Department Account Custodian Responsibility
Department Card Custodian responsibilities:
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Make sure the policy of who the card may be used for is being followed:
The Department Account shall be limited for use by those travelers who are not otherwise eligible for an individual American Express Corporate Card but who are traveling on SLAC business, including students, visitors, committee members, and other occasional travelers (not more than one travel per year).
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Limit the card use for the following transactions only:
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Purchase airfare from the three SLAC preferred agencies. SLAC Preferred Travel Agents
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Reserve hotel rooms (may not be used to pay for the room)
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Reserve rental cars (may not be used to pay for the car rental except for Avis)
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Track all charges and reimbursements made to the account.
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Submit a travel expense report (TER) within three business days after AMEX charges are made.
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Determine if any of the submitted charges are not reimbursable as SLAC business and collect payment for non-allowable charges from the traveler.
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Collect the check from the Travel Reimbursement Office, payable to American Express.
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Mail checks for payment to American Express.
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Reconcile the department account statement each month. Verify that the payments mailed to American Express for the prior month's charges are posted. Process the paperwork to clear the current charges.
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Pay the American Express bill in full for current billed charges each month. Dispute charges that are not valid with American Express by calling 1-800-528-2122.
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Notify the AMEX Program Administrator (Marivic Co-Garcia x2223) to cancel the account when leaving SLAC or when transferring to another department. Make arrangements with the AMEX Program Administrator to reconcile any outstanding charges.