. Q: When and how does my company receive rebates? A: Depending on what was specified on your initial application, your company will receive either a quarterly rebate check or electronic funds transfer (EFT). In addition, you will receive an , notifying you when your electronic rebate statement is available online. Q: How can I check my rebate? A: You can view your quarterly statement online at atwork.americanexpress.com. Questions? Call the American Work Help Desk at FAQs: Points Q: How does my company earn points? A: Your business travelers simply use the Card anywhere American Express Cards are accepted and Business ExtrAA points will automatically accrue, at the company level. Your company earns points on all eligible spend, including travel, entertainment, and everyday business expenses such as office supplies, cell phones and internet service. Q: How can I check my point balance? A: In order to view your point balance or redeem points, you must assign a Travel Manager to your Business ExtrAA account. To assign a Travel Manager and associate him or her with your company s Business ExtrAA account, please go to BusinessExtrAA.com/associate and enter the Travel Manager s name and AAdvantage number. For the most up-to-date point information, log into your American Airlines Business ExtrAA account at BusinessExtrAA.com. Questions? Please call Business ExtrAA Customer Service at Q: What are some common travel awards available through Business ExtrAA? A: For a complete listing of travel awards, visit BusinessExtrAA.com. Common travel awards start at: Domestic Round-trip Tickets International Round-trip Tickets Economy Class: 2,000 points Economy Class: 4,400 points Business Class: 3,200 points Business Class: 7,200 points First Class: 4,800 points First Class: 10,000 points Upgrades on Flights Admirals Club Domestic: 650 points International: 1,200 points Day Pass: 300 points Annual Membership: 3,000 points Conference Room Rental: 900 points Award levels are subject to change. 8

11 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD FREQUENTLY ASKED QUESTIONS FROM PROGRAM ADMINISTRATORS (2 OF 3) Visit BusinessExtrAA.com for a complete list of travel awards. FAQs: Points (Continued) Q: How can I use my rewards for more than just corporate travel? A: Consider using your company s American Airlines Business ExtrAA redeemed awards as a bonus or incentive to: Say thank you to a good customer Give a retiring employee a special gift Reward a top-performing salesperson Treat a client to a first-class flight Fly in a new employee or interviewee Q: When do points expire? A: Points expire two years after the year in which they were earned. For example, points earned any time during 2010 will expire December 31, Questions? Please call Business ExtrAA Customer Service at Q: When do redeemed awards expire? A: Once you receive your authorization number, you have one year from that date to use the designated phone number ( ), to book your travel. Upgrade certificates expire six months from the date of issuance. Questions? Please call Business ExtrAA Customer Service at Q: Do my business travelers still earn their personal AAdvantage miles? A: Yes. Business travelers earn their AAdvantage miles on all paid travel. For example, on a single American Airlines flight, the individual traveler earns their personal AAdvantage miles and your company earns Business ExtrAA points, as well as up to a 4% cash rebate. Questions? Please call Business ExtrAA Customer Service at FAQs: Program Management Q: How do I add Cards to my company s account or manage my account online? A: You can add Cards and manage your account online at atwork.americanexpress.com, or call PA Customer Service at Q: Why is AAdvantage membership required for Business ExtrAA Travel Managers? A: Rather than make you remember another password, and since most Business ExtrAA Travel Managers are AAdvantage members, we decided to use the sign-in process of the AAdvantage program for the Business ExtrAA program. Each Travel Manager uses his/her own AAdvantage number and password. This provides an extra level of security for your Business ExtrAA account, as it would be difficult for someone else to use your AAdvantage sign-in. Q: Does using my personal AAdvantage number to log into my company s Business ExtrAA account affect my personal AAdvantage mileage account? A: No, Business ExtrAA and AAdvantage are two separate programs. Business ExtrAA is a loyalty program for your company, with one membership number that can be used by every employee of the company when they travel to help the company accrue points for rewards. AAdvantage is a program for individual travelers. Even though you log in to the Business ExtrAA account using your personal AAdvantage number, there is no transfer of points or miles between the two accounts. 9

