Programme Administrators Guide

Programme Configuration

Account hierarchy structure

Basic Hierarchy - Two hierarchy levels



Complex Hierarchy - Three or more hierarchy levels


Billing and Settlement Options

American Express offers a range of flexible and customised billing and settlement options for your Corporate Card account, including:

Individually billed, individually settled

Each Cardmember receives a monthly billing statement or Expense Voucher from American Express. The Cardmember is responsible for submitting expense reports to the Programme Administrator within your company for reimbursement and remitting payment back to American Express.

Benefits include:

  • Reduces the amount of change for the Cardmember and your company at implementation stage.
  • Encourages timely submission of expense report, as Cardmember is responsible for reconciliation and payment.
  • Encourages accurate documentation of expenses.
  • Reduces corporate administrative workload and cost since employees reconcile and pay monthly bills.


Centrally billed, centrally settled

Combined billing pools all Cardmember transactions into a single billing statement. Your company remits payment for all charges upon receipt of the combined statement. Under this option no individual billing statements are generated.

Benefits include:

  • Simplified billing
  • Single cheque payment
  • Improved cash flow
  • Detailed expense documentation
  • Cardmember convenience

Individually billed, centrally settled

This option itemises each transaction on a Cardmember basis. Each Cardmember receives an individual monthly billing statement, which identifies all charges. Your company submits via Electronic Data Interchange (EDI), electronic transmission, or hard copy both the remittance and back-up information on how to apply the funds.

Benefits include:

  • Improved cash flow
  • Your company retains control over payment
  • Encourages accurate documentation of expenses
  • Reduces the number of reimbursement cheques written

For information regarding payments please refer to How to Pay Your Account under Programme Management in main menu.

Card Liability Types

American Express is able to offer you three types of Corporate Card Liability, allowing you to control the level of risk exposure you carry when opening a Corporate Card account. These can be applied to individual Cardmembers within your company, based on your specific requirements.

Combined Liability

This is the most recommended option for your main Card programme, as it affords a level of risk protection to both the Cardmember, for larger business related spend, and the company against any personal spend.

Key features:

  • You instruct the Cardmember that the Card is for use in accordance with your company’s expense management policy and are liable for spend within policy. Should they spend outside of the parameters set by your policy the company can waiver liability to these charges.
  • You or your company are not liable for any unauthorised use of the Card.

Company Liability

We recommend that you adopt the Company Liability option if you have strict internal policies preventing personal use of the Card, or in situations where staff are trusted fully with all expense claims, for example Directors.

Key features:

  • Your company is liable for all charges incurred on the Card.
  • You or your company are not liable for any unauthorised use of the Card.

Implementation Process

Before American Express begins the implementation of your Corporate Card programme there are several tasks that require completion. This includes your contract to be signed, inclusive of the following information:

  • Application form complete with authorised signature
  • Liability agreement
  • Set-up of MI reporting
  • Agreed hierarchy structure

There are many factors that have an impact on the implementation process and the speed at which it is completed. The flow-chart below is a guide only, for further detail about the unique nature of your implementation process please contact your Implementation Manager or Account Development Manager.


Programme Management

Administration Tasks you will need to carry out

From time-to-time you will be required to carry-out general administrative tasks as part of the on-going maintenance of your Corporate Card Programme. Many of these activities, such as cancelling a Card, or suspending and un-suspending a Card can be done online through the American Express @ Work Online Programme Management tool.

To access @ Work, visit americanexpress.co.uk/atwork. If you do not have access to this tool, please contact the Programme Administrator Servicing Team on +44 (0)800 917 8230.

You will see below a description of the process you need to follow to carry out some of the more common programme maintenance tasks. The Service Delivery description explains the standard service response time for each process. To see a full list of maintenance tasks you can complete online, visit the @ Work Online Programme Management page of this guide.

How to pay your Account

INDIVIDUALLY BILLED, INDIVIDUALLY SETTLED

How To Pay Your Account

If your company pays your expense claim to your bank account and you have to take care of the settlement to American Express, upon receipt of the Statement there are three preferred methods to settle your account:

