AMERICAN EXPRESS
Travel & Entertainment Corporate Card

POLICIES AND PROCEDURES

January 2008
TABLE OF CONTENTS

I. Travel & Entertainment (T&E) Corporate Card
A. Program Overview
B. Statement of Benefits
C. Eligibility for the Card Program

II. Procedures for the T&E Corporate Card Program
A. Card Request Procedures
B. Spending Limits
C. Card Activation and Authorized Cardholder Usage
D. General Terms and Conditions for Use
E. Dispute Procedures
F. Change of Name or Billing Address
G. Lost or Stolen Cards
H. Card Renewal

III. Roles & Responsibilities
A. Cardholder Responsibilities
B. Business Manager/Department Head Responsibilities

IV. Expense Reimbursements Procedures Overview

V. Appendices
A. Sample Cardholder Agreement Form
B . Appropriate Spend Categories
C . Key Contacts
D . Do and Don’t Tips
E . E-TERV Amex Card Tips
F . Travel Receipt and Documentation Requirements

I. Travel & Entertainment (T&E) Corporate Card

A. Program Overview
The American Express (Amex) Travel & Entertainment (T&E) Card is a University sponsored charge card offered only to eligible employees of Saint Louis University. The Card is used exclusively for approved business travel expenses or business entertainment expenses. The Amex T&E Corporate Card program is designed to reduce the necessity for employees to incur business related charges on a personal credit card, and eliminate the processing time and waiting period for a reimbursement check to cover charges for business related expenses.

The University will remit payment directly to American Express for all approved reimbursable business expenses placed on the cards issued to our employees. In return, employees entrusted with carrying a University sponsored Amex T&E Corporate Card are responsible to ensure all expenses are cleared each month. All reimbursable business related expenses must be cleared by submitting an expense report. Cardholders are responsible to pay all non-reimbursable charges directly to American Express.

Note: Participation in the University sponsored Amex T&E Corporate Card program is optional.
Use of the Amex T&E Corporate Card will eventually replace virtually all other travel advances, and prepayments related to travel. It is therefore important to note, these payment options are being phased out and will not be available regardless of whether one selects the Amex T&E Corporate Card.

B. Statement of Benefits
Overall advantages
• The University pays American Express directly for all approved business related expenses on the Card
• Can be used anywhere that accepts American Express, providing flexibility to the user
• Consolidated Spend data to enhance vendor negotiations
• Payment processing time reduced

Advantages to the cardholder
• No need to incur charges on your personal credit card or advance money out of pocket for business travel & entertainment expenses
• Cardholder can view account activity (charges & payments) online at any time

C. Eligibility for the Card Program
In general, participation in the Amex T&E Corporate Card program is optional and designed for employees who travel on University business, and/or entertain on behalf of the University. Approval from your Department Head is required to obtain a University sponsored Amex T&E Corporate Card.

Specifically, those individuals or department administrators who spend a minimum of $1,000.00 per fiscal year in either (or both) of the Travel & Entertainment Expense categories, and who typically submit expense reimbursement statements at least twice per fiscal year are encouraged to participate in the program.

II. Procedures for the T&E Corporate Card Program

A. Card Request Procedures
Requests for Amex T&E Corporate Cards are made by Business Managers or Department Heads on behalf of an employee based on the employees’ business need for the card.

1) Initial University-wide Implementation
During initial implementation, cards will be rolled out by unit and issued to all individuals identified with a business need for the card within the department/division.
The Business Managers will:
• Send an email to the Program Administrator (PA) with the employees' names, e-mail addresses and limit information (if different from the SLU defaults of $3,000 monthly with $1,000 retail).
• The PA will send an e-mail to the employees with instructions on how to apply online. The PA will conduct one group distribution meeting for the group. Future cards will be distributed by the Business Manager.

2) Post Implementation and New Hires/Additions
Business Managers or Department Heads should e-mail a request to the PA with the employees name, e-mail address and limit information.

B. Spending Limits
The standard pre-set spending limit will be $3,000.00 per month. This amount includes a $1,000.00 retail limit for purchases while in travel status. (The retail limit is set at this higher limit because some conference fees are processed as a retail charge.)

Some Cardholders may require a higher or lower limit than the standard due to their business need. Department managers may request a higher limit on behalf of Cardholders with a justified need.

