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Processing Charges
electronically |
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To process Charges electronically, follow these easy steps: |
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Before processing your first Charge, make sure your Electronic Data
Capture (EDC) terminal or electronic cash register is properly
programmed. Your terminal must be able to generate forms containing
the following information:
- Authorisation Approval Code number
- Card account number and expiry date
- Date of Charge
- Amount of Charge, which must be the total purchase price of
goods or services purchased, including applicable taxes, tips,
postage and packing charges. Any tip amount should be filled in by
the Cardmember before you complete the total
- An acceptable description of the goods or services
purchased
- Your business name, address and American Express Merchant
number
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Processing Credits |
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When a Cardmember returns merchandise, or is due a
Credit from your business, never refund cash. Always issue a
Credit. A Credit can only be issued to the same American Express
Card account number used for the original purchase.
To process Credits, follow these simple steps:
Imprint an American Express Credit Form with the Cardmember's
Card. If the Card is not available, complete the Cardmember's name
and account number by hand. Ensure that the account number on the
Credit Form matches the account number on the original Record of
Charge being credited.
Enter the total amount of the transaction. Please also enter the
total amount on the Credit Summary Form. American Express will
debit your Merchant account for the net amount but will refund the
Cardmember in full.
Enter the reason for the Credit (e.g. wrong size).
If possible, have the Cardmember sign the Credit Form.
Return the Card and Cardmember's copy of the Credit Form to the
Cardmember. Retain the Service Establishment copy for reference and
submit the "Amex" copies to American Express.
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Processing estimated
Charges |
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Businesses receiving Authorisation Approval Codes for estimated
charge amounts (e.g. lodging, car hire and restaurants) must
utilise the following procedures:
Lodging
Lodging establishments must obtain an estimated Authorisation based
on the Cardmember's intended length of stay at check-in, the room
rate, applicable taxes, and/or service charge rates, and the
merchant's procedure for estimating additional ancillary
charges.
Car Hire
When the vehicle is checked out, the Car Hire Office must obtain
Authorisation for the full estimated amount of the charge. The
estimated charge must be determined by multiplying the applicable
rental rate by the hire period.
If upon Cardmember check-out from Lodging establishments or when
the vehicle is returned, if the final Charge is greater than the
estimated Charge by more than 15% then the Merchant must obtain an
additional Authorisation Approval Code for any amount of the charge
which is greater than the original estimated Authorisation
amount.
If such Authorisation is not requested or is requested and
declined and the Cardmember fails to pay the charge for any reason,
then American Express has the right to charge back.
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How to process delayed
Charges |
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Businesses such as hotels often compute the guest's final charges
(e.g. telephone calls, meals) after the guest has left. American
Express will bill the Cardmember for such charges when submitted by
the business, but generally American Express has the right to
charge back in the event of a Cardmember dispute.
Follow these steps to submit delayed charges:
Electronic Submittal
Process a separate Charge for the delayed amount following
normal processing procedures. Be sure an accurate description of
the Charge is indicated on the receipt.
Paper Submittal
- Do not alter the original amount. Although the Cardmember has
the Cardmember copy, make your additions in the designated spaces
on the remaining portions of the Record of Charge.
- Enter the types of delayed Charges (e.g. telephone, breakfast).
The more specific the description, the less likely there will be a
disputed Charge.
- Enter the total amount of all delayed Charges.
- Compute and enter the revised total. Do not cross out the
original total. If possible, send an itemisation of delayed Charges
directly to the Cardmember in order to reduce the chance of a
dispute.
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How to process Card
Not Present Transactions for Meetings and
Events |
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To process such charges whereby a card may not be physically
available to be presented, follow these easy steps:
- Obtain the following information from the authorized user for
the Card (the Cardmember). This information should be captured in
the written Meeting Sales Agreement between your Hotel and the
Client.*
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- Their name for the Card to prove that they are the authorized
user and legitimate party for the card
- Their Card Account number
- The Card's expiry date
- The Cardmember's billing address - this address is to be
confirmed by Authorizations
- The Cardmember's billing telephone number. Do not accept mobile
telephone numbers
- Obtain an Approval Code electronically or via phone. For phone
authorization, please call Authorizations on 0 2273 5522 or 0 2618
0022. Please have your Merchant number and customer details ready
when you call.
- Complete Record of Charge (ROC) and write "Signature on File"
on the signature line of the ROC.
*Ensure Card number details are captured in the
Sales Agreement (for Meeting contracts) under Payment Mode or
Authorization Forms (for third party transactions) and duly signed
by the Authorized Cardmember. American Express will not be
responsible for any unauthorized transactions or any transactions
not carried out in accordance with the American Express Terms and
Conditions.
More information on
Best Practices for Accepting American Express Cards for
Meetings
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Best practices for accepting the American Express
Card for Meetings |
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Step One: The Meetings & Events
Contract
- The first step for a meeting/event is the development of a
contract, signed by both the Merchant (usually a hotel or venue)
and the meeting planner (the Cardmember)
- This contract should stipulate that the American Express Card
will be used as the form of payment and no charges can be put on
the card without prior written authorization from the
Cardmember
- The contract should list upfront all the agreed costs related
to the meeting. Any amount that is not specifically agreed in the
contract cannot be charged to the Card without prior agreement
- Ask for the Card number as a guarantee for no
shows/cancellations and call the American Express Authorizations
department to ensure that the proposed amount can be charged to the
card
Step Two: The Event
- Establish if the Cardmember is going to be present at the
actual meeting. If he is not, advise the Cardmember that he will
need to receive the invoice via email or fax after the meeting and
ask him to fill out the "Charge Authorization Form" and submit to
the Merchant in advance. This form provides confirmation that the
Cardmember is authorizing these charges to be paid on Card
- If the Cardmember wants to authorize another person to charge
on their behalf, he will also need to fill out the "Charge
Authorization Form", sign and submit to the Merchant. (As an added
check it is suggested that you e-mail the person who looks after
the account at the corporation and have the authenticity of the
form confirmed)
Step Three: Authorization of Charges to be put on the
Card
- Prior to any charges to the Card, the hotel will need to send
the final invoice to the meeting planner
- The meeting planner to review the invoice and ensure that they
are in agreement with the charges
Additional Tips and Hints
- You should not ask the Cardmember to fax a photocopy of the
front and back of the Card (or any other card). This introduces a
higher risk of fraud and therefore is not advisable
- Ensure that the Cardmember has completely reconciled the
balance of charges and has given final approval to charge the event
to their Card
- Contact your local American Express representative for a Charge
Authorization Form if you do not have an in-house Form
available
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