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Information For Programme Administrators

Access information, tools and resources to help you manage your American Express Corporate Programme

As a Programme Administrator, you oversee the day-to-day management of the American Express Corporate Programmes and form the link between your company and American Express. This is an important role and one that we want to make as easy as possible. This administration guide gives you the necessary information and contact details to manage the Corporate Card and/or Business Travel Account Programme. This guide will be your first port of call when you need answers about the set-up, day-to-day management and reporting options of your account.

For additional questions you can always contact us.

Corporate Card Programme

The Corporate Card programme gives more control over (travel) expenses of your employees and cashflow benefit. It is an effective tool for managing business expenses of company employees.

Benefits for your company:

Joining is easy

Independence from bank and easy implementation

Cards for business expenses

Effective control of business expenses and easy access to data

Visibility & Control

Access to data and expense reports

Convenient settlement methods

• Extended credit period – up to 59 days

• Settlement adjusted to company needs

Benefits for Cardmembers

Business Travel Insurance package and superior additional benefits for Corporate Gold Cardmembers

Exceptional Customer Care

• Support of local Customer Service team

• Hands-on advice and direct assistance from our dedicated account managers

Business Travel Account (BTA) Programme

The BTA is a centrally billed account held at your Travel Agency, used for your employees’ travel expenses. The BTA gives you enhanced visibility, improved control and helps to save time and money.

Benefits for your company:·

• BTA is not linked to the Company’s bank account

• Extended credit period – up to 59 days

• Full expenses control due to electronic reports from American Express

• Assistance of dedicated BTA Department specialists

• Transaction security and guarantee of system prices

• Financial security if the airline or Travel Agency goes bankrupt (‘charge back’)

• Reduction in the number of transfers – one collective transfer for all air tickets and services purchased from the Travel Agency using the BTA

• No annual fee for BTA

• No commission on BTA turnover

Corporate Card Programme

Insurance cover

When your Cardmembers pay for a trip with the American Express Corporate Card, they benefit from travel insurance cover.

Business Travel Accident

The policy covers death or disability caused by an accident during a trip when travelling on a common carrier.·

Corporate Green Card – up to PLN 400,000·
Corporate Gold Card – up to PLN 800,000

Medical Assistance

Provides cover for necessary medical, surgical and hospital costs as well as emergency dental costs.·

Medical assistance and expenses – up to EUR 120,000·
Emergency dental costs – up to EUR 200

Travel Inconvenience Insurance

Allows for the purchase of meals, refreshments and hotel accommodation if a scheduled flight is seriously delayed, cancelled or overbooked, or when the Cardmember misses a connection flight. The policy also allows for the purchase of essential items of toiletries and clothing if personal baggage is delayed.

Global Assistance 24/7

Provides information on passport, visa and inoculation requirements, customs regulations, currency exchange rates, climate, travel schedules, local doctors and translation services. It will also send urgent messages or medical information to your friends, relatives or business associates during a medical or legal emergency.

Personal Belongings – applies only to Corporate Gold Cardmembers

Cover for Cardmember’s personal belongings – up to EUR 5,000.

Business Travel Account (BTA) Programme

Insurance cover

Travellers whose tickets are paid with Business Travel Account (BTA) automatically benefit from the Business Travel Accident Insurance. The cover is up to PLN 400,000 for death or disability caused by an accident during a trip when travelling on a common carrier.

INSURANCE COVER – IMPORTANT INFORMATION

From 1 January 2025, we are changing our travel insurance partner from AXA to Europ Assistance.

Insurance cover and Assistance Guarantees will be managed by AXA until 31 December 2024 inclusive, then by Europ Assistance from 1 January 2025.

Please note that for trips made prior to 31 December 2024 inclusive, the process of making a claim will remain as it is.

Note: In the event of an accident, it is recommended that Travellers contact the Insurers in order to obtain complete information on the insurance and the process for making a claim: +48 22 529 84 87 (24/7). Contact is recommended immediately after the accident occurs, prior to taking any further action.

For more details please refer to your current Insurance T&C:

Corporate Green Card Insurance .

Corporate Gold Card Insurance.

The full Insurance Terms and Conditions effective from 1 January 2025 can be found here:

Corporate Green Card Insurance

Corporate Gold Card Insurance

For trips from 1 January 2025 onwards, your Cardmembers will be able to access Europ Assistance online services for claims submissions via their insurance portal. Please note that Cardmembers will need to set up and create their online account to submit their travel incident claims.

This will be available from 1 January 2025 at www.americanexpress.com/poland/insuranceportal.

