There are two ways to access a Card Application:

1. Access Key and a URL Link

• You can provide applicants with a link to the application site and an Access Key via email.
• Your Access Keys may be posted on your company’s internal intranet site or internal documents.

2. Email Invitation

• Applicants receive two emails from American Express, initiated by their Programme Administrator, inviting them to apply for their Corporate Card.
• One email will contain a link to the application site, the other will contain an Application ID that they’ll need to log on and complete their application.

Once on the Card Application site, applicants will be instructed to enter their corporate email address and Application ID or Access Key to begin their Corporate Card Application.

The employee has 7 days to complete an application. If the application is not completed within that timeframe, the Programme Administrator will have to initiate the Card Application again.

If the Programme Administrator makes an Access Key and application link available on the company’s internal intranet, then the applicant may use that information to initiate a Card application. Otherwise, the Programme Administrator must initiate the application.

Please have the employee check their ‘Junk’ or ‘Spam’ folders as emails are sent from a generated email tool. Programme Administrators can resend the application emails via the ‘Track Applications’ tab.

Applicants must provide their Fiscal Code ID and a valid copy of the front and back of a government-issued ID such as a passport or driver’s licence issued in Italy, or other accepted proof of residential address.

More information on accepted identification documents is available while completing the application. On the right-hand side of the screen under ‘Important Information’ select the hyperlink ‘Learn more’ for additional details.

Applicants can upload additional documents under the Supporting Documents section in the application.

No, the approval process including signatures is automated and fully online. There is no need for any paper copies or handwritten signatures in this process.

Yes, applicants will be notified which fields are mandatory while completing the online application. If they encounter any errors, applicants will see an error message with instructions on what to do.

If the process requires final PA approval, after applicants have completed all the mandatory fields in the application, they’ll reach a Review and Submit screen. There they can review and modify fields if necessary and then submit their application. The application will be in pending status until the Programme Administrator approves and signs it, and the applicant signs it.

They will receive an email with instructions on how to digitally sign their application after they have submitted it and, if required, their Programme Administrator has approved it.

When approving applications for Card accounts with Central Payment, authorized Programme Administrators will be prompted to enter their email and will receive a digital signature link. Applications for Card accounts with individual settlement do not require a Programme Administrator’s signature.

Unless your company has arranged to distribute Cards centrally, the applicant can choose to have their Card sent to an alternative address in Italy.

Yes.

No, not currently.

An Access Key is a unique code created in @ Work, and each one is associated with a Basic Control Account (BCA)for your company. The Access Key carries information about the Basic Control Account set up such as Product, Billing and Liability Type, to the Card Application.

Programme Administrators can mandate Cost Center ID or the Employee ID and even the length of the fields required.

You can create an Access Key on the Global Apply for Card (GAFC) PA Dashboard with a few simple steps:

1. In the Access Key module toward the bottom of the page, click ‘Create’
2. Choose the Basic Control Account (BCA) for the Access Key
3. Set the options you would like associated with the Access Key (more details on options below)
4. Confirm and Create

Yes, if you want to mandate that applicants enter their Cost Center or Employee ID on applications, including the length of the fields required, check the boxes for these items during the Access Key set-up process.

No, all Programme Administrators with permissions for a Basic Control Account (BCA) will have full visibility to manage and use Access Keys created for those Basic Control Accounts. You may only need one Access Key for each Basic Control Account. If a Basic Control Account has both Gold and Green Cards associated to it, you will need one Access Key for Gold and one for Green.

If you prefer, you can create multiple Access Keys for a Basic Control Account if there are different departments and/or Approver combinations required. These Access Keys can be leveraged by all Programme Administrators responsible for those departments and Approvers.

There is no limit to how many Access Keys can be created for each Basic Control Account (BCA) or by each Programme Administrator. Developing consistent naming conventions and internal workflows will help your organization optimize the number of Access Keys created.

No, not always. To initiate an application without an Access Key, you can select the ‘Quick Send’ option to send application(s). The Card Application will still go through the Programme Administrator approval and digital signature processes (when required) before it is sent to American Express. Use the Quick Send option when an Access Key is not needed.

Access Keys do not expire. However, if the Programme Administrator who set up the Access Keys moves to a new role, or leaves the company, we recommend an active Programme Administrator edit the Access Key to ensure all notifications stay within the group. We always recommend at least two Programme Administrators who are authorized signatories register for Global Apply for Card (GAFC) to ensure all roles can be completed any time.

There is no limit to the number of applications issued for any Access Key.

Yes, provided the new Programme Administrators are set up with permissions at the same Basic Control Account (BCA) level, new Programme Administrators can access, use and maintain the Access Keys.

