News International Corporate Charge Card Policy and Procedure
Author: Ben Bingham
Owner: Michael Gill
First Created: 26/07/2011
Last Updated: 05/08/2011
Version Description of update Changes made by
1.1 Minor updates to working and inclusion of microsite Ben Bingham
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Policy and Procedure
1. Eligibility for a Corporate Card
1.1. For an employee to be eligible to receive a corporate card they must:
1.1.1. Have a permanent contract of employment with News International or News
Corporation (for employees in the Europe and Asia division) with no fixed term.
1.1.2. Regularly incur business expense as part of their job role (£50 on average a
month is the recommendation although final decision sits with the department
1.1.3. Have the consent of their department approver (please refer to the Corporate
Card Approvers List available online at
1.2. Should an employee be eligible to receive a card based on the above criteria, it is
mandatory that they obtain one and use it to pay for business expenses as defined in
section 4. The employee should contact their HRBP or NISA representative if they feel they
have a legitimate reason not to have the card.
1.3. It is the decision of the department approver(s) over whether new employees on
probationary period are immediately eligible to receive a card.
2. Applying for a Corporate Card
2.1. New employees will be given information on how to apply in their Contract Pack where
their line manager has identified them as eligible in the New Starter Assignment Form on
2.2. Existing employees should refer to the American Express microsite for NI for all
documentation and forms. The link for the site is available on the NI intranet and OurNews
2.3. To apply for a card the employee must complete and send the following items to the Card
Administration team based in the Finance team in Peterborough:
2.3.1. AMEX Corporate Card Application Form (“Joint & Several Liability, Green”),
signed by the department approver.
2.3.3. Provide a photocopy of a valid photo ID (e.g. passport or driving license)
2.4. All applications must be approved and signed by an authorised approver from the
employee’s department – please refer to the Corporate Card Approval List on the AMEX
microsite for details on who should sign your form. Any queries should be directed to
2.5. The employee should send the original completed and signed documents listed in 2.3 to the
Card Admin team using the internal post.
2.6. The Card Admin team will complete a final check of the documentation before approving
and signing the forms and then submitting to American Express for processing.
2.7. Employees should refer to ‘Appendix B – Guide to Application Form’ for further help in
completing their application form.
2.8. American Express will process the application within 10-14 days during which a credit check
is run against the employee before the card is created and dispatched to the employee.
This timeframe is subject to all necessary information being provided to American Express.
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2.9. American Express will inform the employee of whether they have been successful in
applying for the card and will send the card and Welcome Pack directly to the employee’s
2.10. The Card Admin team will be informed by American Express of successful applicants.
3. Cancelling or Amending a Corporate Card
3.1. Where an employee has a corporate card and changes any of their personal or work details
(e.g. address, contact information, department, cost centre etc…) then they should contact
American Express customer services on 0845 604 2550 to inform them of the changes.
3.2. The employee is responsible for cancelling their card and settling the balance when the card
is no longer required.
3.3. Where the employee is leaving the company they should cancel and settle the balance as
soon as possible or on their last day of employment as a minimum.
3.4. Cancellation requests issued over the phone will be confirmed as complete immediately by
American Express, no subsequent written confirmation is sent. Email requests for
cancellation will be responded to by return email confirmation from American Express.
3.5. American Express will issue the employee a final postal statement with details on how to
pay once the account has been cancelled. The employee is responsible for settling
outstanding charges (see section 5). Please note that the employee will no longer have
access to their online account once the card has been cancelled.
3.6. Once cancelled the employee should hand the card, cut up, to the line manager.
3.7. It is the responsibility of the employee to ensure that all reward points earned on the
corporate card account have been utilised within 30 days of cancelling their account as
once this has been completed then any reward points will be cancelled. Employees will
have to call the Amex Membership Rewards Team on 0845 604 2839 to redeem points.
4. Corporate card use
4.2. It is mandatory for employees who have a corporate card to use it to pay for business
expenses where the card is accepted by the vendor. This will predominantly include
expenses related to travel, accommodation, subsistence, and entertainment as per News
International’s Staff Expenses Procedure that can be viewed on the intranet.
4.3. Employees are still required to book travel and accommodation through NI’s travel provider
in line with expenses policy when using their corporate card.
4.4. Employees are not allowed to use the corporate card for the following:
4.4.1. Any personal non-company related expenditure including expenses that are not
covered in the company or department expenses policies.
