e-statement Migration Toolkit

Transcription

1 Resources and Information to Support Your Switch to Online Cardmember Statements Online statement delivery can provide your Cardmembers with a fast, convenient and secure way to reconcile and pay expenses each month. The is designed to provide you with information and resources to help make migration easy and seamless for you and your Cardmembers. Document Date: September, 2006 For Document Updates: Visit Click Resource Center / Program Management Click NTROL DRIVE SAVINGS BENEFIT EMPLOYEES MANAGE GLOBALLY MAXIMIZE CONTROL DRIVE SAVINGS BENEFIT EMPLOYEES MANAGE GLOBALLY REAL BUSINESS. REAL SOLUTIONS.

2 Table of Contents e-statement Migration Resources... 2 How e-statement Migration Works... 3 Statement Delivery Terms & Conditions... 4 e-statement Migration Instructions... 6 Cardmember MYCA and e-statement Enrollment Instructions... 7 Paper Off BCA Migration Communication Templates... 8 Paper Off Individual Cardmember Migration Communication Templates Cardmember Convenience Communication Templates Page 1

3 e-statement Migration Resources The following resources are available to assist you with e-statement migration. View the American Work Program Management Statement Delivery Selection Demo Learn how to Work to change delivery methods. Log-in to American Work Program Management at Under the Program Management section, click Online Demos. Select the Statement Delivery Selection demo. Attend a Monthly Online Workshop Visit: Follow the on-screen instructions to register for a workshop on either Using Program Management or Manage Your Card Account. A confirmation and reminder will be sent to you via with the meeting details. Cardmember Communication Support Sample templates are provided in the. Statement inserts may be available for distribution in Cardmember statements or payroll checks. For more information, speak to an American Express representative. Speak to an American Express Representative Contact your designated American Express representative or account manager. Call the American Work Help Desk at (800) Page 2

4 How e-statement Migration Works As a Program Administrator, you will have the option to eliminate paper statements at the BCA-level within American Work Program Management, and instead provide electronic statement delivery through Manage Your Card Account (MYCA) to all Cardmembers within the BCA. Statement Delivery Work Program Management offers three statement delivery options: 1. Paper On: Cardmembers will receive both paper and electronic statements. 2. Paper Off: Cardmembers will receive only electronic statements (and must enroll in MYCA), as well as select a Statement Ready Notification if they choose. 3. Cardmember Convenience: Cardmembers may turn off paper statements in MYCA, as well as select a Statement Ready Notification if they choose. Once a statement delivery selection is made Online Program Management (under the Statement Delivery Selection ), the change is immediate and will be effective on the next billing cycle cut, even if the billing cycle cut occurs the next day. It is advised that you make statement delivery changes immediately following the close of a billing cycle to allow a full cycle for Cardmember communications and MYCA enrollment. Making the Decision to Migrate: What Happens When You Select Paper Off When you decide to eliminate paper statements for one or more of your BCAs, American Express issues a systemgenerated paper letter to the statement address of all Cardmembers under the BCA that has been changed to Paper Off. Within this toolkit, we will also provide templates and other resources for your use to assist with internal communications. Cardmembers enrolled in e-statements will receive monthly Statement Ready notification s informing them when their statement is available to view, print or download. In the event of delinquency, Cardmembers enrolled in e-statements (Paper Off) will receive a paper statement until their accounts are current. Once a BCA has migrated to e-statements, your will be responsible for communicating statement delivery method and MYCA enrollment instructions to new Cardmembers who are issued a Card under that BCA and to Cardmembers who transfer from a paper statement BCA to an electronic statement BCA. To assist you, we have provided sample communications in this toolkit. Making the Decision to Delegate: What Happens When You Select Cardmember Convenience When you decide to delegate the selection of statement delivery method to each of your Cardmembers, American Express will launch a MYCA and e-statement Awareness campaign for your Cardmembers. The purpose of the campaign is to encourage MYCA enrollment and inform Cardmembers of their statement delivery options. American Express will distribute statement inserts and provide templates and other resources for your use to assist with internal communications (see examples within this toolkit). Cardmembers who decide to enroll in e-statements will receive monthly Statement Ready notification s informing them when their statement is available to view, print or download. Cardmembers may choose to receive only electronic statements (no paper); however, in the event of Cardmember delinquency, American Express will resume paper statement distribution until delinquent accounts are current. Page 3

