American Express @ Work® Introducing Online Card Applications a Smart Function Within Global Online Programme Management

American Express @ Work® Introducing Online Card Applications A smart function within Global Online Programme Management

Ce document contient des informations confidentielles appartenant exclusivement à American Express. Il ne peut être communiqué à des tiers sans le consentement écrit d'American Express. American Express @ Work

American Express @ Work is an online portal that provides you with easy access to the tools and functions you need to manage your American Express programme to best effect. Now you can access Online Card Applications through Global Online Programme Management.

2 The benefits of Online Card Applications

Improved accuracy, fewer Greater speed, faster Card Flexibility, control & visibility form rejections issue • Raised visibility of new applications • Reduced scope for error due to: • Full end-to-end online application and approval process • Review process with Status Tracking • Pre-populated company information • E-signature solution compliant with the • Choice of who initiates application: • Data validation French law (see appendix) • Employee initiated • Application can only be submitted when • Application flows directly to New mandatory fields are complete • Programme Administrator initiated Accounts system • No risk of rejection due to out-of-date • More robust application approval process • Inefficiencies of paper-based submissions paper-based forms eliminated • Specific benefits for the employee : • Elimination of errors due to incomplete/ • Reduction in Application –to-Card issue - Application form & Terms & Conditions illegible forms processing time available in French & English • Version control of Terms & Conditions • Faster enablement for employees - Choose PIN code requiring Cards • Streamlined process and enhanced user experience • Bulk application provide convenience and time-saving

3 How does the new Online Card Applications process work?

@ Work Online Card Applications Process

Applicant Requires Application Approved Application Application Initiated & Completed Corporate Card & Submitted Processed

Applicant is informed 1. Programme Applicant SUBMIT for Processing of Corporate Card Administrator completes secure • Programme application process, initiates Card online application Administrator receives Access Key (as application in @ form notification of new required) & approval Work Applications process either by: Including the Applicant receives ability to upload • Optional: if Additional Approver required, • Line Manager two automated supporting Card issued* and emails with URL Programme documentation (ID delivered to • On-boarding Guide link & log-in details Administrator to documents + RIB validate uploaded Cardmember in a for individually pay documentation. • Intranet OR: Welcome Pack. option) • Applications reviewed, • Programme (Applicant can track 2. Cardmember approved and Administrator And e-sign the application process initiates Card submitted to American and dispatch status Application Form Express on @ Work • Other internal application via via Apply For Card) communication generic URL and via a secret code sent by e-mail • Upon company designated approval, the applicant Access Key receives an automated confirmation e-mail with The benefits include: a link to Corporate Card T&C’s • Paperless and intuitive process in a secure *Subject to American environment Express credit approval • Flexibility, control and visibility criteria. • Improved accuracy, fewer form rejections • Accelerated card issuance

4 Online Card Applications checklist Programme Administrator Overview and Checklist

There are different types of @ Work access. You will need to ensure you have Make sure you are enrolled in @ Online Programme Management privileges to manage online Card Applications. 1 Work Your Account Manager can confirm what type of access you have. 

To give you more flexibility and help you create a workflow that fits with your Decide how Applicants should Company processes, Applications can be initiated either by a Programme 2 access the online Form Administrator or by the Applicant themselves. You should choose the option that  suits your needs best.

Regardless of how you decide to initiate Applications for your Company, every Decide how Applicants will receive Applicant will need to know the right Access Key to start their Application. You need 3 their Access Key to decide how the right Access Key will be communicated. 

All Applications are submitted to American Express in @ Work. If your Company Define who will approve Applications requires approvals from other individuals (e.g. line manager, Finance Officer) you 4 in @ Work need to incorporate this into your workflow. These can be attached to the  Application, or managed separately.

To prepare your Account for online Applications, you will need to create an Access Key for each Basic Control Account (BCA). This is a quick and simple, one-time Create Access Keys 5 set-up that ensures the correct company information is processed with every  application.

However your Company provides the relevant information to Applicants (be it Company Intranet, On-boarding Guide, line manager or direct from the Programme  Update information sources 6 Administrator), you need to ensure that all information is up to date and reflects the online Card Application process.