4.4.2. Cash advances or purchasing foreign currency (this facility is not available on the
4.4.3. Any products or services supplied through other payment channels/mechanisms
(e.g. stationery which is paid on account through an invoice)
4.5. If the corporate card is not accepted by the vendor then the employee should pay for the
service or product using cash or a personal credit / debit card and claim the expense back
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5. Payment of corporate card
5.1. The employee is responsible and liable for ensuring that the corporate card bill is paid in full
each month 28 days following the date of the monthly bill statement. There is no credit on
the cards and they must be paid off in full each month.
5.2. The employee will receive a personal statement from American Express. Additionally, an
electronic copy of the statement will be uploaded to Newspeople expenses system each
month and the employee will be notified by email.
5.3. In order to settle the card bill, the employee must add card transactions to their expense
claim in Newspeople using the system functionality and submit for approval as normal
along with valid VAT receipts. The card bill statement is not a valid receipt.
5.4. Employees are also required to submit to the Expenses department the booking
confirmation for any accommodation from NI’s travel provider along with their expense
5.5. Employees should refer to the Expense Help user guide found in the Newspeople expenses
system for further information on how to add card transactions to their expense claim.
5.6. THE CARD MUST NOT BE USED FOR PERSONAL EXPENSE. Any personal / non-claimable
expenses on the card will need to be settled by the employee directly with American
Express and deleted from the Newspeople expenses system.
5.7. The employee will be notified of approved and paid expense claims showing:
5.7.1. The amount paid by News International to American Express
5.7.2. The amount paid directly to employee for costs not paid for using the card
5.7.3. The outstanding amount on the employee’s corporate card that the employee
must settle directly with American Express.
5.8. It is the employee’s responsibility to ensure that transactions on their corporate card are
claimed as expenses through Newspeople on a timely basis and valid VAT receipts are
submitted to the Expenses department.
5.9. Employees must allow sufficient time (10-14 days) after submitting their expense claim for
the expenses to be approved by their cost centre owner, for the Expenses department to
reconcile the claim with the receipts, and for payment to be made to American Express
before the bill is due for payment.
5.10. Should the employee not pay the card bill then News International has the right
salary, pay American Express directly and cancel the card.
5.11. No line of credit is available on the American Express corporate cards and penalty for late
payment is 2% of the total amount owed plus a £15 administrative charge as well as
disciplinary action from News International. An employee’s personal credit rating may be
affected by long term debt on the card.
6. Escalation and disciplinary
offence which will result in cancellation of the employee’s card account.
6.2. Employees should contact the Card Admin team to escalate any issues related to their
corporate card account with American Express.
6.3. Employees should contact the Payroll department if they have any issues submitting
expenses through Newspeople.
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Appendix A - Key contact information
Contact Telephone Email
American Express Customer 0845 604 2550
American Express Membership 0845 604 2839
NI Card Admin Team email@example.com
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Appendix B – Corporate Card Application Guide
Employees must complete Section 2 and 4 of the form.
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This can be either the employee’s work
or personal email address
This should be the employee’s cost
centre. If they use multiple cost
centres then they should include the
cost centre against which they charge
the most expenses
If the employee selects ‘Office’, then
American Express will use the address
from Section 4 of the form.
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The employee should enter the
address at which they are based,
rather than the company’s registered
Please enter the Basic Control Account
(BCA) number for your business area /
dept. Refer to the Corporate Card
Approvers List for more information.
The rest of this section is completed
and signed by a member of the Card
The employee must obtain the
signature of the relevant department
approver according to the ASL
The employee should ignore the Direct
Debit section as NI settles the card bill
centrally on approved expenses.
The employee should send the
completed form to the Card Admin
team in Peterborough along with a
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Appendix C – Billing Cycle
The table below shows the key dates for the 2011 billing cycle 4 that News International will follow.
Month Cycle 4 Due Date 30 Day Late Payment
January 14-Jan 08-Feb 13-Feb
February 11-Feb 08-Mar 13-Mar
March 11-Mar 05-Apr 10-Apr
April 14-Apr 09-May 14-May
May 12-May 06-Jun 11-Jun
June 13-Jun 08-Jul 13-Jul
July 14-Jul 08-Aug 13-Aug
August 12-Aug 06-Sep 11-Sep
September 12-Sep 07-Oct 12-Oct
October 13-Oct 07-Nov 12-Nov
November 14-Nov 09-Dec 14-Dec
December 14-Dec 08-Jan 13-Jan
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