Premium benefits for Corporate Gold Cardmembers: Airport VIP lounge access

The special offer includes free Priority Pass™ membership entitling you to use airport lounges and two complimentary visits per Priority Pass™ membership year (Note: a fee per guest will be charged to your Corporate Gold Card.) After using up the 2 visits, the Corporate Gold Cardmember will be charged for every subsequent lounge visit.

The current fee can be found in the Priority Pass Form.

Corporate Card Programme

Online statements via My Card Account

To have access to current transactions and monthly statements, your Cardmember should register the Card in the My Card Account service at www.americanexpress.pl/mycardaccount.

Note:·

Monthly statements are available every month (except for periods when no transactions were made).·
At the request of the company, American Express may give access to My Card Account to the Programme Administrator to review charges made on all Cards.
Please familiarize yourself with My Card Account manual for Programme Administrators

Payment of the Corporate Card balance

Any debits balance disclosed in the statement should be repaid in the full amount to the individual Card bank account number shown on the first page of the statement. The payment should be recorded on the individual Card account no later than on the day shown on the Card statement.

Please note that every payment to us must come from a business bank account in the name of the company. Payments from individual Corporate Cardmembers must come from an individual bank account which is opened in the name of the Cardmember. This is because American Express has an obligation as per the Anti-Money Laundering (AML) Regulations for controlling and monitoring the origin of funds.

Payments made from any account not owned by your company or a Cardmember, might result in disruption to the Corporate Account.

Frequently Asked Questions

Safeguarding method

In compliance with Article 21 of the Payment Services Act, we inform you that, until 1 January 2025 inclusive, the funds safeguarding method adopted by American Express is a separate bank account deposit. However, as from 2 January 2025, American Express will safeguard your funds using insurance coverage. If necessary, American Express may supplement funds safeguarding by depositing your funds in a separate bank account. More information about the current safeguarding method is available here.

Direct Debit service

Please complete the Direct Debit Form to activate the service:

Complaints

In any case of complaints and/or claims please contact our Customer Service Team

For more information on the complaints procedure please refer to our guide.

Reports on Corporate Card expenses

American Express @ Work enables Company to:

Create templates, filter data, create charts, and export data to XLS or PDF formats
Access Cardmember data and supplier data at the individual transaction level
Access daily unbilled data, as well as up to 27 months of historical data
Monitor weekly, monthly or annual spending for analysis
Identify and track supplier spending throughout the year for analysis (summary and detailed information for airline tickets, airline trips, hotel stays, car rentals and suppliers)

To start using @ Work, please contact the American Express Customer Service Team

Business Travel Account (BTA) Programme

We offer different BTA solutions based on the type of settlement

BTA settlements based on statements
The BTA account is settled based on statements available in My Card Account at: www.americanexpress.pl/mycardaccount. Programme Administrators receive from American Express welcome email with User ID and initial (temporary) password needed to login into My Card Account. Your company settles all transactions listed on the BTA statement once a month with a single (collective) bank transfer to American Express. Additionally, based on monthly reports (in excel format) received from American Express, your company can reconcile all transactions with invoices (received from travel agency).

Please familiarize yourself with My Card Account manual for Programme Administrators

BTA settlements based on invoices
This option enables companies to settle with American Express for all the invoices issued in a given month via one single bank transfer. The basis for the payment is electronic reports delivered by American Express on a monthly basis. The Invoice Report and the Payment Allocation Report contain data from invoices issued by Travel Agency and all the details of invoiced transactions.

Frequently Asked Questions

Please note that every payment to us must come from a business bank account in the name of the company. This is because American Express has an obligation as per the Anti-Money Laundering (AML) Regulations for controlling and monitoring the origin of funds.

Payments made from any account not owned by your company, might result in disruption to the Business Travel Account (BTA).

Frequently Asked Questions

Safeguarding method

In compliance with Article 21 of the Payment Services Act, we inform you that, until 1 January 2025 inclusive, the funds safeguarding method adopted by American Express is a separate bank account deposit. However, as from 2 January 2025, American Express will safeguard your funds using insurance coverage. If necessary, American Express may supplement funds safeguarding by depositing your funds in a separate bank account. More information about the current safeguarding method is available here.

Direct Debit service

Please complete the Direct Debit Form for BTA to activate the service.

Complaints

In case of any complaints and/or claims please contact our dedicated BTA Team

For more information on the complaints procedure please refer to our guide.

Corporate Card Programme

Chip & PIN

The Card is equipped with Chip & PIN technology that effectively protects against unauthorised Card use
The PIN code is used for making payments with the Card and withdrawing cash at ATMs (provided that cash withdrawal services – so-called Express Cash – has been activated upon consent of the company)
Cardmember may change the PIN code in Poland at any ATM of the Euronet or Pekao S.A. network

ATM Locator

Contactless

Enables to pay fast for low-value transactions

Authentication with American Express

To keep your Cardmembers even more secure, we’ve introduced additional layers of security.