5 Choose the application process that suits your Company’s policies and procedures

Employee initiated application process

Step 1 Step 2 Step 3

PA creates Access Key and Employee access the application via American Express sends 2 emails provides this to employee. the generic url, enters the Access Key to the Applicant with a unique link and their email address to initiate to their application, Tracking ,complete, e-sign & submit their Number & Access Key to allow application. them to check the status of their The application is then automatically application. transmitted to the PA for online approval in @ Work.

Programme Administrator initiated application process

Step 1 Step 2 Step 3 Step 4

Line manager contacts PA PA initiates the application Employee receives two American Express sends an to initiate Card application using the Access Key for the automated system generated email to the Applicant with a for an employee BCA. emails containing (1) Access unique link to their Key details (2) a unique link to application and Tracking their application and Tracking Number to allow them to Number. check the status of their application. Employee completes, e-signs . and submits the application that is automatically transmitted to the PA for online approval in @ Work. * Both options can be implemented in your company.

6 Resources to support your transition to Online Card Applications

American Express understands that not all businesses operate in the same way. Your Account Manager will support you to help make sure the new Online Card Applications process is fully integrated with your Company policies and procedures.

7 Appendix

. e-Signature – Legal framework . Automated Emails . Getting started quick PA user guide

8 e-Signature – Legal framework

E-signature requirements* :

Signer Identification : establishes the link between the signer and the signed document Signer’s agreement on the signed document  Ensure integrity of the signed document : the document must be protected and can’t be modified Document is time stamped : no back datable Document is archived together with the support documents

American Express Digital Signature Solution relies on a trusted third party, QuickSign, for cryptographic operations and the technical tasks.

1. American Express generates the electronic contract (card application and supporting documents ) :

 The card applicant populates the fields within the Online Application form which are saved on American Express’s servers, accept Corporate Card Terms & Conditions and upload supporting documents.

 Once the form is validated by the applicant, the customer’s field data is converted into a PDF contract that can be downloaded and printed and displayed to the customer along with a link to the e-signature Terms and Conditions.

 The card applicant must accept the e-signature Terms & Conditions and e-sign the PDF contract by entering the secret code sent to their e-mail address.

3. Keynectis, the Certification Service Provider issues the qualified certificate, creates the electronic proof (signature, time stamping and add it to the supporting docs)

4. The Application and Supporting Documents are then archived at CDC (Caissedes Dépôts) and can be produced in an appropriate format for evidentiary purposes at a future point.

*As per the decrees of March 30th 2001 and April 18th 2002

9 Online Card Applications Automated Emails

Batch / Content Purpose Trigger Recipient Realtime

Unique URL and Tracking Used by Applicant to login to the (a) PA initiated applications: when PA initiates the 1 Number application application., or (b) Employee initiated applications: when Applicant Realtime applicant submits/saves the application as draft or, (c) PA can resend those e-mails from @ Work Used by Applicant to login to the 2 Access Key application

Applicant triggered: When the Applicant clicks the Asks the Internal/Additional button to send Approval email to Additional/Internal Internal/ Additional/Internal Approval 3 approver to send his/her approval Approver while completing the application. Note: Additional Realtime Routing via email to the Applicant. This email is triggered only when the PA sets the Approver Internal Approver to 'yes' on the Access Key.

Advises the Applicant that the PA/Final Approver has routed the application back to him. PA triggered: When the PA needs the Applicant to 4 Route to Applicant Action Applicant Realtime Note: The PA is responsible to modify information on the application and resubmit. add comments on the email for the Applicant.

First email is triggered on the eighth day and every Batch, every 7 Reminds the Applicant that an seven days thereafter if the application is 'Saved as days Card application is pending to be 5 Reminder Draft'/'with Applicant‘; email stops when 90 days Applicant application is completed and /or submitted to PA have elapsed since application initiation, pending for approval. application is cancelled, or completed. submission

10 Online Card Applications cont’d Automated Emails

Batch / Content Purpose Trigger Recipient Realtime

Confirms application is approved by Application form the company and sent to American When the PA or Final approved by the 6 Express for review and processing. Approver approves the Applicant Realtime company Provides the link to the Terms & application. Conditions that were accepted.