C. Card Activation and Authorized Cardholder Usage
1) The Amex T&E Corporate Card is solely intended for use by Saint Louis University employees who have travel and/or entertainment business expenses. The Amex T&E Corporate Card is issued in the name of the authorized employee. The Amex T&E Corporate Card may only be signed by and carried by the employee identified on the card. The Cardholder may not release or authorize the use of their card by any other individual.

2) For security reasons, the Amex T&E Corporate Card is issued inactive. Affixed on the card will be a label with card activation procedures. Only the employee whose name appears on the Card is authorized to activate it. By activating and signing the card, the employee agrees to participate in the Amex T&E Corporate Card program and assumes responsibility in accordance with program guidelines. Failure to abide by these terms may be viewed as grounds for disciplinary action up to and including dismissal.

D. General Terms and Conditions for Use
1) Amex T&E Corporate Cardholder accounts may be subject to periodic internal control reviews and audits designed to protect the interests of the University. By accepting the Amex T&E Corporate Card, the cardholder agrees to comply with these reviews and audits.
2) Policies and procedures related to the Amex T&E Corporate Card program may be updated or changed at any time. The cardholder agrees to and will be responsible for the execution of any program changes.
3) The Cardholder agrees to surrender and cease use of the Amex T&E Corporate Card upon termination of employment whether for retirement, voluntary separation, resignation or dismissal. If the employee ceases to travel, or incur business entertainment expenses frequently, the Amex T&E Corporate Card PA may request that the card be returned and cancelled. The cardholder may also be asked to surrender the Amex T&E Corporate Card at any time deemed necessary by University management.
4) Misuse or fraudulent use of the card may result in card suspension, card revocation, disciplinary action, employment termination and/or legal action.
5) Delinquency fees are not reimbursable and will not be paid by the University.
6) The Cardholder is responsible to remit payment directly to American Express for any unapproved or non-reimbursable expenses placed on the Card.
7) University Policy does not allow the use of the Amex T&E Corporate Card for personal use. Exceptions may apply in instances such as non-reimbursable hotel incidentals, which cannot be split from the original hotel bill. However, the Cardholder should not submit the personal expense item(s) through the University for payment.

E. Dispute Procedures
While reviewing the activity statement, the cardholder may identify purchases that appear to be billed in error. It is the responsibility of the cardholder to resolve any discrepancies on the activity statement.

The cardholder should contact American Express Customer Service at 1 (800) 528-2122 to report the dispute. All disputes must be submitted to American Express within 60 days of the activity statement date. American Express Customer Service will resolve the dispute within the next 90 days. American Express Customer Service will place any item in dispute in suspense and issue a temporary credit on the cardholder’s activity statement. An item in suspense is not subject to any delinquency charge and is excluded from the total payment due amount until the dispute is resolved.

F. Change of Name or Billing Address
The cardholder can contact American Express directly at 1-800-528-2122 or register their card on-line to view statements and make updates via the American Express web site.

G. Lost or Stolen Cards
In the event of a lost, stolen or compromised card, the cardholder must immediately contact American Express Customer Service at 1 (800) 528-2122. The cardholder's account will immediately be closed and a replacement card will be delivered within 24 hours.

Use of a personal credit card during this replacement period will be accepted.

In addition to contacting American Express Customer Service, the cardholder is responsible for notifying the Amex T&E Corporate Card PA. Failure to promptly notify American Express or the University Corporate Card PA, within 48 hours of the Cardholder being aware of a lost, stolen or compromised Card may result in the employee being responsible for charges to the card.

H. Card Renewal
The Amex T&E Corporate Card has an expiration date four years from date of issuance. The Cardholder will be issued a new card prior to that expiration.