5 Statement Delivery Terms and Conditions Paper On All Cardmembers will receive monthly statements via U.S. Mail detailing all charges and credit transactions that occurred during the previous billing cycle. Paper statements will be mailed to your individual Cardmembers at the addresses of record provided at the time of Card issuance, or as updated subsequently by either you or your individual Cardmembers. Paper statements will be received within 10 days of billing cycle cut. All Cardmembers are responsible for reconciling, expensing and/or paying bills in accordance with your company's policies and the American Express Cardmember Agreement. Paper Off All Cardmembers will receive a "Statement Ready notification" via within 5 days of billing cycle cut. Statement Ready notices will be ed to the address of record provided by Cardmembers during e-statement enrollment within Manage Your Card Account, our secure online servicing application. The Statement Ready notice will serve to inform Cardmembers that their electronic statements are ready to view, download or print, and will include a link to Manage Your Card Account. After clicking the link to Manage Your Card Account, Cardmembers will be asked to enter their individual user ID and password to access account information and view electronic statements. Selection of Paper Off for this Basic Control Account will result in the elimination of paper statements beginning on the following billing cycle. After selecting Paper Off, Cardmembers will be informed via U.S. Mail of the pending migration to e-statements and will be provided with enrollment instructions for Manage Your Card Account. You are advised to implement this change immediately after cycle cut to provide your Cardmembers with more advance notice of this statement delivery change. Cardmembers enrolled in this Basic Control Account after the initial e-statement migration will not be notified by American Express of their statement delivery method. After initial migration it is your responsibility to communicate with your Cardmembers regarding statement delivery methods and Manage Your Card Account enrollment. e-statements serve as legal billing statements and detail all charges and credit transactions that occurred during the previous billing cycle. All Cardmembers are responsible for reconciling, expensing and/or paying bills in accordance with your company's policies and the American Express Cardmember Agreement. In the event of delinquency, a paper statement will be mailed to each delinquent Cardmember at the address of record each month until the account balance is current. To receive Statement Ready notices and access e-statements, each Cardmember must enroll in Manage Your Card Account by visiting and following the on-screen enrollment instructions. Once enrolled in MYCA, Cardmembers simply locate Account Services and click on the link Get Online Only Statements to enroll in e-statements and receive Statement Ready notices via . To protect the security of your company and Cardmember data, Manage Your Card Account requires a browser that supports 128-bit encryption. Cardmember Convenience Cardmembers are being granted the authority by your company to determine their own statement delivery method. Each Cardmember will continue to receive a monthly statement via U.S. Mail detailing all charges and credit transactions that occurred during the previous billing cycle until he or she has enrolled to receive statements electronically. Paper statements will be mailed to your individual Cardmembers at the addresses of record provided at the time of Card issuance, or as updated subsequently by either you or your individual Cardmembers. Paper statements will be received within 10 days of billing cycle cut. All Cardmembers are responsible for reconciling, expensing and/or paying bills in accordance with your company's policies and the American Express Cardmember Agreement. Cardmembers that enroll in e-statements will receive a "Statement Ready notification" via within 5 days of billing cycle cut. Statement Ready notices will be ed to the address of record provided by Cardmembers during e- statement enrollment within Manage Your Card Account, our secure, online servicing application. The Statement Ready notice will serve to inform Cardmembers that their electronic statements are ready to view, download or print, and will include a link to Manage Your Card Account. After clicking the link to Manage Your Card Account, Cardmembers will be asked to enter their individual user ID and password to access account information and view electronic statements. e-statements serve as legal billing statements and detail all charges and credit transactions that occurred during the previous billing cycle. All Cardmembers are responsible for reconciling, expensing and/or paying bills in accordance with your company's policies and the American Express Cardmember Agreement. In the event of delinquency, a paper Page 4

6 statement will be mailed to each delinquent Cardmember at the address of record each month until the account balance is current. To receive Statement Ready notices and access e-statements, each Cardmember must enroll in Manage Your Card Account by visiting and following the on-screen enrollment instructions. Once enrolled in MYCA, Cardmembers simply locate Account Services and click on the link Get Online Only Statements to enroll in e-statements, and receive Statement Ready notices via . To protect the security of your company and Cardmember data, Manage Your Card Account requires a browser that supports 128-bit encryption. American Express will contact your Cardmembers via mail and to encourage enrollment in electronic statements. Page 5

7 e-statement Migration Instructions To migrate your Cardmembers from paper to electronic statements, follow these simple instructions. 1. Visit and log-in to American Work Program Management. 2. Select Statement Delivery Selection. 3. Enter a Basic Control Account (BCA) number in the BCA field and click Next. 4. Current Statement delivery will be displayed with drop-down box to change option. Select the appropriate statement delivery option from the drop-down box. 5. Review the Terms & Conditions associated with your selection. Check agreement to continue. 6. Click Submit. Page 6