When your Cardmembers shop online and when they access their statements online they may need to verify themselves more often.

Shop safely with SafeKey

Your Cardmembers will see SafeKey appear during the checkout stage more often. SafeKey helps protect against fraud while shopping online by confirming it's really them making the purchase

Express List – list of trusted merchants

Express List makes online checkout at favourite websites much simpler. It’s a personalised list of websites your Cardmembers have shopped at online. Cardmembers can manage their Express Lists and add trusted merchants

Corporate Card Programme

Corporate Card Issuance

The Corporate Card is issued upon receiving the Cardmember Application form, completed and signed by the employee and by the company/ Programme Administrator.

In order to satisfy the requirements of the Act on Counteracting Money Laundering and Terrorism Financing, the card applicant is required to enclose or to deliver to American Express a copy of his/her valid identity document (a copy of an ID card or passport).

The Cardmember Application form together with the copy of the ID should be sent to:·

our email address: wnioskiamex@aexp.com
or by post to: American Express Europe S.A. Oddział w Polsce, Corporate New Accounts, ul. Chłodna 51, 00-867 Warsaw.

The standard time for issuing and delivering the Corporate Card is 14 business days (counting from the date of receipt of the correctly completed application). If the Card is not delivered within the standard time limit, please contact our Customer Service Team.

The Card is equipped with Chip & PIN technology. The PIN code is generated randomly and sent to the Cardmember in a separate envelope, to the correspondence address of the company or the Cardmember. The standard time for delivery is 14 business days. If the PIN code is not delivered on time, your Cardmembers should contact our Customer Service Team.

The PIN code is needed to make in-store and online card payments. Cardmembers should also use it to authorize cash withdrawals (provided that cash withdrawal services – so-called Express Cash – has been activated upon consent of the company)
Cardmember may change the PIN code in Poland at any ATM of the Euronet or Pekao S.A. network

Use ATM Locator to find one closest to you

Card activation

After receiving the Corporate Card, it should be activated and signed. To activate the Card, the Cardmember should contact the American Express Customer Service Team on +48 22 581 5222 – the number given on the back of the Card.

Card validation

The standard validity period of the American Express Corporate Card is 4 years. The Card expires on the last day of the month shown after the words ‘Valid Thru’.

The system automatically generates a renewal Card that should arrive no later than 2 weeks before the expiry date. If the new Card does not reach the Cardmember two weeks before the expiry date of the currently used Card, please contact us immediately.

Lost and stolen

If the Card is lost, please call our American Express Customer Team on +48 22 581 5222 (24/7 support). The Card will be blocked immediately.

In the event of Card loss, theft or scanning, the liability of the Cardmember is limited to EUR 50 only until the Card is blocked.

Express Cash – cash withdrawal from ATMs

With the company’s consent, it is possible to activate the Express Cash service – cash withdrawals from ATMs. The service can be activated by selecting the ‘Express Cash Service’ in the application for issuing the Card.

If the ‘Express Cash Service’ option is not selected on the application for issuing the card, it can be activated at a later date by filling in the Express Cash Service form and sending it to American Express (by post or by email in PDF format to: kartapln@aexp.com). The Express Cash Service is activated on the day the correctly completed application is received.

Use ATM Locator to find one closest to you

Spending limit

The Corporate Card has a limit of non-cash spending that is renewed after the balance repayment, and a weekly cash withdrawal limit (if the cash withdrawal service is activated).
The non-cash transaction limit and the weekly cash withdrawal limit are entered into the Application for issuing the Corporate Card. The non-cash transaction limit can be checked in the My Card Account.
The spending limit on the Corporate Card and the limit of cash withdrawals from ATMs can be changed through a written instruction by Programme Administrator that is sent to the Customer Service Team.

Corporate Card Programme

Terms and Conditions

If you need the previous terms and conditions with your Company or Cardmember, please contact our Customer Service Team.

Summary of key changes relating to the American Express® Corporate Programme Terms and Conditions.

Important: The Cardmember may withdraw from the ‘Corporate Cardmember Framework Agreement’ within 14 days of its conclusion. To do so, please send a written statement of withdrawal from the Agreement, specifying the full name of the Cardmember, his/her address and account number. Please use the following template (it also contains the address of American Express to which the statement should be sent).

Statement of Withdrawal from the Agreement – Template

Application Forms

Cardmember Application Form

Cardmember Application Form Combined Liability

This is application form for a Corporate Card with Combined Liability for charges.Should you wish to apply for a Corporate Card with Full Corporate Liability, please contact us.

For your convenience, we have also enclosed an example of completed Cardmember Application Form: