American Express Corporate Purchasing Card. U.S. Program Administrator Guide

Transcription

1 American Express Corporate Purchasing Card U.S. Program Administrator Guide

2 Contents Quick Reference Information 4 Key Contact Information 5 Billing/Payment Information Program Administration 6 Roles & Responsibilities 10 Hierarchy 12 Controls 14 Card Types Tools and Reporting 18 Program Management 30 Financial Reconciliation 34 Reporting 38 Cardmember Manage Your Card Account (MYCA) 39 Encrypted Mail Tool 2

3 Program Growth Purchasing Card Best Practices 40 Sample Good Fit Commodities 46 Merchant Data and Acceptance 48 B2B Solution Suite 50 Communication Materials Sample Communication Letters 52 Sample Cardmember Documents 53 MCC Codes 56 Authorization Forms 68 Addenda Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied, printed or otherwise reproduced without the express written permission of American Express. The information contained in this document is subject to the confidentiality provisions set forth at the end of this document. Please refer to those provisions American Express Company. 3

4 Quick Reference Information KEY CONTACT INFORMATION Program Administrator Resources Purchasing Card Team Servicing / General Questions / Card Cancellations / Address Changes Billing / etc. American Work Help Desk / Inquire about Access / Navigation Questions Global Information Services (Reports) Enhanced Reporting Questions / Modify Reports / Add Recipients Corporate Account Reconciliation Help Desk / Navigation Questions / General Questions on CAR American Work Website Link On the left, input your User ID and Password and Work from the drop-down menu. American Express PA Webinars Monthly general webinars that cover various topics such as CAR Enhancements, CAR System Administrator Training, CAR User Work Program Management & Manage Your Card Account , opt. 2, , opt. 2, Cardmember Resources 24 Hour Customer Service Manage Your Card Account On-Line On the left, Cardmember inputs User ID/Password and chooses Cards Check Your Bill from drop-down menu. Account Management Resources In addition to the above, your American Express Representative will work with you to support you in managing your program, engage additional American Express resources as needed and may provide periodic account reviews of your program and opportunities for growth. 4

5 BILLING / PAYMENT INFORMATION ACH Transfers Banking Information American Express Travel Related Services Company Inc. Corporate Card CTX account C/O Mellon TR of New England NA Demand Deposit Account # Routing # Address Mellon TR of New England, NA 1 Boston PL Boston, MA NOTE: Please ensure your sender ID/load number or American Express account number is included in the 7th record addenda section of the ACH transfer. CCD+ format is required. Wire Transfers FedWires Banking Information American Express Travel Related Services Company Inc. C/O Chase Manhattan Bank Account Name American Express TRS TMS Depository Demand Deposit Account # Routing # Address Chase Manhattan Bank 1 Chase Manhattan Plaza New York, NY NOTE: Please ensure your sender ID/load number or American Express account number is included in the Originator Beneficiary Information (OBI) field of the wire transfer. Paper Checks Banking Information Overnight Delivery American Express CPC Remittance Processing 2975 West Corporate Lake Blvd Weston, FL Phone Banking Information Standard U.S. Mail American Express CPC Remittance Processing PO Box Weston, FL NOTE: Please ensure your sender ID/load number or American Express account number is included on the face of the check. 5

6 Program Administration These descriptions are designed to guide you in understanding how key individuals within your organization may need to be involved in your Purchasing Card program. Depending upon your internal structure, program size and goals, some roles (e.g., HR, Audit, etc.) may only participate in your program on an as needed basis. 6 ROLES & RESPONSIBILITIES Program Administrator Primary contact for Cardmember questions, etc. Cardmember training and communication Delegated authority authorizing American Express to process applications, perform profile changes, etc. Submit Cardmember applications to American Express (fax Work) Maintain Cardmember files Validate Grant of Authority Approval for approvers of new applications and limit changes Primary contact for American Express regarding applications, profile changes, transaction limits, etc. Manage supplier sign-up, endorsement and submission to American Express; maintain preferred supplier lists Cancel terminated employee cards Maintain electronic bulletin boards / intranet sites, etc. Perform regular program analysis (suppliers used, preferred suppliers, etc.) Secondary interface for specific supplier questions/issues Secondary interface for senior management / American Express Update / distribute program metrics CAR Administration (monthly reconciliation, add new users, etc.) Register report recipients Provide direction and coordinate with site coordinators on program management, changes, etc. Receive and file approved Cardmember statements and supporting documentation Perform random transaction audits to ensure policy compliance

