1.  What's in it for me?  Why should I use the Corporate Card instead of my personal credit card?

There are several reasons you should use the Corporate Card for your business travel and entertainment expenses:

• The Card is provided to University travelers free of charge as a tool for charging business travel and entertainment expenses.  Using the Card will allow you to keep your business and personal expenses totally separate.

• Travelers can charge virtually all business travel- and entertainment-related expenses to the Corporate Card, including lodging, transportation, and meals.  Many fast-food restaurants and taxi services now accept MasterCard as well.  The GE Capital MasterCard is accepted by over 15 million merchants in 220 countries, a far greater acceptance rate than either Diners Club or American Express (the card currently used at UCLA).

• The Card enables travelers to obtain cash advances from ATM machines while on the road.  When cardholders need cash for business travel expenses, they can access over 300,000 ATMs worldwide.

• The change to a new Corporate Card program now provides the capability of offering to ALL UCLA travelers the ability to charge airline tickets directly to the traveler's funding source, when tickets are purchased through UCLA Travel.  This eliminates the need to be out-of-pocket for airfare and to submit a reimbursement claim for that expense.

• The UCLA Corporate Card program offers special accounts for diverse departmental needs, including special events (e.g., conferences and meeting planning) and recruitment.  These Special Purpose Accounts provide convenience, control, and data to meeting planners and to those arranging travel for non-University employees.

• UCLA will receive a summary of all business travel- and entertainment-related charges made on UCLA Corporate Cards.  This information will assist travelers in realizing additional cost savings by allowing UCLA to negotiate more favorable rates with hotels and other travel suppliers used by UCLA travelers.  The significant purchasing power of UCLA offers significant cost savings opportunities that will accrue directly to the traveler's fund source.

• The University is currently preparing to implement an automated travel and entertainment expense management system.  Because there will be an electronic interface from the GE Capital Corporate Card to the expense management system, completion of expense reimbursement claims will become fully automated, eliminating the need for a paper voucher and, in many cases, the need to submit paper receipts.

2.  How will the transition from the American Express Corporate Card to the new UCLA MasterCard Corporate Card take place?

Your new Corporate Card will be mailed the first week of January, 2001, and you should receive it no later than January 20.  Enclosed with your GE Capital Corporate Card will be card activation instructions as well as an overview of the Corporate Card program.  Please read these instructions carefully.  You can begin using your new Corporate Card immediately, after activating your account through the 800 number.  Note: The security code to activate your account number is the last four digits of your social security number.

Your American Express Corporate Card should be cut in half and discarded upon receipt of your new UCLA Corporate Card.  All UCLA American Express Corporate Cards expire January 31, 2001.

3.  Is the UCLA MasterCard Corporate Card like other MasterCard credit cards?

No.  Unlike personal MasterCards, the GE Capital Corporate Card is a charge card, not a credit card.  The balance is due in full before the next billing.

4.  Can I access cash through the Corporate Card?

You can access cash through approximately 300,000 ATMs worldwide.

You will be charged an administrative fee of 2.5% (with a minimum charge of $2) for cash advances through an ATM.  This fee will appear on your monthly statement and is a reimbursable expense.  Accordingly, the fee should be included on your travel reimbursement claim.  To minimize the fees associated with cash advances, we recommend that you withdraw only the anticipated cash needed for incidental business expenses.  Your Corporate Card should be used to charge expenses whenever possible.

To find the nearest ATM, go to http://www.mastercard.com/atm/.

5.  Is there a limit on the amount of cash I can obtain?

UCLA has established a standard monthly cash advance limit of $500 for University travelers.  In general, ATM machines are limited to $200-$300 per transaction per machine, and three transactions per 24-hour period.  Because the MasterCard Corporate Card is widely accepted throughout the world, your Corporate Card should be used to charge expenses whenever possible.

6.  What is the billing cycle of the Corporate Card?

UCLA has chosen an account cycle that closes on the 25th of each month in order to accommodate the needs of the majority of University employees, who are paid monthly on the first of each month.  The statement is produced immediately upon closing of the cycle, and you will receive your bill approximately one week later.  Your bill is payable upon receipt, and must be received prior to the 25th of the following month.  Because the Corporate Card has been extended to you by the University, you are encouraged to pay your bill immediately upon receipt.

Example: An employee incurs business expenses on October 15.  Those expenses will appear on the employee's card statement dated October 25, which will be received by the employee on approximately November 1 or 2.  The employee should take the necessary action to ensure that the charges are paid as soon as possible upon receipt of the statement.

7.  Who is responsible for paying the bill?

Although the ultimate responsibility lies with the individual cardholder, please see below for payment options which will be available with the implementation of UCLA's new Web-based travel and entertainment expense management system in early 2001.

8.  What late fees and penalties are associated with late payments?

In the event that your payment is not received and posted within 60 days from the end of the billing cycle, you will be billed a late payment fee based on the outstanding balance.  This fee equals 2.5 percent of the outstanding balance, plus $10.  Late fees or penalties incurred on the Corporate Card are not reimbursable, so it is important that you take the steps necessary to ensure that your bill is paid on a timely basis.

9.  May I use the Corporate Card for personal charges or for personal cash advances?

The Corporate Card and related ATM cash advances are intended solely for University business travel- and entertainment-related expenses that are reimbursable under University policies.

10.  Will I have access to my statement on-line?

Yes, you have access to your account information via the Web.  You may access GE Capital's Corporate Expenses Online program by visiting the UCLA Travel Web site.

