AMERICAN EXPRESS CARD

WHAT IS THE PURPOSE OF THE AMERICAN EXPRESS CORPORATE CARD?

The card is to be used for Columbia University travel expenses. It should be used to charge all airline tickets, hotel bills, meals, car rentals and other University travel-related expenses whenever possible. The card has no annual fee.

HOW DO I OBTAIN A CORPORATE CHARGE CARD?

A full-time officer may obtain an application from our Accounts Payable website or contact Vivian Polanco at 854-3921 to request an application. After receiving credit approval, American Express will issue a card. The card will be mailed to the applicant’s home or billing address ten days after the application has been approved.

WHAT PROCESS DO I FOLLOW TO RECEIVE REIMBURSEMENT?

For all reimbursements for business travel you will need to submit a Travel & Business Expense Report, approved by a DAF, immediately after completion of the business trip. Airline tickets purchased at least one month preceding a business trip may be submitted for reimbursement before your trip. You will need to include a copy of the airline ticket or train ticket, for all cases, with your Expense Report. For business meals, please indicate the purpose and the names of the attendees on the Expense Report. If you submit the Expense Report immediately after each business trip, if the Expense Report is properly filled out, and if all the required documentation is included, it is expected that you will be reimbursed before payment of your American Express bill is due.

IS A COPY OF THE EXPLANATION OF CHARGES ON MY AMERICAN EXPRESS BILL SUFFICIENT DOCUMENTATION TO SUBMIT TO ACCOUNTS PAYABLE?

NO, you must continue to document your expenditures in accordance with the existing procedures to demonstrate that they are University business expenses.

DOES THIS MEAN I AM RESPONSIBLE FOR SETTLING MY PAYMENT WITH AMERICAN EXPRESS?

YES, you will be billed directly at your billing address for these charges and you will be required to forward payment directly to American Express within thirty (30) days.

WHAT IF I DON'T PAY ON TIME? WHO PAYS THE LATE CHARGES?

All accounts, which are 60 days-past due, will be subject to review by American Express for possible revocation of charge privileges based on prior payment history. Late charges will be payable by the individual and will not be reimbursed by Columbia University.

CAN I USE THIS CARD FOR PERSONAL CHARGES?

The card is to be used for University Travel and related Expenses only. If personal expenses are charged on the card, the charges must not be submitted for reimbursement. The Office of the Treasurer & Controller will be receiving reports from American Express on all charges made to the Corporate Card.

ARE SUPPLEMENTAL CARDS AVAILABLE FOR A SPOUSE OR OTHER FAMILY MEMBERS?

No, this program is intended solely for Columbia University officers, earning at least $20,000.00, who incur business expenses on behalf of the university.

WHAT IF I HAVE A DISPUTED CHARGE ON MY MONTHLY STATEMENT?

Resolution of disputed charges is the responsibility of the individual. American Express Company provides you with a toll free number (1800 528 2122), which you should call in the event of disputed billing or other customer service issues.

WHAT IF MY AMERICAN EXPRESS CARD IS LOST OR STOLEN?

Notify American Express immediately by calling (-800-528-2122). A replacement card will be forwarded to your billing address. If necessary, a replacement card can usually be provided by the next business day. You will not be liable for charges arising from any unauthorized use of the corporate card, if you notify American Express immediately.

WHO SHOULD I CONTACT IN THE CONTROLLER'S OFFICE?

If you have any questions regarding the corporate charge card please call Vivian Polanco at 212-854-3921.

WHERE DO I SEND COMPLETED APPLICATIONS?

Send completed applications to:

Corporate Card Program Administrator
Accounts Payable
1700 Broadway, 11th Fl
New York, NY 10019
CONFIDENTIAL