  • Direct Debit: Enrol onto Direct Debit and American Express will take care of your monthly settlement process on the day agreed with your company. You will no longer need to worry whether you have settled your American Express account. The amount on the statement will be taken 25 days from the statement date. Please make sure you submit your expense claim on time to your back office system enabling them to transfer the funds into your bank account prior to the collection of the Direct Debit. Cardmembers can enrol onto Direct Debit over the phone by calling American Express Customer Services on +44 (0) 1273 689 955.
  • Pay your Bill Online:You can now settle your American Express bill by using your Debit Card online at www.americanexpress.co.uk. Simply register as a user on ‘My Account’ through the LOG-IN box on the top right-hand side of the website (see screen shot below). From here you can opt to receive and settle your statement over the web at anytime, anywhere in the world. Online payments will take just 1-2 working days to credit your account.
  • Bank Giro Credit:Using the form at the bottom of your statement, payment can be made into any UK bank. Please use the American Express form only, since this form contains all the necessary information to allocate your remittance to the correct bank account.
  • Phone - By Debit Card:American Express can now accept individual Cardmember payments from Debit Cards over the phone. To do this, call American Express Customer Services on +44 (0) 1273 689 955.

Using Alternative Payment Methods

  • Internet Banking: If you agreed with your bank to pay via Internet Banking - the settlement of your American Express Corporate Card can be included. Depending on the format presented to you by your bank, the following information is required:

    Pay to: American Express Europe Limited
    Sort code: 30-00-02
    Account number: 00888082
    Corporate Card No: e.g. 3742 900000 01000 (mandatory information)
    Amount: Copy the amount from your monthly statement (mandatory information) and follow the
    instructions from your web browser to complete the transaction.

  • Touch Phone Transfers: If you agreed with your bank to pay via a touch phone please ensure the correct information is captured: See above information for Internet Banking.
  • B.A.C.S/C.H.A.P.S Transfers: When submitting payment to the bank, always quote your Corporate Card number e.g. 3742 900000 01000 as the reference which will appear on your American Express advice slip.
  • Cheques: When you use a cheque as a payment vehicle, you should remember that it will take longer to credit your card account. If used, make your cheque payable to: American Express Services Europe Ltd. Your full 15 digit Corporate Card account number (e.g. 3742 900000 01000) must be written on the back of the cheque. Please send cheques to: American Express Services Europe Limited, Dept 1, Thynne Street, BOLTON, BL11 1AR

CENTRALLY BILLED, CENTRALLY SETTLED

Your company has agreed with American Express to settle the full outstanding balance on all Corporate Cards within your organisation.

Important Payment Information

  • Always pay accounts separately. Please do not mix Corporate Card and Business Travel Account payments.
  • You create one A/P Vendors account for American Express, which will be populated with approved expenses and cleared periodically through payment.

In the event that you need to send your payment advice via email, please send the Excel Allocation File to: HYPERLINK “mailto:AmericanExpressPaymentServicesUK@aexp.com” AmericanExpressPaymentServicesUK@aexp.com. Please include in the subject line: Company name, amount paid and date. (Example: A Company Ltd, £50,450.99, DD/MM/YYYY)

Payment Methods

American Express has two preferred payment methods that are recommended for speed and accuracy of payment:

  • Direct Debit: The amount on the statement is taken in full 25 days from the statement date. Major benefits for your organisation are:
    • No overdue accounts
    • No stopped/cancelled accounts
    • Credit balances are settled immediately
    • Disputes are handled outside the payment system
    • Corporation Administrators (only) can enrol their company onto Direct Debit by calling the American Express Administrative Servicing Team on +44 (0) 1273 608 123 who can fax or post a Direct Debit Form to you.

  • Bank Giro Credit (B.A.C.S): When submitting payment to your bank, always quote the Corporate Control number (11 digit number e.g. 000000 0000 0) as the reference. You can find this on your American Express advice slip. Please note that failure to do so will result in a delay in crediting your account.

    American Express bank details are:
    Pay to: Lloyds TSB Bank PLC, PO BOX 72, Bailey Drive, Gillingham, ME8 OLS
    Sort Code: 30-00-02
    Account number: 00888082

  • Using alternative payment methods:

  • C.H.A.P.S Transfers: When submitting payment to the bank, always quote your American Express Corporate Control number e.g. 000000 0000 0 as the reference. You can find this on your American Express advice slip. (See American Express Bank Details above).
    Note: Because American Express is not a clearing bank, C.H.A.P.S payments may take three working days to reach your account as opposed to a B.A.C.S payment that will take 4-5 working days.
  • Internet Banking/Touch Phone Transfers: If you have an agreement with your bank to pay via Internet Banking/Touch Phone Transfers the settlement of your American Express Corporate Cards can be included. Depending on the format presented to you by your bank, the following information is required:

    Pay to: American Express Europe Limited
    Sort code: 30-00-02v Account number: 00888082
    Corporate Control No: e.g. 000000 0000 0 (mandatory information)
    Amount: Copy the amount from your monthly statement (mandatory information)

Remittance Allocation

It is very important to remember that if you are paying a centrally settled account then a remittance advice must be provided, simultaneously with the payment, to allow American Express to identify which Cardmember accounts to credit. This should contain Corporate Card number details and the amount paid for each Cardmember. The total amount on the remittance advice MUST exactly match the total amount paid.