III. Roles and Responsibilities

A. Employee/Cardholder Roles and Responsibilities include, but are not limited to:
• The Cardholder will use the Amex T&E Corporate Card for business travel and entertainment expenditures only. Non T&E related charges may be denied or significantly delay reimbursement.
• The Cardholder will use the Card within the policies and procedures outlined herein and within the University Travel and Entertainment Policy
• The Amex T&E Corporate Card will be issued in the name of the employee but is the property of the University.
• By accepting the Card, the employee assumes responsibility for the Card and will be accountable for all charges made with the Card.
• The Cardholder will not transfer the Card to anyone else. The Card may not be used by anyone other than the cardholder.
• The Cardholder must maintain the Amex T&E Corporate Card with the highest level of security. If the card is lost or stolen, or if the cardholder suspects the card or account number has been compromised, the Cardholder agrees to immediately notify American Express Customer Service hotline at 800-528-2122 and the Corporate Card PA.
• The Cardholder will submit timely expense reports. Expense reports must be filed and submitted to the cardholder’s approver in sufficient time for the approver to submit the report to the appropriate commitment office (Financial Services or Medical Center Finance Office) within seven days after the trip is completed or by the 7th day of the month in which they are due.
• The Cardholder will prepare an expense report to clear all reimbursable card charges paid by the University, as well as to request reimbursement for out of pocket expenses from the University.
• The Cardholder should not remit payment directly to American Express for approved and reimbursable business related T&E expenses. These are paid directly to Amex by the University.

B. Department Head/Business Manager’s Roles and Responsibilities include, but are not limited to:
• Understanding the T&E Corporate Card policy and procedures
• Enrolling employees with a business need in the program
• Ensuring the Cardholders are using the Card within policies and procedures outlined herein and within the University Travel and Entertainment Policy
• Determining the spending limit for the Cardholder based on their business need
• Establishing and communicating any necessary departmental guidelines or procedures
• Collecting and destroying cards from employees separated from the University/department, and notifying American Express and the PA.

IV. Expense Reimbursement Procedures Overview
On a monthly basis, the cardholder will receive a statement listing all activity associated with the
Card. This activity will include purchases and credits made during the reporting period. Cardholder
Reconciliation procedures include:
• Review all transactions listed on the activity statement and identify and highlight any discrepancies. Contact American Express directly to resolve discrepancies (see Section II E- Dispute Procedures).
• Submit an expense report at the end of each trip (within 7 days after the trip is completed) and at least monthly for Business & Entertainment expenses (by the 7th day of the month due).
• All reimbursable T&E charges appearing on the activity statement must be submitted for approval to the appropriate commitment office (Financial Services Medical Center Finance Office) by the 7th day of the month after your billing cycle.
• Include in your expense reports both T&E card charges to be remitted to Amex by the University, as well as any out of pocket T&E items for which you are due reimbursement.

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Appendix A

Agreement for Use of Saint Louis University American Express Corporate Travel & Entertainment Card

The undersigned Employee (the “Employee”) of Saint Louis University has requested an American Express Corporate Card. By signing below, the Employee acknowledges that he/she has read and fully agrees to the following terms governing use of the American Express Corporate Travel & Entertainment (T&E) Card:

1. All charges incurred (including any delinquency or late charges) are the responsibility of the Employee. The Employee is responsible for submitting all business charges for settlement each month or end of business trip whichever occurs first. The University will be responsible for making payment to American Express for all "approved" business expenses charged on the Corporate Card and will reimburse Employee for any remaining "approved" business expenses for out-of pocket payments. In addition, the Employee agrees that if the University pays any amounts owed by the Employee to American Express, the Employee will immediately reimburse the University for any such amounts. Employee hereby authorizes the University to make deductions from the Employee's paycheck or paychecks to recover such amounts determined by the University to be unapproved business expenses. This provision shall survive termination of this agreement and the Employees employment with the University. Employee agrees to pay any and all costs (including court costs and attorney fees) incurred by the University to collect any sums due to American Express.

2. Employees should use the American Express Corporate T&E Card for all approved travel and entertainment business expenses (including hotel, car, conference fees, meals, ground transportation, and other approved business expenses where possible).

3. The Employee understands and agrees that the American Express Corporate Card must be used solely for business purposes. The card may not be used to make personal purchases. The Employee further agrees that he or she will pay any outstanding balance on his or her account to the extent such expenditures are deemed unallowable in accordance with the University Travel Policy. If at any time the Employee no longer requires the use of the card for corporate travel purposes, the Employee shall immediately return the card to his or her manager for cancellation.

4. The Employee understands and agrees that American Express may conduct a credit check prior to issuing a card in the Employee's name, and that credit may be denied the Employee or the credit available to the Employee may be limited based upon the Employee's credit history.