7 Program Manager Program strategy, goals, policies & procedures Identify and approve additional uses for the card Stakeholder management Develop, track, and report program progress against goals (develops metrics) Develop program communication strategy (methodology, venue, frequency, etc.) Serve as or designates champion for special case applications Share CPC best practices CAR System Administrator Assign access to users above Cardmember level Train users on functionality Maintain card defaults, accounting data, mapping information and validation files if used Run exception report of transactions Lock cycle transactions Create output file Cardmember Complete Cardmember application/agreement and participates in training Adhere to policies and procedures when making Corporate Purchasing Card program purchases Ensure orders for goods and services are complete Keep packing slips/receipts for Monthly Activity Report review Contact supplier as soon as possible if there is an error Work with supplier to resolve problems in a timely manner (if possible, within 30 days) Reconcile Monthly Activity Report as stipulated in the Policies & Procedures Guide Relinquish Corporate Purchasing Card upon transfer to another department or employment termination Maintain all Corporate Purchasing Card documentation in preparation for any spot audit and according to Corporate Record Retention guidelines Cardmember Manager Identify /approve Cardmembers and authorize limit changes according to Grant of Authority approval rights Approve Cardmember monthly statement / transactions Address compliance issues with Cardmembers as per Company Policy & Procedures Ensure card is canceled when employee is transferred or leaves the company Ensure card is returned during exit interview for all terminated employees Forward returned activity reports and cards to the Program Administrator for appropriate records retention If holder of a Department Card, ensure all designees using the card receive Purchasing Card Program training 7

8 Program Administration Accounts Payable / Finance Perform accounting / finance analysis Complete monthly CAR upload to GL and American Express invoice reconciliation Perform CAR maintenance (validation tables, etc.) Ensure tax compliance / accrual Primary contact for accounting / tax issues; secondary contact for senior management / controllers / American Express Coordinate with Program Manager on accounting/ finance issues (i.e., raising capitalization limit, universal card limit changes) Human Resources Ensure procedures comply with HR regulations Represent employee concerns Facilitate development of employee sign-up materials Provide terminated employee report to Program Administrator 8 Purchasing Ensure supplier management endorsement of program Collaborate with Program Manager on program design Define target suppliers Develop buyer / supplier communication materials Participate in development of end user training / communication methods Review information collection / reporting process Market program to buyers / suppliers; train buyers Review supplier spend reports Own supplier cards Material Planning/Logistics Represent plant user community and participate in overall design of program Identify shipping / receiving issues Facilitate development of end users Internal Communication / Training Develop marketing / communications / training materials Budget Manager (Controller) Review Cardmember reallocations Assist Program Manager on program performance issues Review and sign activity / exception report for site Approve transaction / Cardmember limit changes Monitor and address compliance issues with Cardmember managers Perform minimum auditing requirements Enforce action for identified violation(s) Audit Staff / Internal Control Review controls / limits Define specific audit requirements for program Perform periodic Cardmember audits to ensure program compliance Information Services Determine source / method of obtaining data required by Team members; gather detailed purchasing data Develop CAR interface process Other system integration issues

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10 Program Administration HIERARCHY CONTROL ACCOUNT STRUCTURE AND FUNCTIONS American Express uses a vertical account structure to support both billing and reporting processes. Although your hierarchy is initially set up during implementation, it is a dynamic process and can be added to as you grow your program or acquire new companies. Your American Express Representative will assist in any hierarchy changes. Master Control Account (MCA) This is the highest level of your program. The MCA number is specific to your account and to the card platform (i.e., purchasing cards). It allows reports to be generated for ALL Purchasing cards issued under your program. Intermediate Remit Control Account (ICA Remit) This is typically the second level in the control account structure and is usually a Remittance level. If there are multiple remittance levels, each will usually be associated directly to the MCA level. However, multiple ICA Remits can be grouped together for reporting purposes. The name at this level is the person who will receive the bill. Lower Intermediate Control Accounts (ICA) This is a grouping used for purposes of reporting. ICAs can contain one or many ICAs and/or BCAs. Basic Control Accounts (BCAs) BCAs are a logical grouping of your Cardmembers BCAs are 15 digit account numbers assigned by American Express BCA have a Program Administrator s name and/or descriptor associated to it A BCA number is required for every card issuance 10

11 About BCAs Basic Control Accounts (BCA) advise American Express that the following requirements are to be followed during card issuance: 1. Hierarchy: Indicates where in the hierarchy the card is to be issued 2. Embossing: Indicates whether a Company name is to be included on the cards 3. Card Distribution: Central Card Distribution indicates whether new, replacement and/or renewal cards are to be sent directly to a Program Administrator (recipient name at the BCA level) for distribution. Direct Card Issuance indicates that new, replacement and/or renewal cards are sent directly to Cardmembers. 4. Reporting: In addition to high level reporting at the Master level or ICA level, reporting on spending of smaller groups can be accomplished by BCA Work reporting 5. Card Accounting Defaults: Cards can be associated with default accounting information (company, cost center, etc.). 6. Plastic or Non-Plastic Account Generation: Identifies whether a plastic card or only an account number is issued individual vs. supplier cards. NOTE: American Express does not offer fraud coverage on non-plastic or plastic accounts that do not have an individual s name on the account. 11

