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COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FITRNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE
REVIEWED BY THE COURT.
MADE BY: Buster Baldwin OFFICE: Commissioner Pct. #1
MEETING DATE: November 8, 1999 TIME PREFERRED:
SUBJECT: (PLEASE BE SPECIFIC)
Consider and discuss billing options for American Express cards and problems with
present program.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON)
NAME OF PERSON ADDRESSING THE COURT:
Commissioner Pct. #1, Sheriff Hicks
ESTIMATED LENGTH OF PRESENTATION:
IF PERSONNEL MATTER -NAME OF EMPLOYEE:
,.-.
10 minutes
Time for submitting this request for Court to asswe that the matter is posted in accordance with Title 5, Chapter
551 and 552, Government Code, is as follows:
Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday.
THIS REQUEST RECEIVED BY:
THIS REQUEST RECEIVED ON: 11/02/99 @ 12:10 n.m.
All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been
prepared for the Court's formal consideration and action at time of Court Meetings. Yow cooperation will be
appreciated and contribute towards you request being addressed at the eazliest opportunity. See Agenda Request Rules
Adopted by Commissioners' Court.
AESC-P FAXO1 11!2199 2:54: PAGE 1/6
American Express Service Center-Phoenix
Corporate Program Administration.
20022 N. 3 i`~ Avenue
Phoenix, Arizona 85027
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hJOV-E~-1999 -^_I~15 I-1MERICRN E`'.°RE"a5 1 X21© 699 694° P.©2
F Corporate
Serv><ces
November 3, 1999
VIA FACSIMILE 830= 92-2218
Mr. H. A. Baldwin
County Commissioner Kert County
Mr. Baldwin,

`' J;r°
The corporate carC program that Kecr Coudty utilizes is part of ffie Independent Texas Agencies Account
1'bis is a large Markc[ account and this enables Kerr Cou tv r .,ia"a ~ti. ^« »•^ u."~"E ann vavTnent
antiorv that Am,rican Express often. You may select more than one option. For Instance. you can have 4
cazdmembers on a central bill and 5 trtbtrs utilizing the individual billing!individual payment option.
'ilre .4mericz~ Express National Accoun: Manager for the Independent Texa; Agencies account is Beth
Chceks (BOG-571-$61'). [f you desire to make changes to your account she'll he your Fnt point of contact
Attached ;s an overviex of the billing options available to Kerr Count.. Currently, dte 7 eardenetrixrs
utilize the individual billing/individual payment option.
!f you need further information, please call or. meat 21 D-699-6921.
Sincerely,
~.~~~~
Kevin ]. O"Hanlon
Corporate Services
v`

NOI~-02-1959 21 16 Rt1ERI~HN EXPRESS L +210 695 69»^ P.03
Billing and Payment Options
American Express offers Kerr County a variety of flexible billing, payment. and
reimbursement options which can be used in combination to ft your Company culture,
complement your accounting and reporting procedures, and improve the ePFectiveness of
your T&E management system.
These options are discussed below:
individual Bitting
Individual Billing simply means that each Cardmember wit! receive a monthly billing
statement detailing his or her char es during the previous period. Kerr County may select
from ten billing c o roordinate billing-c~ele~'w}tka, roll periods or reimbursement
schedule ree payment options are available wEttrind w itli tt~a.
Individual Billing/Individual Payment
under [hisoption, each Cardmember is responsible for reconciling their account, submitting
expense reports accordirgto Kerr County policy, and remitting payment directly to American
Express for all charges billed to the Corporate Card.
Individual Billing/Company Payment (Approved Expenses) combines individual billing with
centralized payment of all arvROVea business expenses t'oarged to the Corporate Card. Each
Cardmember is responsible for reconciling `heir monthly billing statement and submitting
expanse reports in a timely fashion. Kerr County processes expense reports and issues a
single payment to American Express For all authorized charges billed to the Card during the
period and submits an electronic or paper remittance advice. Cardmembers must reimburse
American Express directly for all unapproved or personal expenses charged to the Card.
This option streamlines the payment process as Kerr County will only need to issue a single
check [o American Express for a!I authorized charges. Reimbursement checks wilt only be
issued to those Cardmembers that incurred out-of-packet business expenses during the
billing period.
Individual 8iliin8/Compamr Payment (Billed Balance)
Like the Approved Expenses version of Individual BillingJCOmpany Payment, the Billed
Balance option combines individual billing with centrlized payment of all expenses charged
to the Corporate Card. The difference between these options is that Kerr County simply
issues a single payment far ale Corporate Card charges incurred during the period. American
Express provides Kerr County with an electronic or paper remittance advice detailing the
charges incurred on each individual Corporate [ard account.
Each Cardmember is still responsible for reconciling their monthly statement and submitting
expense reports in a timely fashion. Payment For all unapproved expenses would be made to
Kerr County at the time expense reports are submitted.
tJOV-J'-1999 21 ~ .^ AP1ERIQ~N EXPRESS 1 -21~ e99 697 F.04
~ As with the Approved Expenses option, Individual Billing/Company Payment (Billed Balance)
streamlines the payment process by dramatically reducing the number of checks that Kerr
Cocn?y is required to issue.
Central BiAin6
Both Corporate Card and cordless central billing options are available to Kerr County. Many
of these centra! bill tan Se implemented fior specific uses In tandem with any of our
Corporate Card individual billing options.
Corporato Card Central Billing Accounts
American Fxpress offers three Corporate Card central billing options to which all or selected
Cardmember transactions may be billed. Descriptions of these billing products follow.
^ Diversion Accounts -The diversion account allows a Cardmember to charge all business
expenses directly to the Corporate Card white diverting specific types of charges to a
single, centrally billed statement. D!version accounts include:
Air Centrzl Billing -for air and rail charges
Car Rental Central Billing -for car rental charges
Fee Central Billing -far designated fees such as cash access fees or direct
deposit reimbursement fees
Divered charges appear on the Cardmember monthly billing statement to advise the
Cardmember of the charge. but it is then diverted backto the centrally billed account.
^ Combined Billing -All Cardmember transactions billed to the Corporate Card are
combined in a single, centrally billed statement. Cardmembers do not receive individual
billing statements.
^ Consolidated Billing -All Cardmember balances are itemized In a single remittance
advice which is centrally paid by Kerr County. Individual monthly billing statements are
printed and included with the remittance advice.
TOTRL P.Oe