Q: What is an American Express travel card and why would I want a card?

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1 Travel Card: FAQ Q: What is an American Express travel card and why would I want a card? A: A travel card is basically a "credit card" that can be used to purchase business travel, business meal and business entertainment related goods and services. The cardholder will obtain reimbursement for the approved, university related travel and entertainment expenses. When using the AMEX Travel Card the cardholder is automatically covered by insurance for Travel Accident, Baggage Delay/Loss, Hotel/Motel Burglary, Car Rental Theft and Damage. Of particular benefit is the fact that the use of the AMEX Travel Card does not commit the credit of the individual in other words, your personal credit will not be affected by business related expenses. Because the transactions are automatically loaded into the expense system, reimbursement is much faster. Q: Who is eligible to obtain an AMEX Travel Card? A: The Travel Card is available to full-time employees or term employees with a contract of at least 3 years, upon approval of a person that is at least one administrative level higher than the claimant. Applicants should be regular users of travel or business entertainment as there is a $50 fee if the card remains inactive for a period of 13 months. Q: I already have a Purchasing Card, why should I get a Travel Card? A: The Purchasing Card cannot be used to purchase travel, business meal and business entertainment related goods and services. Q: How do I apply for the Travel Card?

2 A: Complete a Travel Card application form (link) or get a paper copy from the Purchasing and Payment Unit of Financial Services. Obtain the approval of the person with budget authority who is one or more administrative levels higher. Submit the approved form to the Travel Card Administrator in Purchasing and Payment, Financial Services. The Ryerson AMEX corporate Travel Card is to be used for business purposes only. Q: What training sessions are offered? A: Training will be offered in a number of forms: classroom, online or one-on-one help. Users will reconcile their expense transactions using Oracle s Internet Expense Module. This is a web-based tool for submitting expenses in addition to the training already specified a training manual will be made available to each person receiving a card. Q: Are there any restrictions on the Travel Card? A: The Travel Card can be used for all travel or business entertainment related purchases. The Travel Card is not designed for the purchase of local incidental goods or services, such as office supplies. Please use your Purchasing Card for these transactions. Q: Who handles any administrative issues/questions that I may have with regards to the Travel Card? A: The Travel Card Administrator in the Financial Services Unit is your contact for all Travel card administrative issues/questions. The administrator can be reached at cards@gw .ryerson.ca or by calling Q: How do I get reimbursed for the eligible purchases on my card?

3 A: The claimant will be reimbursed by cheque distributed through internal mail within 7 working days of receipt of expense claims. Q: What happens if I lose my receipt? A: Properly approved claims will be honored even if receipts are missing. Individuals should include in their receipts package a duly signed and approved Lost Receipts form. Repeated lost receipts may result in sanctions and could eventually lead to having your card revoked. Q: Do I have to use iexpense if I have the travel card? A: Yes, the only method for receiving reimbursement for travel expenses will be through i-expense, an electronic payment approval technology. Travel Card transactions on your AMEX card are automatically loaded into iexpense interface so that completion of the expense statement can be done quickly. Approval of expenses is also done electronically. Q: What is the grace period for the travel card? A: Cardholders have 45 days from the statement date to pay their bill. Bills can be paid electronically through the AMEX website at Q: Does Ryerson have a policy pertaining to the Rewards Points that can be accrued on the Travel Card? A: There is no policy pertaining to the use of Rewards Points. Cardholders have the option of paying a fee to obtain Rewards Points. The annual fee for Membership Rewards is $99. This fee cannot be expensed to Ryerson. If a cardholder has their own personal AMEX card on which they accumulate

4 Rewards Points, the Reward Points earned on your Ryerson AMEX card can be accumulated against a cardholder s personal AMEX card Reward Points account. Please see (link) for a Corporate Card Comparison Chart. Q: What benefits do I receive as an AMEX cardholder? A: Your travel card benefits are as follows LINK. Q: How are my purchases approved? A: Expenses are submitted and approved through iexpense. All expenses are forwarded to the individual identified as your supervisor in Oracle Financials (OGF) and will continue up the supervisor hierarchy as required until it is approved by an appropriate individual who has the authority and dollar approval limit to do so. Q: What if I have a dispute or there are incorrect charges on my card? A: Please contact AMEX at AMEX. If you need further assistance please call your Travel Card Administrator at Q: What do I do with my receipts? A: On submission of your expense statement through iexpense, receipts must be faxed into Oracle Financials within 48 hours of submitting your expense statement. Your statement will not be forwarded for approval to your supervisor until the faxed receipts are received by the system and matched to your expense submission. In addition, you are required to submit all original receipts to the Purchasing and Payment unit of Financial Services after faxing them. An audit will be conducted to ensure that originals are received. Failure to submit original receipts may result in the forfeiture of your card.

5 Q: Are Cash Advances allowed? A: Yes, they are allowed, as you may need one when on business and away from home. If you take a cash advance, it goes on your bill like any other charge and you pay the bill. You will obviously use that money to buy something for the trip (perhaps taxis, supper, etc.); when you file your expense claim you include supper and the taxis on the claim, NOT the cash advance. Q: Is there online servicing available? A: American Express offers My Account, which offers 24/7 online access to Corporate Card account information and billing statements. By registering in My Account, you can review and reconcile your expenses right from your computer, without having to wait for a paper statement to arrive. My Account provides online access to statements, automates account information changes, and supports the ability to build an online expense report, directly from the last billing statement, or even from unbilled charges. My Account s Standard Expense Report feature allows you to easily complete and reconcile an expense report online, resulting in faster expense management from start to finish. My Account allows you to proactively reconcile monthly account activity. You can also receive an electronic alert to advise you when your statement is ready for viewing. You can register by visiting and following the on-screen instructions to create a User ID and password. (You will need to have your card or card account number with you). Q: My card is expiring, how do I get my renewal card?

6 A: There is an automatic expiry of cards after 3 years. Your AMEX Travel Card will be automatically reviewed unless other wise requested. Your Travel Card Administrator will call you to pick up your new card. Q: What if my card is lost or stolen? A: You must contact AMEX immediately upon discovery or or the local AMEX travel service office in the country you are in. Once back in the office please immediately complete a Travel Card Close form to notify the Travel Card Administrator. Q: How do I cancel my travel card? A: If the cancellation is not an emergency (see Lost or Stolen Cards above) please complete the Purchasing/Travel Card Close Form.