12 Program Administration CONTROLS Financial Controls All purchasing card types can have financial controls applied at the transaction and/or monthly limit. The transaction limit specifies the amount a Cardmember can purchase for each transaction. The monthly limit specifies the amount a Cardmember can spend for the entire billing cycle. Both limits can be changed either temporarily or permanently by the Program Administrator Work Program Management. Internal Controls Manager approval of permanent limit increases Manager review of monthly transactions/statement 12 Periodic audit reviews Monitoring of compliance to policy, procedures, and record retention Reconciliation of monthly statement Supplier Controls American Express provides you with the option of adding additional controls at the industry, supplier (Preferred Supplier List) or commodity level (MCC Code/Group List). The standard industry blocking offered by American Express allows you to block travel, accommodations, restaurants, oil/gas and/or car rental at the individual card level. It is fully managed Work Program Management. The supplier and commodity level options allow you to include (allow) or exclude (prohibit) purchases with only specified suppliers or commodities. Both of these options are managed by American Express Operations. To set up a Preferred Supplier List or MCC Code*/Group List, contact your Representative. After a list has been set up, the Program Administrator can make changes directly via the American Express Customer Service Team ( ). * See Addendum A MCC Code List

13 Requisition Purchase Order Fulfillment Goods Receipt (GR) Invoice Receipt (IR) Reconcile Pay on Order Pay on Ship Pay on Invoice Individual Card Supplier Card AP/Dept. Card Purchasing Cards can be used at point-of-sale or as a card/ account number. Plastic and non-plastic solutions can be used to simplify processes and add controls to different types of spend. 13

14 Program Administration CARD TYPES Individual Card Definition: A card issued to an individual for their use only and is coded to the user s specific default account information (i.e. cost center, business unit, company code, department, etc.). Usage Options: Cardmember uses card to pay for all designated purchases within the program guidelines and card spending limits. Cannot be used by any other person. Functionality: The Cardmember makes charges which are posted to their default account information that is coded to the card or other reconciliation process. Buyer Card Definition: A card issued to a Buyer or Commodity Manager for items purchased for others and charged to a department cost center other than their own. Usage Options: The Buyer or Commodity Manager can have one card for all suppliers or one card for each supplier and provide cost center or other required accounting information at the point-of-sale. Suppliers must be set up with level 2 or 3 capabilities in order to pass client specific data at the point of sale see section on Merchant Data and Acceptance Functionality: The Buyer or Commodity Manager makes purchases and the items procured are charged to the department cost center specified by the requisitioner. Accounts Payable Card Definition: A card issued to Accounts Payable for payment of approved invoices submitted by employees and charged to the approved cost center. Usage Options: The Accounts Payable card can be set up either as an individual card assigned to a specific employee in the A/P department or set up as a department card. The owner of the A/P card is responsible for reconciliation of the transactions. Functionality: The A/P Cardmember pays approved invoices and is responsible for reconciliation of the transactions. A/P Cards reduce the number of checks issued and new vendor set ups in the Vendor Master File. 14

15 Department Card Definition: A card which has a department cost center associated with it (hard coded) and is used to make purchases for the department. Usage Options: A member of the department owns the Department Card, uses the account to purchase for the entire department and is responsible for reconciliation of transactions. Multiple members of the department may have access to the account and use it to purchase for the department. Functionality: The requisitioner makes purchases on the Department Card account. If needed, the cost center and/or GL code may be provided at the point of sale or during reconciliation. Suppliers must be set up with level 2 or 3 capabilities in order to pass client specific data at the point of sale see section on Merchant Data and Acceptance. Project Card Definition: A card which has a project number or cost center associated with it (hard coded) and is used to make purchases for the project. Usage Options: A member of the project team owns the Project Card, uses the account to purchase for the entire project and is responsible for reconciliation of transactions. Only that project user, who s name is on the card, can use the account. Functionality: The requisitioner makes purchases on the Project Card account. If needed, the cost center and/or GL code may be provided at the point of sale or during reconciliation. Suppliers must be set up with level 2 or 3 capabilities in order to pass client specific data at the point of sale see section on Merchant Data and Acceptance Supplier Card Definition: A card which is restricted to and used with one supplier (i.e., charges attempted at any other establishment are declined). Usage Options: One person is responsible for reconciling all charges with the supplier. The account number resides at the supplier and multiple requesters make charges. Functionality: The requester asks the supplier to enter the appropriate accounting indicator in the Cardmember Reference Field at the point of sale. The information then appears on the American Express monthly bill, Cardmember report, and MIS reports. Each charge can then be posted to the correct cost center. Suppliers must be set up with level 2 or 3 capabilities in order to pass client specific data at the point of sale see section on Merchant Data and Acceptance (page 50). 15

