Conference 7.286::digital

3842.0. "Change to Corp Charge Card Policy" by DCEIDL::J_FULLERTON (Jean Fullerton (ZKO)) Mon May 01 1995 13:54

This is an announcement I just received from Corporate Travel.


From:	R2ME2::MALEIT::MALEIT::MRGATE::"NEMTS::SALES::A1::TRAVEL" 28-APR-1995 15:01:19.71
To:	@Distribution_List
CC:	
Subj:	Travel Charge Card Announcement                                        2

From:	NAME: Corporate Travel              
	TEL:                                  <TRAVEL AT A1 at SALES at AKO>
To:     See Below


         You have been selected to receive this memo because you 
         are a new travel charge card holder.  This memo is from 
         Corporate Travel Services at DTN 223-7996.  Questions 
         can be directed to Chargecard @MSO or 
         POWDML::Chargecard.
         
         The majority of our First Bank Visa travel charge card 
         holders have shown responsibility in maintaining current 
         accounts.  Unfortunately there has been a recent 
         increase in the number of past due accounts at Digital 
         that is above the industry average.  This increment in 
         past due accounts is adversely impacting Digital's 
         relationship with First Bank Visa. 
         
         To improve Digital's record and to ensure that Digital 
         maintains a mutually beneficial business relationship 
         with First Bank Visa,  we are initiating the new process 
         described below.  This process requires the full 
         responsibility and accountability of all travel charge 
         card holders and their managers and is consistent with 
         Digital's practices pertaining to the collection of 
         company cash advances.  We ask that you please review 
         and fully cooperate with the process, which took effect 
         on February 6, 1995.
             
         
         PAST DUE ACCOUNTS PROCESS:
         
         This process is intended to support the Company's 
         ability to manage past due accounts in accordance with 
         our contractual agreement with the vendor.  Although the 
         card is an individual liability, it is a company charge 
         card issued to the employee based on employment status.  
         The following process will be put in place to 
         appropriately deal with employees whose accounts are 
         past due.
         
         1). The Corporate Charge Card Program Office will notify 
         the employee of an account delinquency when an 
         employee's Corporate Charge Card account is 15 days past 
         the due date.  
         
         2).  If the employee fails to pay the amount due prior 
         to the next statement, the account will be suspended at 
         30 days past the due date.
         
         3).  If necessary, notification will be sent to the 
         employee and their cost center manager at 45 days past 
         the due date.  The employee will have the opportunity to 
         rectify the situation and or be subject to Corrective 
         Action and Discipline (Final Written Warning).
              
         4).  If the employee fails to pay the amount due prior 
         to the next statement his or her card will be revoked at 
         60 days past the due date.
         
         5).  If the employee fails to pay the amount due, the 
         employee will be subject to termination.
         
         6).  If the cost center manager has been notified of an 
         employee's past due status, the cost center manager will 
         be notified (weekly) when past due amounts are paid in 
         full.
         
         7).  On February 6,1995 this process took effect.
         
         We must rely on business managers to help reinforce the 
         messages and to support the company's effort to improve 
         our travel payment performance.  Cost center managers 
         are also expected to ensure that the approval process 
         for business expenses is managed on a timely basis and 
         does not negatively impact the reimbursement process to 
         employees.  
         
         
         
         POLICY REMINDERS:
         
         Digital will reimburse the employee for all business 
         related expenses allowed as stated in Personnel Policies 
         and Procedures Section 5.11.  The employee is 
         responsible for paying the full amount due upon receipt 
         of a billing statement.  If payment is not received by 
         First Bank Visa prior to issuing the next statement, the 
         account is considered delinquent. 
         
         Personnel Policies and Procedures Section 5.11 requires 
         that the corporate charge card be used for valid 
         reimbursable business expenses.  Personal charges are 
         not allowed on the corporate charge card with the 
         exception of incidental personal expenses incurred 
         during Digital business travel.  
         
         Personnel Policies and Procedures Section 5.11 states 
         that "employees are expected to submit expense claims 
         for trips requiring air travel and/or an overnight stay 
         within seven days after the occurrence of the expense or 
         every two weeks if the employee is on an extended stay."  
         
         We thank those corporate charge card holders who have 
         diligently kept their accounts up to date and cost 
         center managers who have managed a timely and accurate 
         expense approval process.  We ask that everyone 
         cooperate with us in this effort to maintain timely, 
         reconciled accounts.
         
         Attached is an explanation of some procedures that 
         employees frequently have questions about.
         
         Thank you,
         
         
         
         
         
         

         
         BILLING ERRORS:  
         
         Erroneous charges or returned airline tickets awaiting 
         credit must be disputed in a timely manner by calling 
         First Bank customer service at 1-800-344-5696.
         
         EXPENSE VOUCHER PROCESSING:
         
         In order to avoid delays in processing expense vouchers, 
         expense reports should be completed in accordance with 
         Personnel Policies and Procedures Section 5.11.
         
         In order to support the timely processing of expense 
         vouchers cost center managers and employees should 
         ensure that forms are complete, and legible, all badge 
         number's are included, and the approver has signatory 
         authority for the cost center and the associated 
         expenses and amount.

What's the change?

It looks like a restatement of what many people were complaining about.

/john

    Discussed many times over in one of the several existing notes on
    the so-called corporate credit card.
    
    				Steve