Customize Approvals provides flexibility for you to adapt the approval flow for your application process. You make approval selections when you create an Access Key and then modify your selections at any time.

The following pre-approval options are available:

The Assigned Approver can be a manager or leader who needs to approve the employee for a Card. Assigned Approvers are different from the Programme Administrator(s) who are the Final Approvers for applications, if applicable.

Yes, Approvers will receive an email shortly after the Card Application has been initiated. They can decision whether an employee is eligible to apply directly from the email, without needing an @ Work ID.

An Assigned Approver should be an employee of the company and have a company email address.

Yes, you can view the email addresses for the Assigned Approvers in the ‘Track Applications’ tab and edit the details by selecting the application and clicking on the Resend button.

Yes, you have the option to edit the Assigned Approver email address in the ‘Track Applications’ tab by clicking the application and selecting the Resend button.

The Assigned Approver has 45 days to approve the application. If the Assigned Approver hasn’t approved the application within that timeframe, the application will be cancelled.

No, the application cannot be reinstated. You will need to initiate a new application for the employee.

The Card applicant will be able to immediately access the application with the URL link and either an Access Key or Application ID.

Once completed, applications appear in the ‘To Do List’ tab for all Programme Administrators with Global Apply for Card (GAFC) permissions under that Basic Control Account (BCA).

The Programme Administrator who last edited the Access Key will receive an email notification that they have an application to review. When Quick Send is used, the Programme Administrator who initiated the application will receive the email notification.

When an application is initiated using an Access Key, there are two possible recipients of the approval email:

1. The approval email will be sent to the Programme Administrator who last modified the Access Key.
2. If the Programme Administrator who last modified the Access Key is not found, then the Programme Administrator who created the Access Key will receive the email, if they still have access to Global Apply for Card (GAFC).

Programme Administrators who change roles will continue to receive approval emails if they still have access to Global Apply for Card (GAFC).

If GAFC access is removed when a Programme Administrator changes roles, the approval email will not go to any Programme Administrator with one exception.

The exception happens when the Programme Administrator who changes roles was the last to modify the Access Key, but a different Programme Administrator had originally created the Access Key and still has access to GAFC. In this scenario, the Programme Administrator who created the Access Key will receive the approval email.

The application will be in status of Pending with Post Approver until it is actioned. Any other Programme Administrator who has access to the Business Control Account (BCA) can see the status and approve the application without receiving an email notification.

When a Programme Administrator leaves the company, approval emails will continue to be sent to the deactivated email account. We recommend that Global Apply for Card (GAFC) access is removed when a Programme Administrator leave the company.

The application will be in status of Pending with Post Approver until it is actioned. Any other Programme Administrator who has access to the BCA can see the status and approve the application without receiving an email notification.

Quick Send allows you to quickly initiate an application and send an invitation to apply to the employee from within @ Work.

1. Simply select a Basic Control Account (BCA) and enter the employee’s first name, last name, and email, then review and submit.
2. Once the application is completed by the applicant it will be routed to the Programme Administrator for Final Approval.

Use Quick Send when you want to quickly provide a Card to an employee without the need for an Access Key.

Programme Administrators can initiate up to 10 applications at one time with Quick Send.

No, Programme Administrators cannot approve their own applications. Their applications must be initiated and approved by another Authorized Signer.

The Programme Administrator who set up or last edited the Access Key will receive an email notification that there is a completed application to review.

When Quick Send is used, the Programme Administrator who initiated the application will receive the email notification.

When any Programme Administrator logs onto Global Apply for Card (GAFC), they will see applications to review and approve in the ‘To Do List’.

The following actions can be taken on Card Applications pending approval:

When approving applications for Card accounts with Central Payment, authorized Programme Administrators will be prompted to enter their email and will receive a digital signature link. Applications for Card accounts with individual settlement do not require a Programme Administrator’s signature.

When you route the application back by selecting the link ‘Route back to applicant’, you can enter comments as to why you are routing it back, and the applicant will receive the details in an email.

The applicant then logs in again using the details in their email, fixes the errors and re-submits to the Programme Administrator for review. When the application is rerouted to the applicant, the application status will appear as ‘Sent to Employee’ in the ‘Track Applications’ tab since the Card Application is pending with the employee.

The ‘Track Applications’ tab allows you to view any individual Card Application and its status in the system.

Global Apply for Card (GAFC) statuses include:

*Not available yet for Italy

The ‘Track Applications’ tab can be used to check the status of the application throughout its lifecycle. This section will show the status at every stage of the application.

Yes, the applicant will receive an email notification advising that the company has declined/cancelled their application within 15 minutes.

Currently, the Programme Administrator will not receive any email notification regarding American Express' approval of Card Applications. American Express will directly inform applicants whether their Card application has been approved.