5. The Employee will immediately report a lost or stolen card to American Express and to the Saint Louis University PA.

6. The Employee acknowledges that American Express will provide payment history and charge statements to the University. The Employee agrees that statements of the Employee's account may be disclosed to and reviewed by the Employee's manager and other management personnel as deemed necessary and appropriate by the University, and the Employee waives and releases the University from any claims related to such disclosure and review, including without limitation claims for invasion of privacy.

7. The Employee understands that noncompliance with any of the foregoing or the University’s travel policies may result in the cancellation of the Employee’s American Express Corporate Card, and may subject the Employee to other disciplinary action. Such disciplinary action shall be governed by the terms of the Faculty Manual (if faculty), the Staff Handbook (if staff), or other University policies promulgated from time to time.

8. If the Employee leaves his or her employment for any reason, the Employee agrees to cut the card in half and to immediately return it to his or her manager prior to departure. The Employee further agrees that he or she will submit a final expense report and pay, prior to Employee's departure, any outstanding balance on his or her account for any expenditures deemed unallowable in accordance with the University Travel Policy prior to Employee departure.

_____________________________
I have read, understand and agree to the above terms and conditions for the use of the University-sponsored American Express Corporate Card. Please complete and sign the following.

Employee Name: ______________________Employee ID: ____________________

Employee Signature:____________________ Date: __________________________

Department Name:_____________________ Department Number: ______________

_____________________________________________________________________

Appendix B

Appropriate Spend Categories - Corporate T&E Card
Cost Item or Spend Category*	Can the T&E Card or Pcard be used for this item?
Typical items in travel status including: Lodging Conference related materials such as books, tapes and videos Personal meals including groceries Business Meals for employees and non-employees Incidental business expenses, incurred while in travel status, such as copies, faxes, business phone calls and postage Rental Vehicle and related gas Ground transportation costs such as train, taxi or shuttle
Airfare	No - All charges will be on the BTA
American Express Agency Service fees for AXO Interactive & Traditional Travel Services	No - All charges will be on the BTA
Conference/Registration Fee	Amex T&E card
Business meeting expenses such as equipment rental and meeting room charges Contracts must be submitted to Business Services prior to signing	Amex T&E card
Non-reimbursable personal hotel costs such as movie charges, personal phone calls and safe fees Although these items are allowable charges on the card, since they are not reimbursable, the cardholder must remit payment directly to American Express for these items. See Terms and Conditions section IID for details	Amex T&E card
Non-reimbursable expenses such as movies or other personal entertainment or activities not part of the hotel bill or conference charge	No
Approved Gifts associated with a Saint Louis University Client, Alumni, Business Associate or Donor	No- The Pcard should be used except for minor gifts purchased while in travel status
Sporting or Entertainment Events to include: Parking, admission fees, souvenirs, programs and refreshments	Amex T&E card
Meals catered in from a restaurant to an on-campus location for a meeting or event	No - The Pcard should be used
Groceries purchased locally for a meeting or event	No - The Pcard should be used
Trip expenses on behalf of student athletes, students, residents or guests of the University: Conference registration fees or hotel pre-payments	Amex T&E card

*Cost Reimbursement allocated to Sponsored Programs is subject to sponsor guidelines. Please contact Sponsored Programs
for any questions concerning travel cost reimbursement on sponsored programs.

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Appendix C- Key Contacts


American Express Customer Service - 800-528-2122
(24 hours, 7 days a week)
• Card lost, stolen or compromised
• Questions about the posting of charges to your account
• To dispute a charge
• Foreign exchange currency questions

Corporate Card Program Administrator - Lori Myers - 977-3708 lmyers7@slu.edu
• Card lost or stolen or compromised
• Questions about the card policy
• Assistance with vendors and card acceptance problems

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Appendix D

Do and Don’t Tips for the
Amex T&E Corporate Card Program

Do

• Activate and sign the back of your card.
• Add the card to your AXO profile and check the hotel and car rental boxes.
• Retain actual receipts for all meals not charged to your Amex T&E Card.
• Submit request for reimbursement of T&E business expenses after each trip.
• Pay American Express directly for non-reimbursable unapproved charges on your statement.
• Reconcile your statement to your expense reports each month.
• Submit a copy of your statement or print out of recent activity with your expense report.
• Submit your expense report complete along with all required receipts and documentation to your approver.
• Submit your expense report timely to your approver. Expense reports are due to the applicable commitment office (Financial Services or Medical Center Finance Office) within seven days after the trip is completed. Check with your approver for the deadline to submit your report each month.
• Submit a Business & Entertainment expense report at least monthly by the 7th of the month when your Amex payment is due.