Electronic File submission - For Centrally Billed Customers

To improve the payment process, American Express has developed two methods of electronic remittance that will allow customers to submit remittance details in a fast, secure and accurate manner.

This can be done in two ways:

  • American Express Electronic Payment Allocation Automated Solution: This is an advanced payment system that gives clients the flexibility to generate an electronic remittance advice from their Expense Management/Account Payable systems and submit it to American Express. This removes the need for any manual intervention and improves the accuracy and efficiency of the payment process. For more information on how you can enrol, please contact the Administrative Servicing team.
  • Electronic Payment Allocation Standard Solution: The solution is a preformatted file which can be provided to your company by American Express. The spreadsheet MUST by European Data Protection laws be secured with a password to protect Cardmember information. This can be done as follows:
    • File - Save As
    • Tools (Within the Save As option)
    • General Options
    • Password to open - enter chosen password
    • Re-enter password to confirm
  • N.B. Please ensure you select ‘password to open’ and NOT ‘password to modify’ as this ensures the file cannot be opened as ‘read only’. Please send the allocation Excel spreadsheet separately to the password notification e-mail.

Enrolment: In order to find out more or enrol your company onto this solution, please contact your Account Manager or Administrative Servicing team.

INDIVIDUALLY BILLED, CENTRALLY SETTLED

Your company has agreed with American Express to settle on approved expenses only for all Corporate Cards within your organisation.

Important Payment Information

  • Always pay accounts separately. Do not mix Corporate Card and EBTA payments.
  • Where more than one card payment is submitted, please quote on the bank reference your Corporate Control number (11 digit number e.g. 000000 0000 0). You can find this on your American Express advice slip. Submit a remittance advice detailing the break down of the card payments to UK.Cashiers@aexp.com.

In the event that you need to send your payment advice via email, please send the Excel Allocation File to: HYPERLINK “mailto:AmericanExpressPaymentServicesUK@aexp.com” AmericanExpressPaymentServicesUK@aexp.com. Please include in the subject line: Company name, amount paid and date. (Example: A Company Ltd, £50,450.99, DD/MM/YYYY)

Payment Methods

American Express has two preferred payment methods that are recommended for speed and accuracy of payment:

  • Direct Debit: The amount on the statement is taken in full 25 days from the statement date.Major benefits for your organisation are:
    • No overdue accounts
    • No stopped/cancelled accounts
    • Credit balances are settled immediately
    • Disputes are handled outside the payment system
  • Corporation Administrators (only) can enrol their company onto Direct Debit by calling the American Express Administrator Team on +44 (0) 1273 608 123 who can fax or post a Direct Debit Form to you.

  • Bank Giro Credit (B.A.C.S): When submitting payment to the bank, always quote the 11 digit Corporate Control number (e.g. 000000 0000 0) as the reference. You can find this on your American Express advice slip. Failure to do so will result in a delay in crediting your account.

    American Express bank details are:
    Pay to: Lloyds TSB Bank PLC, PO BOX 72, Bailey Drive, Gillingham, ME8 OLS
    Sort Code: 30-00-02
    Account number: 00888082

  • Using alternative payment methods:

  • C.H.A.P.S Transfers: When submitting payment to the bank, always quote your American Express Corporate Control number e.g. 000000 0000 0 as the reference. (See American Express Bank Details above). Note: Because American Express is not a clearing bank, C.H.A.P.S payments may take three working days to reach your account as opposed to a B.A.C.S payment that will take 4-5 working days.
  • Internet Banking/Touch Phone Transfers: If you have an agreement with your bank to pay via Internet Banking/Touch Phone Transfers the settlement of your American Express Corporate Cards can be included. Depending on the format presented to you by your bank, the following information is required:

    Pay to: American Express Europe Limited
    Sort code: 30-00-02
    Account number: 00888082
    Corporate Control No: e.g. 000000 0000 0 (mandatory information)
    Amount: Copy the amount from your monthly statement (mandatory information)

Remittance Allocation

It is very important to remember that if for any reason, you are not settling your account in full (as per the statement), then a remittance advice must be provided, simultaneously with the payment, to allow American Express to identify which Cardmember accounts to credit. This should contain Corporate Card number details and the amount paid for each Cardmember. The total amount on the remittance advice MUST exactly match the total amount paid.

