Committee on Integrity and Management Improvement (CIMI)
Bulletin 95-3
EPA 350-F-95-001
January 1995
American Express Government Program
This Awareness Bulletin focuses on the purpose,
requirements, and benefits of the American Express
Government Program. It is intended to highlight the benefits of
the Program for both EPA and its employees and to promote
the proper use of the American Express Government Card
(Amex card). The American Express Government Program,
implemented at EPA on November 30, 1993, replaced the
Diners Club Credit Card Program. All employees who had a
current Diners Club card were issued an Amex card.
What is the Purpose of the Amex Card?
You may use your Amex card to pay for expenses pertaining to
official Government travel, such as common passenger carrier
tickets (air, rail, bus), lodging, meals, and automobile rentals.
Personal and family member use is prohibited. However,
common or shared services or facilities (rooms, meals, etc.)
with family members or business associates may be charged to
the card while on official business. Only the official portion of
your charged expenses may be claimed on the travel voucher.
You may not use an Amex card to pay for personal travel
expenses or for any other purpose which is not related to
official Government travel.
Who is Eligible to Receive an Amex Cars"?
Employees who travel on official Government business twice a
year or more are eligible to receive an Amex card. The card
can be obtained by completing an Amex application and Amex
Memorandum of Understanding. The initial card will be valid
through the expiration date printed on the face of the Amex
card unless otherwise suspended or canceled. American
Express will automatically renew the card at expiration.
How is Payment Made?
American Express will mail a monthly statement of charges to
you at your home address. All charges are due upon receipt of
the monthly billing statement. You are personally liable for all
charges incurred, regardless of whether the charges exceed the
reimbursement amount which you are entitled to under the
EPA travel regulations.
Why Should I Use an Amex Card?
You should use an Amex card because it benefits the
Government and the traveler. Use of the card enables the
Government to save money by reducing: 1) administrative
costs to the Agency; 2) the amount of outstanding travel
advances; and 3) the amounts held by imprest fund cashiers. In
addition, there are several benefits to employees, such as:
• Automatic $200,000 Business Travel Accident Insurance;
• $1,250 carry-on and $500 checked baggage insurance;
• Worldwide card acceptance and traveler support to include
global assistance, with a network of 1,700 offices and
multi-currency travelers cheques;
• 24-hour customer service and cash access through
automated teller machines;
• Emergency check cashing and card replacement; and
• No annual fee or spending limits.
Under the terms of its contract with the General Services
Administration, American Express may not:
• Establish preset expenditure limits;
• Conduct credit checks on employees designated to receive
Government cards;
• Sell or otherwise provide employee names or addresses to
other commercial interests;
• Charge membership, interest, or late payment fees (they
can however, charge cash advance and returned check
fees);
• Issue or cancel employee cards without the concurrence of
an authorized employing agency official;
• Hold employees or their agencies liable for any charges
above $50 made with lost or stolen cards, provided the
employee notifies American Express promptly upon
discovering that his or her card has been lost or stolen.
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What Are My Responsibilities?
In addition to using the card only for authorized purposes and
paying the full amount of the bill upon receipt, you are
responsible for: securing the card, reporting a lost or stolen
card, returning the card upon cancellation or suspension of
cardholder privileges or leaving Agency employment, and
contacting American Express to resolve any disputed charges.
Securing the card. You will receive the Amex card at your
home address and are responsible for exercising the same care
and responsibility for the security of the card and number as
you would with your personal charge cards. The card must not
be stored or kept by an administrative officer or supervisor. In
addition, you should exercise caution in giving the card
number to another employee to make travel arrangements on
your behalf, and when giving signature on file authorization to
travel agents. Also, on any receipts submitted with your travel
voucher, you should black out all the numbers except the first
four (3783), which identify the card as a Government
American Express card.
Reporting a lost or stolen card. If your Amex card is lost or
stolen, you should immediately call American Express at
1-800-492-4922. A replacement card will be mailed to you.
For emergencies, a replacement card can be picked up at any of
the 1700 American Express locations worldwide.
Returning the Amex card. If you leave, retire, or transfer to
another Government agency, the Amex card must be cut in half
and both halves returned to the Servicing Finance Office for
cancellation.
Resolving disputed charges. For questions, problems, or
disputes concerning a monthly billing statement, it is the
employee's responsibility to contact American Express at
1-800-492-4922. In the case of a dispute, the disputed charge
will be suspended and not due until the dispute has been
resolved.
What Will Happen if My Account is
Delinquent?
If you do not pay charges due by the next billing statement,
they are considered delinquent. Charges not paid within sixty
calendar days from the billing date are considered seriously
delinquent and may result in suspension of card privileges. If
the delinquent amount is not paid in full within 120 days,
the card account may be canceled and referred to an
outside collection agency and any collection fees may be
added to the card account. Upon cancellation, you must cut
the card in half and immediately return it to American Express.
In addition, American Express may report delinquency
information to credit bureaus.
In accordance with 40 CFR, Part 3, entitled Employees
Responsibilities and Conduct, you are required to pay each just
financial obligation in a proper and timely manner. EPA will
receive delinquency reports from American Express requesting
that corrective actions be taken if the employee fails to pay the
bill properly and timely. EPA's Conduct and Discipline
Manual indicates disciplinary actions which can be taken by
supervisors if employees do not honor valid debts.
Conclusion
Use of the American Express Government Card benefits EPA
and its employees. The program saves the Agency money and
provides the employee with a convenient method of paying for
major travel expenses. If you have any questions concerning
the program, you should contact your Servicing Finance
Office; in Headquarters, that would be the Customer
Assistance Office at (202) 260-5116.
If you are aware of or suspect any fraud, waste, or abuse
pertaining to American Express card use by EPA employees,
please contact the Office of Inspector General (OIG) in
Headquarters or the nearest Divisional Office of Inspector
General. A telephone hotline to the OIG is also available at
202-260-4977 or toll-free at 1-800-424-4000. Information is
confidential.
As a step towards pollution prevention, one copy of this bulletin will be printed for every two
employees. This publication is also available via the Agency LAN Services menu under
"Information Services"; CIMI-Prevention of Fraud, Waste and Abuse.
Recycled/Recyclable
Primed with Soy/Canola Ink on paper that
contains at leasl 50% recycled liber
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