Don't

• Allow others to carry or use your card.
• Use your card to pay for another employees’ expenses.
• Check the airline box when adding your card in AXO. The Business Travel Account (BTA) will continue to be the method of payment for all airline and agency fee charges.
• Use your card for personal charges.
• Pay American Express directly for approved charges on your statement.
• Use your card for supplies, shipping/postage, groceries, gifts, conference materials or business communication expenses in the local area. These expenses are allowed on the T&E card only when in travel status.

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Appendix E

E-TERV Amex Card Tips

• Complete the Amex E-TERV within seven days after the trip is completed.
• Complete one E-TERV for each trip.
• Complete a Business & Entertainment Expense Voucher at least monthly for business meals (both local and in travel status), and for local business expenses.
• Submit all reimbursable T&E charges appearing on the Amex activity statement for approval to the appropriate Commitment Office (Financial Services or Medical Center Finance) by the 7th day of the month. (This is approximately one week after the billing cycle ends.)
• Refer to the E-TERV checklist for required documentation, including required explanations for certain expenditures.
• Retrieve a current list of Amex card transactions (see instructions) and attach to the E-TERV and/or BEEV.
• Include any prepayments by the Travel Office for hotel, conference registration, cash advances, etc., in the Prepaid/Deductions column.
• Enter the reimbursable amount for Amex card transactions in the column labeled “Amex Card Charges”.
Note: Make payment directly to American Express for any non-reimbursable card amounts.
• Ensure that card transactions are not duplicated on Amex reports or omitted from expense reports.

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Appendix F

Travel Receipt and Documentation Requirements
Expense Type	Required Receipt and Documentation**
All Expense Reports with American Express Charges	Current American Express Corporate Card Statement
Ground Transportation (taxi, shuttle, car service)	Original receipt for charges of $10 or more per day, Amex Card is valid receipt
Mileage	Transportation Calculator showing the most cost effective means of transportation
Automobile Rental*	1) Original Receipt and 2) American Express Invoice Detail and 3a) Cost justification vs. taxi/shuttle for rentals in destination city 3b) Transportation Calculator for rentals in home city. Amex Card Statement is not valid receipt
Parking/Tolls/Gas	-Parking at St. Louis airport*: original receipt only, maximum reimbursement $9.30/day, effective 1/1/08.Amex Card Statement is not valid receipt -All other parking: original receipt only, Amex Card Statement is not valid receipt -Gas*: original receipt only, Amex Card Statement is not valid receipt
Lodging*	1) Itemized hotel receipt and 2a) American Express Invoice Detail or 2b) Conference detail showing published conference rate Amex Card Statement is not valid receipt
Registration Fees*	1) Original receipt and 2) Conference detail showing published conference rate. Amex Card Statement is not valid receipt
Business Communications*	Original receipt (most cases on hotel receipt). Amex Card Statement is not valid receipt
Business Purchase*	Original receipt and justification. Amex Card Statement is not valid receipt
Personal Meals	Original receipt for all items. Maximum reimbursement government government daily meal per diem for locality (see travel policy for additional per diem information). Amex Card Statement is valid receipt
Tips/Incidentals	- Tips - maximum reimbursement to porters, average of $3 per travel day. - Incidentals - original receipt. Amex Card Statement is not valid receipt
Business Meals	1) Original receipt for all items. 2) List of attendees and their relationship to SLU. Amex Card Statement is valid receipt

* The Amex Card Statement is not a valid receipt for those expense types that require additional itemization for review of policy compliance

** Applicable documents and receipts should be submitted in the order above. The first item behind the expense report should always be the statement, then the Invoice Detail, followed by documentation and receipts for each expense type in the order above.

Policy content owned by: Travel Department

Revised: Wednesday, 13 Feb 2008

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