16 Program Administration CARD TYPES: SUPPLIER CARDS Supplier cards are American Express Purchasing Card account numbers assigned to a specific supplier. No actual card is issued. It is a non-plastic account also referred to as a ghost account. Each client s supplier card implementations are unique. Your American Express Representative will work with you and your suppliers to design and implement an appropriate strategy for your program. How Is It Typically Used? A non-plastic BCA must be established in the hierarchy The Program Administrator submits an application for the supplier card Work Program Management and obtains account number immediately Program Administrator requests American Express (Implementation and/or Representative) to place a preferred supplier restriction on the account to include only the designated supplier The supplier is given the Corporate Purchasing Card account number, expiration date, and client data requirements. (Note: Supplier cards do not have actual expiration dates in the American Express system. The expiration date given to the supplier is usually a contract expiration date or other key date for the client. We suggest using a date 4 years out from the current month/year. The 4-digit security code is always 5555.) The order process with the supplier typically remains the same. Employees purchase from the supplier and provide relevant accounting code information. The supplier places the accounting code information in the Cardmember Reference Field (if they are equipped to provide Level 2 or 3 data). A designated person (usually a commodity manager) is responsible to reconcile all monthly transactions. 16

17 Client Strategy Used with strategic suppliers; facilitates 100% CPC usage with the supplier A MOPP (method of procurement and payment) shutdown should be implemented to ensure 100% of spend is captured and duplicate payments to suppliers are eliminated Transparent process for the employee Eliminates the need to issue individual cards for a particular commodity Implementation Approach Client works with American Express to process map ordering, reconciliation and payment processes with supplier card candidates Client defines data capture requirements (Cardmember reference field and 4x40 fields). Clients use the 17 character Cardmember reference field to capture either accounting, PO or requisitioner name. The 4x40 contains information about the specific transaction. Certain types of suppliers have agreed to use a predefined template of data for the 4x40 field. American Express works with client to research supplier capabilities and request POS upgrade if required American Express and client work directly with suppliers to implement supplier cards as payment vehicle and define ordering and data capture requirements. Please refer any questions about supplier cards to your American Express Representative 17

18 Tools & Reporting PROGRAM MANAGEMENT AMERICAN WORK American Work is an on-line suite of business tools that leverages the power of the Internet to help you manage your program, access reporting, and obtain billing and other information online. The Program Administrator (PA) is the primary user, but other individuals can be authorized to access the system, and can be restricted to different levels of access, particularly for reporting Work Program Management Functionality Apply for, Cancel, Suspend Cards View Charges Make Account Changes Status Tracking Apply for a Card - Program Administrator t (Manage online employee application process if access key process is established) Apply for Rush Cards (24-hour delivery) Review a Card application Receive instant account activation (Corporate Purchasing Card only) Cancel Cards (effective immediately; submit up to 20 transactions simultaneously; cancel from a list of inactive Cards) Suspend and reinstate suspended Cards Request Card replacement Access key maintenance View Cardmember charges for all accounts View hierarchy and perform transfers Adjust spending limits temporarily or permanently (Corporate Purchasing Card only, effective immediately) Update Cardmember personal information Change accounting information (submit up to 20 transactions simultaneously) Check the status of transactions submitted Search status tracking Designate a back-up Program Administrator to perform tasks within the system To register for an online workshop, visit 18

19 Applying for a Card Program Administrator Initiated Applications Log into American Work, access Online Program Management and select the Submit a Card Application, enter Cardmember information and click submit. The new card will be sent within 7 to 10 days. Card issuance can be expedited for next day issuance and overnight delivery a $10.00 Rush Card Fee will be charged to the Card. Cardmember Initiated Applications Setting up the online application process for your company is a simple process. Using the tools provided through Online Program Management (OPM), you only need to establish an Access Key (a system generated alphanumeric password) for each of your company's Basic Control Accounts (BCA). By providing the Access Key to the employee, they can go on the Internet, enter the Access Key and initiate the application process. This ultimately helps save you valuable time while simultaneously reducing data entry errors. The streamlined process is illustrated as follows: New Applicant Receives Access Key Visits Website com/corporateservices Completes and submits application online Program Administrator/ Approving Manager Receives notice from Work that new application was received Reviews application for completeness and adds information as required Submits to American Express online American Express Processes and makes credit decision on application Issues Card if approved Provides notification to applicant (via /us Mail) and to the PA (via Work) 19