8 Cardmember MYCA and e-statement Enrollment Instructions MYCA Enrollment Cardmembers can follow these simple instructions to enroll in Manage Your Card Account. 1. Visit 2. Click the link to log-in or register. 3. Create a User ID and password. 4. Follow the step-by-step instructions to enroll your Card account. e-statement Enrollment Enrolled MYCA users can follow these simple instructions to enroll in e-statements and Statement Ready notifications: 1. Log-in to MYCA. 2. On the Account Summary page, under the Account Services section, click on link Get Online Only Statements. 3. Select the desired statement delivery option from the list of available options. (Note: only one option may be available for a particular Card account.) 4. Provide a valid address for Statement Ready notification. 5. Complete all prompts until confirmation page is received. Page 7

9 Paper Off BCA Migration Cardmember Communication Templates The following templates may be used for initial BCA migration to notify all Cardmembers of your decision to implement electronic statements and discontinue paper statement delivery. It also provides Cardmembers with instruction on how to enroll in Manage Your Card Account to access statements online. Corporate Cardmember Template Dear Cardmember, We have recently decided to implement electronic Corporate Card statements. You will no longer receive paper statements beginning on your next billing cycle. All of your future statements will be delivered to you online through American Express secure Web-based application, Manage Your Card Account (MYCA). You will be notified via each month when your statement is ready. Each notice will provide a link to MYCA to make the process of accessing your statement easy and seamless. PLEASE ENROLL IN MYCA AND ELECTRONIC STATEMENTS NOW To enroll in MYCA, visit and follow the simple enrollment instructions. Once you enroll in MYCA, follow the instructions below to enroll in e-statements: 1. Log-in to MYCA. 2. On the Account Summary page, under the Account Services section, click on link Get Online Only Statements. 3. Select the desired statement delivery option from the list of available options. (Note: only one option may be available for a particular Card account.) 4. Provide a valid address for Statement Ready notification. 5. Complete all prompts until confirmation page is received. In addition to accessing your current statement, you can use MYCA for a variety of online services, including: Viewing, printing and downloading billed and unbilled charges Viewing historical billing statements Enrolling in account activity alerts Paying your bill electronically or scheduling an electronic payment on a date of your choosing Completing a standard expense report Initiating charge disputes I am confident that you will enjoy the convenience of MYCA and online statements! If you have any questions, please contact me directly. Regards, INSERT NAME Page 8

10 Corporate Purchasing Cardmember Template Dear Cardmember, We have recently decided to implement electronic Corporate Purchasing Card statements. You will no longer receive paper statements beginning on your next statement cycle. All of your future statements will be delivered to you online through American Express secure Web-based application, Manage Your Card Account (MYCA). You will be notified via each month when your statement is ready. Each notice will provide a link to MYCA to make the process of accessing your statement easy and seamless. PLEASE ENROLL IN MYCA AND ELECTRONIC STATEMENTS NOW To enroll in MYCA, visit and follow the simple enrollment instructions. (Please note the separate enrollment link for Corporate Purchasing Cards). Once you enroll in MYCA, follow the instructions below to enroll in e-statements: 1. Log-in to MYCA. 2. On the Account Summary page, under the Account Services section, click on link Get Online Only Statements. 3. Select the desired statement delivery option from the list of available options. (Note: only one option may be available for a particular Card account.) 4. Provide a valid address for Statement Ready notification. 5. Complete all prompts until confirmation page is received. In addition to accessing your current statement, you can use MYCA for a variety of online services, including: Viewing, printing and downloading billed and unbilled charges Viewing historical reports Verifying your spending limits and Open to Buy amount Enrolling in account activity alerts I am confident that you will enjoy the convenience of MYCA and online statements! If you have any questions, please contact me directly. Regards, INSERT NAME Page 9

11 Paper Off Individual Cardmember Migration Communication Templates The following templates may be used to notify new Cardmembers (or Cardmembers transferring from a paper statement BCA to an e-statement BCA) that their statements will be delivered electronically through MYCA. It also provides Cardmembers with instruction on how to enroll in Manage Your Card Account to access statements online. New or BCA Transfer Corporate Cardmember Template Dear Cardmember, You have recently been issued a Corporate Card that should be used for all of your travel and business expenses. Your monthly billing statements will be delivered to you online through American Express secure Web-based application, Manage Your Card Account (MYCA). You will be notified via each month when your statement is ready. Each notice will provide a link to MYCA to make the process of accessing your statement easy and seamless. PLEASE ENROLL IN MYCA AND ELECTRONIC STATEMENTS NOW To enroll in MYCA, visit and follow the simple enrollment instructions. Once you enroll in MYCA, follow the instructions below to enroll in e-statements: 1. Log-in to MYCA. 2. On the Account Summary page, under the Account Services section, click on link Get Online Only Statements. 3. Select the desired statement delivery option from the list of available options. (Note: only one option may be available for a particular Card account.) 4. Provide a valid address for Statement Ready notification. 5. Complete all prompts until confirmation page is received. In addition to accessing your current statement, you can use MYCA for a variety of online services, including: Viewing, printing and downloading billed and unbilled charges Viewing historical billing statements Enrolling in account activity alerts Paying your bill electronically or scheduling an electronic payment on a date of your choosing Completing a standard expense report Initiating charge inquiries I am confident that you will enjoy the convenience of MYCA and online statements! If you have any questions, please contact me directly. Regards, INSERT NAME Page 10

