The American Express corporate travel card program at Columbia University provides employees with a convenient method of paying for University-approved travel expenses.

Obtaining a Corporate Travel Card

A full-time officer with an annual salary greater than $20,000 may submit an American Express Corporate Card application, available in the Forms section of Accounts Payable. After receiving credit approval, the corporate charge card company will issue a card.

Approximately six weeks after receipt of an application, a card will be mailed to the applicant’s home. One card is issued per applicant. The card has no annual fee.

Uses of the Corporate Travel Card

The card is to be used for official University business and reimbursable travel expenses such as airline tickets, lodging, meals and other approved travel expenses. Only business-related travel expenses (including the cost of emergency purchases made while traveling) and business meal expenses are reimbursable.

For most employees the card eliminates the need for University travel advances.  An employee can be reimbursed in advance for an airline ticket. To do so, one must purchase the ticket at least 14 days prior to an approved trip. One must also submit proof of payment, a copy of the ticket or itinerary, and a valid business reason as part of a completed Travel Expense report to Accounts Payable.

Do not use a corporate or personal credit card to make business-related purchases of supplies or equipment except in rare emergency situations.  An emergency situation must be fully documented on a Travel Expense Report.  University procedures dictate that supplies and equipment be purchased through the University’s Purchasing Department. This policy secures for the University the best prices available and insures compliance with various tax regulations.

Lost or Stolen Cards

Call the corporate charge card company immediately if your card has been lost or stolen.

Responsibility for Payment of the Card

The corporate charge card company mails statements directly to the employee who is responsible for paying all charges on a corporate account in a timely fashion. The University will not pay the corporate charge card company directly. The Accounts Payable Department will reimburse the employee for travel and business expenses. However, the University will not pay interest or late fees on the account. It is the responsibility of the employee to pay his or her corporate charge card account bill by its due date.

The cardholder is expected to comply with all terms stated in the disclosure agreement accompanying the issuance of the card.

Termination of Accounts

Employee participation in the University charge card program will terminate under any of the following conditions:

• When the cardholder is no longer employed by the University.
• When an account becomes delinquent (past 30 days) more than six times in any 12-month period.
• When an account is 60 days past due.

Fee Structure Changes on the Amex Corporate Card- effective April 2007

As of April 10th, 2007, the foreign exchange rate adjustment will increase from 2% to 2.5%.  When a purchase is made in a foreign currency, the purchase amount is converted into US dollars based upon the exchange rate and increased by a foreign currency exchange rate adjustment.  This adjustment will increase from 2% to 2.5%. 

Also, effective for all statements closing on or after May 2, 2007, a $29 late fee will be charged for all accounts that become 45 days past due.  AMEX's current policy is to charge a late fee on accounts 60 days past due and additional late fees every 30 days afterward, if the account remains delinquent.  Please note that now the first late fee of $29 will be charged at 45 days past due. The second late fee will be charged at 60 days past due.  The additional late fees charged at 60 days past due and every 30 days thereafter will be for the greater or $29 or for 2.99% of the delinquent balance.  Late payment fees are the cardholder's responsibility. 

Prompt payment of your AMEX bill avoids late payments.  Please review the AMEX "How to Pay" Flyer which shows a variety of payment options, so that your payment is posted by AMEX within 24-48 hours. 

In addition, as some depend on expense reimbursements to pay their AMEX bill, it becomes even more important that expense reports are submitted to your department as soon as it is practicable.  To assist employees in obtaining their reimbursement in a timely manner, Accounts Payable prioritizes Travel & Business expense reports in our workflow, so we review these within 2-3 business days upon receipt of the paperwork.  As always, please ensure compliance with all Travel & Business expense policies to avoid delays.