20 Tools & Reporting Establishing the Online Application and Approval Routing Process Step 1: Create Access Key After logging into American Work, access Online Program Management and select the "Access Key Maintenance" option. On the next screen, enter the Basic Control Account (BCA) number to create an Access Key for that account. For security reasons, we suggest that you enter the maximum number of applicants allowed to apply under this BCA in the Application Limit field. Next, enter a beginning and end date for which the Access Key will be valid. Also, give it a "nickname" a short description to help you remember to which BCA it is linked. When you're done, click Create and the system will generate an Access Key. There can be only one active Access Key per BCA per Program Administrator. They are system generated and cannot be customized, but you can expire or change an Access Key at any time. 20 NOTE: The Access Key identifies to American Express the company, the responsible Program Administrator, the Basic Control Account, the specific Card product (Corporate Card or Corporate Purchasing Card) and the corresponding application to present to the employee. NOTE: You need to create a unique Access Key for each Basic Control Account that you administer

21 Step 2: Communicate the Access Key Although this process varies from company to company, we've listed three common ways Access Keys can be communicated to employees/applicants: The Program Administrator provides the Access Key directly to the employee/applicant via or phone; The Program Administrator creates a listing of Access Keys with associated departments on the company Intranet, with simple step by step instructions on how employee/applicants process their applications online, or The Program Administrator provides the Access Key to an Approving Manager (such as department managers or human resource representatives), who then provides this key to the employee/applicant via or phone. Since Access Keys essentially grant permission to apply for a Corporate Card and/or Corporate Purchasing Card, you need to decide the procedure and under what circumstances the Access Keys will be given to potential applicants. NOTE: No online Card application will be sent to American Express for processing unless it is approved by the Program Administrator via American Work. 21

22 Tools & Reporting Step 3: Set Up Approval Routing The Program Administrator may activate approval routing by going to the Access Key Maintenance section of Online Program Management and providing their address and the name, phone number, and address of the Approving Manager (if other than the Program Administrator). This is an optional step for those Program Administrators that may not know the Approving Manager s contact information. Program Administrators can select one of the options provided to have an automatic notification sent to the Approving Manager when an applicant submits a Card application. The options affect the verbiage of the only. In any selection, the applicant will be required to complete their approver information (even if the option is PA notification only). The following options are available: Response Required: This option informs Approving Managers that they are required to respond to the message with approval or denial before the PA can take any further action. Response Optional: This option notifies Approving Managers about the pending application, but does not require a response to the message. In the event that the Approving Manager does respond, the PA would take the appropriate action on the application. Advise Approver: This option advises Approving Managers of the pending application, but gives the PA ultimate authority to approve or deny the application. PA Only: This option sends an only to the PA and allows complete authority over the approval or denial of the application, but gives the PA the approver information that was required of the applicant. 22

23 Instant Account Activation of Corporate Purchasing Cards CPC Instant Account Activation gives Program Administrators the ability to immediately receive a Corporate Purchasing Card account number and expiration date so that the Cardmembers may begin using their new CPC Card numbers even faster. To use this functionality and receive an instantly activated account number, all you need to do is: Step 1: Submit a CPC Card application via Online Program Management using the Submit a Card Application PA-initiated functionality or review and approve an employee-initiated CPC application using the Review Card Applications functionality. Step 2: Click "Activate Now" on the confirmation screen after submitting the Card application. Average processing time is usually less than 40 seconds. The system will return the Corporate Purchasing Card Account Number and the Expiration Date and will be ready for use for phone, mail and online charges only. 23

24 Tools & Reporting Step 4: Encourage Employees to Apply Online After it has been determined that an employee should receive a Card (and therefore, receive an Access Key), they should be directed to apply online by visiting /applyforcard. The employee can enter the Access Key on the next screen. The employee will automatically be presented with the correct Corporate Purchasing Card application specific to your company. The applicant fills out the information as requested, enters their approver s address, name and phone number, and clicks the SUBMIT button when finished. If there's any important information missing, the system will prompt for corrections. 24 Step 5: Approve the Employee Applications Once the employee submits the application online, it is routed to the Program Administrator. At the same time, the is routed to the approving authority for review depending on how you set up the approval routing for your company. The Program Administrator is notified via when an employee submits an application for approval, and the notification you selected when setting up the approval routing process is automatically sent to the Approving Manager, if applicable, advising them to either approve or decline the applicant s Card request. Once the Approving Manager responds to the message and forwards an approval or denial of the application, the Program Administrator can review the application and process it as usual, approving or denying the application according to the Approving Manager s request. If the application is not approved, the Program Administrator will reject the application and Online Program Management will generate an message to the applicant, notifying the employee that his/her application has not been processed.

