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
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:
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.
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.