Electronic File submission - For Centrally Billed Customers

To improve the payment process, American Express has developed two methods of electronic remittance that will allow customers to submit remittance details in a fast, secure and accurate manner.

This can be done in two ways:

  • American Express Electronic Payment Allocation Automated Solution: This is an advanced payment system that gives clients the flexibility to generate an electronic remittance advice from their Expense Management/Account Payable systems and submit it to American Express. This removes the need for any manual intervention and improves the accuracy and efficiency of the payment process. For more information on how you can enrol, please contact the Administrative Servicing team.
  • Electronic Payment Allocation Standard Solution: The solution is a preformatted file which can be provided to your company by American Express. The spreadsheet MUST by European Data Protection laws be secured with a password to protect Cardmember information. This can be done as follows:
    • File - Save As
    • Tools (Within the Save As option)
    • General Options
    • Password to open - enter chosen password
    • Re-enter password to confirm

    N.B. Please ensure you select’password to open’ and NOT ‘password to modify’ as this ensures the file cannot be opened as ‘read only’. Please send the allocation Excel spreadsheet separately to the password notification e-mail.

Enrolment: In order to find out more or enrol your company onto this solution, please contact your Account Manager or Administrative Servicing team.

BUSINESS TRAVEL ACCOUNT PAYMENTS

How To Pay Your Account

  • Direct Debit: Simply complete and sign the direct debit mandate and return it to American Express, PO Box 580, Amex House, Edward Street, Brighton BN88 1AH.
  • BACS/CHAPS transfers: When submitting payment to the bank, always quote the BTA number e.g. 3742 000000 01000 (full 15 digit number required) as the reference which will appear on the advice slip and bank statement.

    American Express bank details are:
    Pay to: Lloyds TSB Bank PLC, PO BOX 72, Bailey Drive, Gillingham, ME8 OLS
    Sort Code: 30-00-02
    Account number: 00888082
    Reference: Full 11 digit BTA Number

  • The remittance advice should be sent to American Express, Department 99, Brighton, BN88 1AH at the same time as sending the BACS/CHAPS transfer. Please allow at least 5 working days for processing your remittance.

  • Cheques: Should be made payable to: American Express Services Europe Ltd. Please quote the full 15 digit BTA number (e.g. 3742 000000 01000) on the back of the cheque. The cheque and remittance advice should be sent to American Express, Department 99, Brighton BN88 1AH.

Remittance Information

Please submit one remittance advice for each individual BTA number. The following details must be included on the remittance advice:

  • BTA number.
  • Statement date and statement ID.
  • For each transaction being paid, the statement reference number and/or invoice number with the amount you are paying.
  • Reason for non-payment of any transaction (if the payment does not match the total balance).

Late Payment Charges

Late Payment charges are applied to Individual Cards in the following situations:

  • 30 days overdue – £12 plus 2% of all outstanding sums
  • 60 days overdue – £12 plus 2% of all outstanding sums

On each subsequent Statement date – £12 plus 2% of all outstanding sums, to calculated and applied on each subsequent Statement date.

American Express Credit Policy

The American Express Credit Policy can vary depending upon the terms and conditions set for your company and will be applied on an individual card basis following evaluation from the American Express Risk Model.

Account 30 days overdue for payment - A statement message will be applied to the Cardmember’s statement to advise that the account is overdue. The Cardmember may be contacted via letter or telephone call to be advised that the account is overdue. The Card Programme Administrator may also be contacted and the Card may be suspended or cancelled.

Account 60 days overdue for payment - A statement message will be applied to the Cardmember’s statement to advise that the account is overdue. The Cardmember/Company will be contacted via telephone calls and letters dependant upon Liability Agreement. The Card will be suspended and may be cancelled.

Account 90 days overdue for payment - Final attempts will be made via telephone calls and letter to the Company and Cardmember, dependant upon Liability Agreement. If acceptable repayment terms can not be established, the account may be referred to one of a number of external debt collection agencies or solicitors employed by American Express.

Account 120 days overdue for payment - Automatic cancellation of any un-cancelled accounts. The account may be reported to a Customer Credit Bureau where the Cardmember is proven to be liable.

FAQ

Can I see our account online?

American Express offers an online system for Programme Administrators called @ Work. If you would like access, please speak to the Programme Administrator Servicing Team on +44 (0) 800 917 8230.