25 When you log into Online Program Management and select "Review Card Application", you will see the applications that are waiting for your review: You may also access applications pending review from the Status Tracking Overview screen (click on the highlighted number in the PA Review column). Click on the Tracking Number to take you directly to the application. Alternatively, you can search for the application in "Status Tracking Search" if you have more detailed information about the application, such as the applicant s name, application date, or tracking number. From here, the process is the same as if you were submitting the application on behalf of your employee only the application is already completed for you. Review it for any information you may need to add or change and make the same decisions that you would normally make before sending a Corporate Purchasing Card application. When your review is complete, click on SUBMIT to send the application to American Express for processing. If you decide an applicant should not receive a Card, choose a reason from the drop down list and click on DECLINE. In this case, the Status Tracking screen will indicate that you have declined the application. If the Program Administrator approves the application, the Corporate Purchasing Card will automatically be issued and mailed by American Express (allow 7-10 days for delivery). If the applicant has provided an address, they will receive a status update and approval notice via , followed by the actual Card via US mail. The Status Tracking Overview section of OPM can help you monitor the progression of Corporate Card and Corporate Purchasing applications throughout the entire process. NOTE: You still control your company's final decision on whether an employee is allowed to apply for a Corporate Purchasing Card. If you decide to decline an employee s application rather than sending it to American Express, you will need to explain it to them as you would today. 25

26 Tools & Reporting Canceling a Card Cancellation may be processed online through American Work. The online cancellation is immediate. 1. Click on "Cancel a Card" from the Online Program Management drop-down menu on the American Work Home Page. 2. Enter the Cardmember's account number into the designated area. 3. Click on "NEXT." 4. Confirm that you have selected the correct account to cancel by reviewing the Cardmember name that appears. 5. Select a reason for cancellation from the drop-down box. Choices include: "No longer needs Card' "Deceased" "No longer with Company" (default option) 6. Decide whether you wish to continue with the cancellation: 7. If you click on "CANCEL," you will return to Step Click on "SUBMIT," to go to step A confirmation page will appear with a tracking number. This number is one of several ways in which you can access the status of the transaction. 10.If you would like to perform this transaction again for a different account, enter the account number in the appropriate box at the bottom of the screen and click "NEXT." Up to 20 Cards at a time can be cancelled online through American Work 26

27 Changing Cardmember Limits/Restrictions Cardmember limits and/or restrictions may be processed online via American Work. The PA must authorize any such changes, as follows: 1. Click on "Purchasing Card Limits" from Work Online Program Management drop-down menu on the American Work Home Page. 2. Enter the Cardmember's account number into the designated area and select the type of limit (permanent or temporary) to be modified. 3. Click on "NEXT." 4. The current settings for Transaction Limit, Transaction Variance, Monthly Limit, Monthly Variance, PSL threshold Limit, and Preferred Supplier List ID will appear in the appropriate boxes. 5. If establishing or changing temporary limits, previous temporary settings for Transaction Limit, Monthly Limit and End Date will appear, if there are any. 6. Click in the appropriate box to edit/change the settings as desired. If establishing temporary limits, enter the End Date of the limit. The "End Date" is the last date the temporary limits will remain in effect before reverting to the original permanent limits. 7. At the bottom of the page, check the boxes in industry categories where Card usage should be blocked for that particular Cardmember. Restrictions can be changed temporarily as well. If you click on "RESET" all prior settings will clear. If you click on "CANCEL" you will return to Step 2. If you click on "SUBMIT" go to Step 8. A confirmation page will appear with a tracking number. This number is one of several ways in which you can access the status of the transaction. 8. If you would like to perform this transaction again for a different account, enter the account number in the appropriate box at the bottom of the screen, choose whether you wish to change permanent or temporary limits and then click "NEXT." Important: Limit changes become effective immediately. Permanent limit changes will overwrite any temporary limits that are currently in effect. 27

28 Tools & Reporting Changing a Cardmember s Address 1. Click on "Change a Cardmember's Address" from the Online Program Management dropdown menu on the American Work Home Page. 2. Enter the account number and click on "NEXT." 3. The current address and phone information will appear in the appropriate boxes. Edit any of the information as necessary: Click on "RESET" to clear all prior settings. Click on "SUBMIT" to go to Step 5. Click on "CANCEL" to return to Step A confirmation page will appear with a tracking number. This number is one of several ways in which you can access the status of the transaction. The change will be effective within 24 hours, but is usually completed in a much shorter period of time. 5. If you would like to perform this transaction again for a different account, enter the account number in the appropriate box at the bottom of the screen and click NEXT. 28