12 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD FREQUENTLY ASKED QUESTIONS FROM PROGRAM ADMINISTRATORS (3 OF 3) Cardmembers must be enrolled in American Express Online Services to be eligible to earn Gift Cards. Your company must also have a Travel Manager associated with your company s Business ExtrAA Account for Cardmembers to earn Gift Cards. FAQs: Cardmember Benefit (Continued) Q: How is the Cardmember benefit different from the benefits the company receives? A: The American Airlines Gift Cards that Cardmembers can receive are in addition to and entirely separate from the company-oriented benefits the Card offers. Here is a summary of the benefits by Cardmember and company: Cardmember A $50 American Airlines Gift Card for every eligible $5,000 spent with the Card Company Up to a 4% rebate on American Airlines travel 1 Business ExtrAA point for every $20 spent with the Card Up to a 5% Savings at Work rebate with select nationwide merchants Q: How do Cardmembers earn American Airlines Gift Cards? A: Cardmembers can earn a $50 American Airlines Gift Card for every $5,000 of eligible spend on their American Express / Business ExtrAA Corporate Card, up to a maximum of 20 Gift Cards per Cardmember, per calendar year. Gift Cards are accumulated on all eligible spend, including American Airlines spend and non-travel related charges like retail, shipping, and utilities. Q: When and how do Cardmembers receive American Airlines Gift Cards? A: When a Cardmember has earned an American Airlines Gift Card, it will be ed quarterly by American Airlines to the address that was provided during the American Express online services registration process. To make sure Cardmembers receive their Gift Cards, they should add the address from which American Airlines will send the , to their address books. The subject of the will be American Airlines Gift Card. Q: How do Cardmembers become eligible for the Cardmember benefit? A: Cardmembers must be enrolled with American Express Online Services to be eligible to earn American Airlines Gift Cards. If they are already registered for American Express Online Services or receive online statements, no action is necessary. Cardmembers who are not enrolled should follow these instructions: 1. Go to americanexpress.com/register and enter the Card account number for verification purposes 2. Enter a Personal Security Key (PSK) and then create a user ID and password for a new online account 3. Customize the account with additional options if desired 4. Confirm selections to complete account set up 5. Start using the American Express/Business ExtrAA Card to earn American Airlines Gift Cards redeemable towards American Airlines air travel Q: How are American Airlines Gift Cards redeemed? A: Redeeming Gift Cards is easy: 1. Electronic Gift Cards will be sent quarterly by American Airlines to the address that was provided during the American Express Online Services registration process 2. Recipients can select their flights at AA.com 3. At the Payments page, select American Airlines Gift Cards and evouchers 4. Enter the Gift Card and PIN numbers exactly as they appear on the Gift Card Up to eight Gift Cards can be redeemed at one time. If the total price of the ticket exceeds the value of your Gift Card(s), a credit card can be used to pay for any remaining balance. 10

13 THE AMERICAN EXPRESS / BUSINESS EXTRAA CORPORATE CARD CORPORATE SERVICES TERMS AND CONDITIONS Terms and Conditions 1 American Express / Business ExtrAA Rebate: Rebate is earned on base published flown airfare only (does not include taxes, discounts, surcharges and fees) and is sent quarterly to clients via electronic funds transfer or checks. Passengers must fly in order to earn rebate. To qualify, flights taken must be both marketed and operated by American Airlines, American Eagle or an AmericanConnection carrier (codeshare flights do not apply) and for which American Airlines appears as the merchant of record on the Cardmember billing statement. Clients are eligible to earn rebates only on the first $1,000,000 of such eligible flown revenue in a calendar year and purchased using the American Express / Business ExtrAA Corporate Card (the Card ). Rebate will be 4% if company does not have an American Airlines negotiated discount program and does not book travel through the American Express Mid-Market Direct travel agency program. Rebate will be 1% if company has an American Airlines negotiated discount program or books travel through the American Express Mid-Market Direct travel agency program. 2 All American Express / Business ExtrAA Corporate Card accounts begin to accrue benefits in the Business ExtrAA program in accordance with the terms and conditions applicable for Business ExtrAA, which appear at: In addition to enrollment, accounts must provide Travel Manager s American Airlines AAdvantage number to use the benefits of the Business ExtrAA program. Clients will receive points on all Eligible Charges. Eligible Charges means all spend on the Card, excluding such things as cash advances, fees, American Express Corporate Travelers Cheque encashment, fraudulent charges, and delinquency assessments. 3 Savings at Work: End-of-year Savings at Work ( SaW ) rebate for eligible American Express corporate clients (not individuals). Only qualifying charges made on qualifying American Express Corporate Card eligible for rebate. Rebates do not accrue on charges made within 90 days of first purchase on Card. American Express reserves right to modify or terminate the SaW program at any time without notice. Additional terms, conditions, and restrictions apply. Visit savingsatwork.com for details or consult with your Program Administrator. If you are a PA, call 888-AXP-4444 ( ) for eligibility and restrictions. All other rights reserved. 4 American Airlines Gift Card for Employees: Cardmembers will accrue an American Airlines Gift Card valued at $50 for every $5,000 of Eligible Charges incurred on the Card on or after May 1, 2010, provided that in addition to the Client company requirements described in Paragraph 2 above, the Cardmember has provided his/her address. Following satisfaction of this requirement, Gift Cards will be distributed quarterly through only. Cardmembers are limited to accruing up to $1,000 in Gift Cards in any calendar year. Cardmembers must go to americanexpress.com/register to review and confirm that the address listed is correct. Charges on BTA, CRBTA or ABA Accounts are not eligible to earn the Gift Card. Please refer to for the terms and conditions governing use of the Gift Card. Program is subject to change. To receive rebates, Business ExtrAA points and Savings at Work benefits, charges must be made to a qualifying Card account in good standing for the rebate qualification, accrual, and payment periods. Complete enrollment in the Business ExtrAA program inclusive of the Travel Manager AAdvantage number is required to be able to receive the rebates and benefits under the program described in paragraphs 1, 2 and 4 above. Accounts already on the American Express / Business ExtrAA Corporate Card on or before April 30, 2010 are excluded from this requirement with regard to this benefit they received in the past namely, rebate and Business ExtrAA points. American Airlines may amend, alter, or terminate the Business ExtrAA program in its sole discretion without notice. American Express, the American Express logo and Savings at Work are registered marks of American Express Corporation. American Airlines, Business ExtrAA, American Eagle, AmericanConnection, AAdvantage and Admirals Club are registered trademarks of American Airlines, Inc. American Eagle service is operated by American Eagle Airlines, Inc., or Executive Airlines, Inc., which are wholly owned by American Airlines' parent company. AmericanConnection service is operated by Chautauqua Airlines, Inc which is an unaffiliated independent contractor. 11

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