Use of the Corporate American Express Card
The card is issued to you for use on college business only. You are not to use it for personal expenses, even if you intend to reimburse the college.
The card is to be kept in a safe place by the holder. If the card is lost or stolen, please contact both American Express and the controller’s office.
American Express monthly billing statements are mailed directly to each cardholder at his/her campus address, not to the college in general. Therefore it is the responsibility of the cardholder to review his/her statement for accuracy as soon as it is received, and to submit it for payment promptly as described below. Please be aware that late payments will be reflected on your persona credit reports and could jeopardize your personal credit rating.
The monthly cut-off date for each statement is generally the 11th of the month.
Cardholders should expect to receive their statements in the mail within a week of the 11th of each month. Statements approved for payment should be submitted along with an approved personal expense report and account distribution summary to accounts payable by the 21st of each month to avoid late payment fees.
If a card is lost or stolen, the owner must notify Human Resources (x2315) immediately upon the discovery that it is missing. Human Resources will cancel the card and order a new one as soon as they are informed.
Procedures for Processing American Express Statements for Payment
Indicate on the statement next to each charge (or by reference in another area of the statement) the following:
- Budget account number and name to be charged
- Short explanation of the business purpose (required by IRS regulations
Complete the Personal Expense Report as follows:
- Fill in card number, date, cardholder name, department, date of statement and due date for payment of the statement
- Summarize charged by budget account number
- Total and sign the form; obtain approval of your department head or dean as appropriate
- Legibly print your name and the name of the department head or dean
Submit the statement and the request form to Charlotte Stephenson in accounts payable (controller’s office) for payment. To keep track of your American Express account, you may access your account on-line via americanexpress.com, by typing in your account number and a password which you can create.