11.  Will the Corporate Card affect the way in which travel reimbursements are handled?

You will continue to submit travel reimbursement claims in the same manner as you currently do.  That is, you are encouraged to submit a travel expense voucher as soon as possible after completion of the trip.  The goal of UCLA Travel is to process your reimbursement claim within five days after receipt of the voucher, so that you may receive reimbursement for your expenses prior to paying your GE Capital MasterCard bill.

UCLA Travel is preparing to implement a Web-based expense management system that will replace the current travel voucher process.  The Corporate Card will have an electronic interface to this new system, allowing you to "prepopulate" electronic expense reports with electronic information about business charges.  This method will eliminate the need to complete a paper voucher, will simplify and speed the processing of travel claims, and will preclude the need to submit paper receipts in many cases.

12.  How do we charge airline tickets?

With the introduction of the GE Capital Corporate Card program we are able to offer a convenient option for charging airline tickets directly to your University general ledger account.  This new option, called the Airfare Direct Billing System, eliminates the necessity of being out-of-pocket for the expense and having to submit a claim for reimbursement after the trip.  Just make your airline reservation through the UCLA Travel Center and provide a valid electronic PAC order number.  Of course, you may choose to charge airfare to your individual Corporate Card, but will then be required to submit a reimbursement claim in order to be reimbursed for the expense.

13.  For advance purchase airline tickets, is advance reimbursement possible?

Advance reimbursement is not possible if you choose to charge your airline ticket to your individual card.  You are therefore encouraged to charge all business travel airfare to the University's Airfare Direct Billing System.  Airline tickets charged to the direct-bill account will not appear on your individual Corporate Card statement, and you will not need to submit a reimbursement claim for reimbursement.  The charge will appear directly on the University ledger account specified at time of making the reservation.

14.  Is my account ready to use when I receive my Card?

For your protection, you will need to call GE Capital Customer Service in order to activate your UCLA Corporate Card.  Once that has been done, your Card is ready to use.  Instructions for activating the Card will be provided in the envelope in which the card is sent to you.

15.  How do I dispute a charge that appears on my Corporate Card statement?

Complete instructions for disputing charges appear on the back of your monthly statement.  It is important to review your bill each month and to promptly notify GE Capital if you see a charge you do not recognize.  GE Capital must hear from you no later than 60 days from the original statement date on which the charge in question appeared.  Be sure to keep a record of all discussions, including the name of the GE Capital Customer Service Representative.

After GE Capital has received notification of your dispute, the amount in question will be "suspended" temporarily.  While GE Capital is investigating this charge, you are not required to pay the amount of that charge; however, you are obligated to pay the entire balance of the charges that are not in question.

16.  What types of insurance are associated with the Corporate Card?

A significant factor in UCLA's choosing GE Capital for a Corporate Card is the level of insurance provided to card holders:

Travel Accident Insurance ($500,000): Whether you charge your airline ticket to UCLA's Airfare Direct Billing System or to your individual Corporate Card, you are automatically covered for common carrier accidental death and dismemberment insurance while traveling by airplane, taxi, bus, or boat, when the fare has been charged to the Corporate Card.  Death benefits under this plan will be paid to the first surviving of the Cardholder's spouse, children, parents, or siblings or to the estate of the insured cardholder.

Lost Luggage Insurance: GE Capital provides $5,000 lost/damaged luggage assistance when the common carrier ticket was charged to your GE Capital Corporate Card.  The reimbursement will be the lesser of either the amount paid by the common carrier; or the difference between the "value of the claim" and the common carrier's payment.  Loss must be due to theft or misdirection by the carrier.

Car Rental Insurance Coverage: MasterCard's MasterRental Insurance Coverage provides you with primary Collision Damage and Loss Damage insurance when you rent a car for 31 days or less.

If you need to make a claim for any of these types of insurance, please contact the UCLA Travel Center.

17.  How are conversion rates determined for my international travel?

Conversion rates are determined on the day GE Capital receives the transaction.  GE Capital calculates the rate by averaging the government mandated rate and the wholesale market rate.  The cardholder will see an exact conversion rate on his or her monthly statement.  To receive an approximate conversion rate, or US dollar amount on a posted transaction, contact GE Capital Customer Service.

18.  What if my Corporate Card is lost or stolen?

Immediately call GE Capital Customer Service.  A report will be filed and a new Card with a new account number will be issued.

19.  What should I do if my Corporate Card fails to receive authorization for a charge?

Although this should be an infrequent occurrence, it is possible that a charge being made to certain types of retail merchants could fail to receive immediate authorization.  If a retail (that is, not travel- or entertainment-related) merchant fails to receive an authorization for a charge, he may decline the transaction.  However, the merchant may obtain a verbal authorization by contacting GE Capital Customer Service.  The Customer Service Representative will review the status of the account and if the account meets approval criteria, the verbal authorization will be provided.

20.  Who should I call with questions about my Corporate Card?

For new applications and other inquiries about the UCLA Corporate Card, contact a UCLA Travel Program Administrator:

Mindy Dietrich, Senior Travel Consultant 310-206-2639

Lost or stolen card, billing or payment inquiries, PIN or ATM questions:

GE Capital Customer Service 800-359-9227 (within the US)
                                              801-464-3232 (collect when traveling internationally)
                                              800-471-9770 (fax within the US)

When calling any of the above numbers, please have your account number and security code ready.

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