The College has an agreement with American Express to provide credit cards to faculty and staff who regularly incur reimbursable travel and entertainment expenses while on College business. Travelers who have been issued a Colby American Express Corporate card should use it for airfare, hotel, restaurant, rental car, or other travel and entertainment expenses. Travelers have the option to use any other personal credit card to pay for travel and entertainment expenses. If an employee chooses to use a different credit card, they should not also carry an American Express Corporate card as the College must pay an annual fee for each corporate card issued. Please note that if another credit card is used, other than American Express, the College will not reimburse any fees associated with that card.

The American Express Corporate card is to be used for travel and entertainment expenses incurred in connection with official Colby business. The corporate card should not be used for personal expenses or the purchase of goods, services or other items not associated with business travel and entertainment. Departments wishing to purchase goods and services with a credit card should contact Kelly Pinney-Michaud, Assistant Director of Administrative Financial Services, about the College’s Visa Purchasing Card Program. Kelly may be reached by phone at 859-4125 or by email.

RESPONSIBILITY FOR PAYMENT

Under the corporate card program, individuals are responsible for payments to American Express. Monthly billing statements from American Express are mailed directly to cardholders.

Travelers are expected to charge expenses for transportation, lodging, meals, etc. to their corporate cards. After the trip, travelers are reimbursed when a properly completed Travel and Entertainment Expense Voucher is submitted and processed by Accounts Payable. If the traveler’s expenses are settled immediately upon return to the Colby campus, there is generally ample time to receive reimbursement prior to the due date of the corporate card bill. The College will not reimburse late fees assessed as a result of late payment by the cardholder.

TERMINATION OF PARTICIPATION

The College and American Express have the right to cancel any corporate card in accordance with the delinquency provisions of the contract or other credit card abuses. Employees must immediately return the corporate card to the College’s program administrator upon notice of cancellation.

Faculty and staff who are issued a corporate card are required to promptly notify and return the card to the American Express program administrator or a personnel officer of the College upon termination of employment or if it is deemed that the card is no longer needed.

If you would like an American Express Corporate card for use of official college travel, please contact, Kelly Pinney-Michaud.