General Policy Guidelines
All purchases made with the American Express card are subject to the Williams College Travel Guidelines.
Approved purchases to be made with the American Express Card:
- Purchase of ticket on common carrier (includes airline, train, bus).
- Rental of vehicle larger than a 9-person mini-van.
All other purchases should be made using a Williams College Purchasing Card.
American Express cards are issued at the discretion of the department supervisor with the approval of the Controller.
The American Express card may not be transferred to, assigned to, or used by anyone other than the assigned Cardholder. American Express or Williams College may suspend or cancel Cardholder privileges at any time for any reason. The Cardholder will surrender the Williams College American Express Card upon request, to any authorized agent of Williams College or American Express. Use of the American Express card or account after notice of its cancellation may be fraudulent and may cause Williams College to take legal action against the cardholder.
Separation from the institution: It is the cardholders responsibility to turn in their card upon separation from the institution to their immediate supervisor or Accounts Payable.
American Express Card Abuse: Abuse of the American Express Card will result in revocation of the Card and appropriate disciplinary action that may include termination. Policy violations include, but are not limited to:
- Purchasing items for personal use.
- Failure to return the American Express Card when terminated, or upon request.
- Failure to maintain proper records in accordance with College travel guidelines.
Receipts
It is the American Express Cardholder's responsibility to retain transaction receipts each time the Card is used. Each month a reconciliation report must be completed with the items or services listed in detail. The receipts/original invoice should be submitted with the reconciliation report and sent to Gerry Hyde, Controller's Office, in a timely manner each month.
Sales and Use Tax
The College is a nonprofit organization and is therefore exempt from sales tax on goods and services. When ordering please inform the supplier of this status and if any further information is needed, such as a ST-2 Tax Exemption Certificate, please contact Abby Bienkowski in the Controller's Office (597-4413).
Disputed Items
It is the Cardholders responsibility to follow-up on any erroneous charges, returns or adjustments and to ensure proper credit is applied on subsequent statements. To dispute a charge, please call American Express Customer Service at 1-800-528-2122. An inquiry will be conducted to research your claim and a credit will be applied to your account until the investigation is completed.
Protecting the American Express Card
The Williams College American Express Card is valuable property that requires proper treatment by the Cardholder to protect it from misuse by unauthorized parties.
- Validation/Safekeeping: Sign the card immediately upon receipt. When the expiration dates has passed and/or after you have received a new American Express Card, cut the old American Express Card in half and dispose of it.
- Lost/Stolen American Express Cards: If the American Express Card is lost or stolen contact the credit card company immediately at (800) 528-2122 and Abby Bienkowski, Program Administrator at 597-4413.
The undersigned Williams American Express Cardholder applicant has read the above agreement and guidelines and agrees to be bound by the terms and conditions.
Print Applicant Name__________________________________Date:____________
Applicant:__________________________________Date:_____________
Manager:____________________________________Date:_____________
top