29 Integrated Program Management (IPM) Integrated Program Management or IPM is a secure, system to system communication between a Client s Human Resources information database (ERP) and American Work Online Program Management (OPM). The communication automates changes made in your ERP that trigger changes to your American Express Purchasing Card program. IPM reduces manual, labor-intensive processes through automation and allows you to view and monitor the status of new applications, cancellations and information changes in real time. Integrated Program Management (IPM) Lite IPM Lite offers clients a more simple solution to automate transaction processing for their Corporate Card or Corporate Purchasing Card program. This automated service allows clients to submit one-way transactions for Apply for Card, Cancel Card and Accounting Information Changes using a data file via a secured file transfer. All transactions processed can be monitored with Work Online Program Management product which allows the program administrator to verify the status of all transactions. Minimum Client Requirements In order to use American Express Integrated Program Management - Lite you will need an existing Corporate Program with American Express. In order to invoke an American Express Integrated Program Management Lite service you will need to do the following: Understand the file specifications provided by American Express Ability to develop a flat text data file in the layout specified by American Express Ability to establish a Secure File Transfer (SFT) connection in test and production environments Select a SFT protocol and configure client software with the ability to setup transmission schedule, configure ports and firewall, and setup file transmissions parameters 29

30 Tools & Reporting FINANCIAL RECONCILIATION 30 Purchasing Cards instantly streamline accounts payable through the elimination of invoices and checks, and make purchasing and payments easier across all commodities. To ensure that data capture and financial reconciliation are just as seamless, American Express offers several options for reconciling transactions Corporate Account Reconciliation (CAR) or daily/monthly data files. American Work Corporate Account Reconciliation (CAR) Using the American Work Corporate Account Reconciliation (CAR) tool, clients can efficiently manage the accounting allocation and reconciliation process, automatically integrate all their spend data into their company s back-end financial systems, and gain visibility for different types of spend, including CPC, Corporate Meeting Card, CDEP, Corporate Card, or BTA. Maximize Control Multiple levels of access. CAR enables several levels of access to support an organization s compliance and oversight needs. For example, access can be set up for Cardmembers to view transactional charge information (including enhanced data supplied by Level 2 and Level 3 merchants), add project IDs for budget tracking and specialized reporting, edit accounting allocations, split transaction allocations by percentage or specific dollar amounts, and add comments to enrich transaction detail. Cardmember managers, program/system administrators, or cost center/commodity managers based on G/L codes can manage and monitor the approval process, download data by cost center or project, and run reports. Transaction review/approvals. CAR enables four levels of transaction and billing cycle review/approvals to ensure Cardmembers have reviewed charges, and managers/cost center managers have authorized spending. Robust reporting. Obtain detailed and summary CAR Reports via American Work Customized Reporting (

31 Program Administrators can manage accounting information, users, and role permissions 24/7 31

32 Tools & Reporting Benefit Employees Increase individual user accountability. Transactions are posted daily, so Cardmembers, managers or administrators /auditors can view, validate, add comments, review/ approve*, and reallocate charges daily or whenever is convenient, 24/7. Administrators can set up triggered notifications to all registered users based on permissions. Reallocate charges faster. Users can access the Mass Reallocation function to change cost center coding and other accounting information on multiple transactions. Drive Savings Easy implementation. CAR is a global, web-based reconciliation tool, which enables remote implementation at every site, regardless of ERP/financial or other back office systems. This solution can help save money and eliminate the need to travel to each physical location for installations and upgrades. There are no software installations and no need to manage upgrades. Custom integration. Our Global Technical Enablement Consultants (gtec) will work with clients to analyze their business needs and set up their accounting codes and business rules. They can also create ERP interface files using our patented Interface File Builder, reducing clients IT programming time and cost. Robust data. Because American Express operates a single network with direct relationships with suppliers, our data helps improve accuracy and reliability. Advanced mapping options and end user access improve accuracy and reduce the time it takes to reconcile charges. Finance will instantly benefit from efficient data management, as CAR eliminates the need for manual data entry of transactional information and approvals into the accounts payable system. At the same time, it adds the ability to view and modify information by any accounting field, including cost center, in addition to standard Card information. This helps avoid time consuming and tedious journal entries after close. Leverages the enhanced data added by users during the review/approval process and automatic tax estimations for record keeping. * Note: Approving transactions is an optional feature that can be turned on or off at each site. Clients must pay their entire balance regardless of whether a transaction was approved. 32

33 Data Files Depending upon your Finance and IT requirements, you may elect to receive a monthly or daily data file with default accounting information (KR 1022, KR1025 or KR1075 files). Clients use these files to upload transaction information to their financial system to create journal entries in connection with payment of the consolidated invoice or to an existing reconciliation module of their financial system. The method of transmitting data files is established between the client s IT department and the American Express Electronic Transmissions Team. The types of files transmitted are standard data files that are received by the client s IT department and uploaded into the financial system and/or other internal reporting tool (i.e., data warehouse) using client-defined protocols. The KR1022 is the monthly file of billed transactions. The KR1025 and the KR1075 are daily files of unbilled transactions. However, the KR1075 file provides any line item detail provided by a supplier (see Section on Merchant Data and Acceptance for differences in supplier data capture). 33