How do I order a Card replacement?

You can order a Card replacement using our online tool @ Work. If you don’t already have access to @ Work, contact the Programme Administrator Servicing Team on +44 (0) 800 917 8230.

How do I cancel a Card?

You can cancel a Card using our online tool @ Work. If you don’t already have access to @ Work, contact the Programme Administrator Servicing Team on +44 (0) 800 917 8230.

How can I get a copy of a statement/screen prints?

Your Cardmembers can access their individual statements through My Card Account (MYCA). They need to log in on the American Express website americanexpress.co.uk/corporate to view, download or print their statements.

As a Programme Administrator you can view statements and access a wide range of reporting through @ Work. If you do not already have access, contact the Programme Administrator Servicing Team on +44 (0) 800 917 8230.

Alternatively, Programme Administrators can contact the Administration Team to order statements. We charge £2 plus VAT per statement to retrieve statements that are more than six months old.

How do I change the Company billing address?

If you are updating your control address, the Administration team will need the request in writing on official companyheaded paper. You can then fax it to +44 (0) 1273 682 777. Updates take around 5 working days.

How do I add or remove Administrators from Control accounts?

You can download the PA Enrolment and removal form, complete and then send via email to UKPAServicing@aexp.com.

How do my Cardmembers get Cash on their cards?

Make sure your Cardmembers have completed and submitted an Express Cash form, available from your Account Representative or through the Programme Administrator Team.

Express Cash forms need to be signed by the Cardmember and an authorised administrator at your company. The form can then be faxed to the Administration Team on +44 (0) 1273 682 777. Requests can take around 5 working days to process.

How do I update Cardmember Information?

Using @ Work you can update your Cardmembers information. If you don’t already have access to @ Work, contact the Programme Administrator Servicing Team on +44 (0) 800 917 8230.

How do I process a Credit balance refund/Credit balance transfer?

Credit balance refunds can be raised via the @ Work General Enquiry. If you do not have @ Work please contact the Administration Team on +44 (0) 800 917 8230 or +44 (0) 1273 608 123 (from abroad) to action this.

How do I dispute a charge?

Charges can be disputed via @ Work General Enquiry. If you do not have @ Work please contact the Administration Team on :+44 (0) 800 917 8230 or +44 (0) 1273 608 123 (from abroad) to dispute a transaction.

How do I view Cardmember expiry dates?

As a Programme Administrator, you can view expiry dates through @ Work. If you don’t already have access to @ Work, please contact the Programme Administrator Servicing Team on +44 (0) 800 917 8230.

How do I view current Cardmember listings?

As a Programme Administrator, you can view current active Cardmembers through @ Work. If you don’t already have access to @ Work please contact the Programme Administrator Servicing Team on +44 (0) 800 917 8230.

Where can I obtain my Basic Control Account Number?

Please contact your Account Representative at American Express on +44 (0) 800 032 7729 or +44 (0) 1273 344 004 (from abroad).

What number can my Cardmembers call?

Cardmembers can call +44 (0) 800 917 8031 or +44 (0) 1273 689 955 (from abroad) or the number on the back of their Card. Please do not provide the Administration Team number as they do not deal with Cardmembers.

Need more information?

Talk to your Programme Administrator Servicing Team. Call +44 (0) 800 917 8230 or from abroad +44 (0) 1273 608 123 Monday to Thursday - 08.00 to 17.30, Friday 08.00 to 17.00

@ Work Reporting

Management Information

Quality & Integrity: Due to our unique closed loop network and data enhancement processes, our data quality is regarded as unsurpassed within the card and travel industries. This means we are able to provide data quality and integrity resulting in accurate and reliable management reports.

Increased Control: The report provides you with accurate data on what and how your company spends, enabling you to tighten control over travel, entertainment and other business related costs.

Time Saving: As our reports can replace manual data entry & reconciliation by your accounts department, we can save you valuable time and money.

Added Convenience & Security: All core management information reports are available to you online through our secure American Express @ Work web portal, 24 hours a day, 7 days a week.

Choice & Flexibility: Our range of comprehensive, yet easy to understand reporting falls into three main categories covering information at Cardmember, department and total company levels:

  • Financial Management
  • Programme Management
  • Supplier Management

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Terms and Conditions

American Express Services Europe Limited has its registered office at Belgrave House, 76 Buckingham Palace Road, London, SW1W 9AX, United Kingdom. It is registered in England and Wales with Company Number 1833139 and authorised and regulated by the Financial Conduct Authority.