12 New or BCA Transfer Corporate Purchasing Cardmember Template Dear Cardmember, You have recently been issued a Corporate Purchasing Card that should be used for all of your procurement expenses. Your monthly Corporate Purchasing Card statements, detailing all the transactions charged during the previous month will be delivered to you online through American Express secure Web-based application, Manage Your Card Account (MYCA). You will be notified via each month when your statement is ready. Each notice will provide a link to MYCA to make the process of accessing your statement easy and seamless. PLEASE ENROLL IN MYCA AND ELECTRONIC STATEMENTS NOW To enroll in MYCA, visit and follow the simple enrollment instructions. (Please note the separate enrollment link for Corporate Purchasing Cards). Once you enroll in MYCA, follow the instructions below to enroll in e-statements: 1. Log-in to MYCA. 2. On the Account Summary page, under the Account Services section, click on link Get Online Only Statements. 3. Select the desired statement delivery option from the list of available options. (Note: only one option may be available for a particular Card account.) 4. Provide a valid address for Statement Ready notification. 5. Complete all prompts until confirmation page is received. In addition to accessing your current statement, you can use MYCA for a variety of online services, including: Viewing, printing and downloading billed and unbilled charges Viewing historical reports Verifying your spending limits and Open to Buy amount Enrolling in account activity alerts I am confident that you will enjoy the convenience of MYCA and online statements! If you have any questions, please contact me directly. Regards, INSERT NAME Page 11

13 Cardmember Convenience Communication Templates The following template may be used for initial BCA migration to notify all Cardmembers of their statement delivery options and provide Cardmembers with instruction on how to enroll in Manage Your Card Account to access statements online. Corporate Cardmember Template Cardmember Convenience Dear Cardmember, You now have the option to receive your monthly American Express Corporate Card statement online! All you have to do is enroll into Manage Your Card Account (MYCA) and follow the simple e-statement enrollment steps listed below. You will be notified via each month when your statement is ready. Each notice will provide a link to MYCA to make the process of accessing your statement easy and seamless. PLEASE ENROLL IN MYCA AND ELECTRONIC STATEMENTS NOW To enroll in MYCA, visit and follow the simple enrollment instructions. Once you enroll in MYCA, follow the instructions below to enroll in e-statements: 1. Log-in to MYCA. 2. On the Account Summary page, under the Account Services section, click on link Get Online Only Statements. 3. Select the desired statement delivery option from the list of available options. (Note: only one option may be available for a particular Card account.) 4. Provide a valid address for Statement Ready notification. 5. Complete all prompts until confirmation page is received. In addition to accessing your current statement, you can use MYCA for a variety of online services, including: Viewing, printing and downloading billed and unbilled charges Viewing historical billing statements Enrolling in account activity alerts Paying your bill electronically or scheduling an electronic payment on a date of your choosing Completing a standard expense report Initiating charge inquiries I am confident that you will enjoy the convenience of MYCA and online statements! If you have any questions, please contact me directly. Regards, INSERT NAME Page 12

14 Corporate Purchasing Cardmember Template Cardmember Convenience Dear Cardmember, You now have the option to receive your monthly American Express Corporate Purchasing Card statement online! All you have to do is enroll into Manage Your Card Account (MYCA) and follow the simple e-statement enrollment steps listed below. You will be notified via each month when your statement is ready. Each notice will provide a link to MYCA to make the process of accessing your statement easy and seamless. PLEASE ENROLL IN MYCA AND ELECTRONIC STATEMENTS NOW To enroll in MYCA, visit and follow the simple enrollment instructions. (Please note the separate enrollment link for Corporate Purchasing Cards). Once you enroll in MYCA, follow the instructions below to enroll in e-statements: 1. Log-in to MYCA. 2. On the Account Summary page, under the Account Services section, click on link Get Online Only Statements. 3. Select the desired statement delivery option from the list of available options. (Note: only one option may be available for a particular Card account.) 4. Provide a valid address for Statement Ready notification. 5. Complete all prompts until confirmation page is received. In addition to accessing your current statement, you can use MYCA for a variety of online services, including: Viewing, printing and downloading billed and unbilled charges Viewing historical reports Verifying your spending limits and Open to Buy amount Enrolling in account activity alerts I am confident that you will enjoy the convenience of MYCA and online statements! If you have any questions, please contact me directly. Regards, INSERT NAME Page 13