34 Tools & Reporting REPORTING Work is a 34 suite of intuitively designed, must-have reports that provide you with a single source for Management Information about your program. Once you are enrolled in Work you will automatically receive a standard set of reports and can opt to receive additional reports. Work The Essential Report Package is a simple turnkey group of reports that will help you to manage cards easily, monitor compliance effectively, and analyze company spending to identify savings opportunities. For more robust information needs, you can also opt into any of the Supplemental reports. Data is compiled from across your Card program and delivered monthly on American Work. The reports are available in two convenient formats: PDF that is pre-formatted in a simple layout XLS that enables you to easily filter, sort and manipulate your data for analysis

35 The Purchasing Card reports in the Essential Reporting Package are: Cardmember Listing Cardmember Activity Sales Tax Report Spending by Vendor Tax ID Industry Spending The Supplemental Reports are: Supplier Diversity Declined Transactions 35

36 Tools & Work Customized Reporting Customized Reporting is a fully interactive web-based reporting solution that gives you the power to review and manipulate your Card data. The user friendly interface consists of these key components: One Report List Access your reports from one place Simple Report Builder Search for report templates, view sample reports, and customize with ease Powerful Report Viewer Advanced but easy-to-use functionality to manipulate your data Convenient Report Scheduler Schedule reports to run daily, weekly or monthly 36

37 @ Work Customized Reporting allows you to save reports that you have customized and even share them with other users in your company. There are a number of report templates that focus solely on Purchasing Card spend and controls, including the following: Approaching Limits Monitor compliance by anticipating charges that could be declined due to Cardmembers approaching their limits. Corporate Purchasing Card Declined Transactions Monitor compliance by reviewing declined transaction information for all types of declines. Listing of Cardmembers on MCC or Preferred Supplier Lists Manage cards reviewing both Merchant Category Code (MCC) Block lists and Preferred Supplier lists. The report provides the Cardmembers associated with these lists. Listing of Codes or Suppliers on MCC or Preferred Supplier Lists Manage cards by reviewing Merchant Category Code (MCC) Block lists and Preferred Supplier lists. Transactions by Supplier with Line Item Detail (LID) Monitor compliance by reviewing the line item detail provided by enhanced suppliers. 37

38 Tools & Reporting CARDMEMBER MANAGE YOUR CARD ACCOUNT By enrolling in Manage Your Card Account (MYCA) from American Express, Cardmembers can view current and past statements and much more. This service is free and secure, and takes just a few seconds for Cardmembers to enroll. Your company can realize potential cost savings and maximize control over your Card program by using MYCA. 38 With 24/7 online access to account information and billing statements, your Cardmembers can save time and help streamline the expense reconciliation process for your company. MYCA features include the following Access account information 24 hours a day, 7 days a week View statement activity and details Track unbilled, billed and previously billed activity for the past twenty-four months Request billing statements dating back to October of 2004 Review spending limit, balance and open-to-buy amount Update Cardmember profiles (address, , phone number, etc.) Set up account alerts, delivered via text or , such as Statement Ready Initiate charge inquiries and disputes View USD equivalents of foreign currency transactions Manage Your Card Account Resources & Registration Take a tour of online account management options at Call the Help Desk at AXP-1234 for questions on MYCA. Activate New Card & Enroll in MYCA by visiting: Enroll in MYCA only by visiting: For more information, contact your American Express representative to attend an online workshop or visit

39 ENCRYPTED MAIL TOOL What is American Express Encrypted Tool? The American Express Encrypted Tool employs proven encryption technologies to provide strong security to sensitive communications. American Express uses the Encrypted Tool when sending sensitive data to external customers. The Encrypted Tool helps to achieve and maintain regulatory compliance and enforce proven practices protection. It effectively mitigates the risk of security breaches by providing end-to-end security for and mobile messaging. How is American Express Encrypted Tool used at American Express? Currently, the Encrypted Tool is used by a number of users within different Business Units for sending secure communication to external recipients. The Encrypted Tool is the preferred method for sending s to external recipients who do not manage their own gateway or transfer a low volume of s. What are the benefits of American Express Encrypted Tool? No Additional Software: No special end user software is required for encryption or decryption. Maximum Security: Employs proven encryption technologies to keep communications protected. Compliance: Supports compliance with ediscovery and other security requirements (e.g. virus scan, DLP). Easy to Administer: Eliminates the need to store encryption keys. 39