(a) Employee Initiated Applications: PA who created the Access Notifies the PA that an Urgent Key. Pending Approval application has been submitted by the When an Urgent application (b) PA Initiated applications: PA 7 (Urgent) Realtime Applicant and approval is needed for is submitted by the Applicant. who initiated the application. processing. (c) Final Approver (FA): when a FA e-mail address has been captured at Access Key level (a) Employee Initiated Applications: PA who created the Access Whenever there is at least Key. This email advises the PA that few Batch Summary of Pending one application pending (b) PA Initiated applications: PA 8 applications are pending for his (23:30hrs local Approvals approval for the PA (whether who initiated the application. approval. market time) normal or urgent). (a) Final Approver (FA) : when a FA e-mail address has been captured at Access Key level

This email advises the Card Applicant When the application has not that some changes have taken place to been submitted to American 9 Change in Template Applicant Batch the card application form and hence he Express, and application form needs to resubmit the application template changes occur

11 Getting started – Quick PA user guide

 Creating an Access Key  Initiating a card application (PA initiated process)  Initiating a bulk application (PA initiated process)  Employee initiated card application  Completing an application  Approving application forms  Other actions : rerouting or rejecting an application  Other actions : changing the priority  Status tracking tab

12 Creating an Access Key

Access Keys must be created in @ Work before Card applications can be initiated for a Basic Control Account (BCA). Once created, an Access Key is used to initiate and process all Card applications for a BCA. – Log in to AmericanExpress @ Work: www.americanexpress.fr/atwork – From the Card Accounts section, select the Process Applications link – Click Submit Card Applications

13 Creating an Access Key

Select Create New on the Access Key Maintenance & Initiate Application tab

Note: the first time you access this screen, the table is empty. You first need to create access keys for each BCA you manage in order to be able to initiate card applications.

14 Creating an Access Key

Select your BCA number from the dropdown . The list of BCAs available is driven by your @ Work access

. Product Type, Liability Type, and Billing Type are all pre-populated for each BCA

15 Creating an Access Key

1. Choose a Name for your Access Key (30 alphanumeric characters maximum). Use your own naming convention, for example, cost centre or department

2. Set Access Key parameters by filling in the optional fields (ie: Customised Field(s) allows to mandate the Department Code and / or Employee Number. If your company has opted for the individual payment, you can make Direct Debit mandate optional or mandatory or simply delete it. Other options allow  you to send reminder e-mails to employee who did not complete their application form, set up an Additional Approver, or change the Access Key expiry date).

3. and click Save

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

16 Creating an Access Key

 An Access Key number is automatically generated (8 characters digit and/or numbers). At that point, Application Forms can be initiated to applicants for that BC.  The Applicant will need to know the correct Access Key to initiate an application  The default expiration for Access Keys is 20 years and can be changed.

17 Initiating a card application (PA initiated process)

 You can initiate card applications for one employee or for a group.  To initiate a single card application, select the access key the employee is linked to, and click on Initiate application.

18 Initiating a card application (PA initiated process)  Fill in the fields : priority (normal or urgent card issuance), employee title, first name, name & e-mail address.  Then click on « Initiate application »

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19 Initiating a card application (PA initiated process)

 The applicant will receive 2 system generated e-mails to access the card application form.

Tracking number and link to personal online Access key application form

 To access pre-filled application, the applicant will just need to open the emailed URL and copy-paste the tracking number and access key.  The pre-filled card application can then be opened, completed with requested attachments and signed electronically prior to being submitted for approval.

20 Initiating a bulk application (PA initiated process)

 The Programme Administrator can initiate multiple card application in one go, all linked to the same basic control account.

 From Access Key Maintenance & Initiate Application Tab, select an Access key  Select Initiate Bulk Applications

21 Initiating a bulk application (PA initiated process)

In the next page, an Excel file will need to be uploaded.

. This file contains 4 mandatory fields to be completed : Gender, first name, name & email address for each employee.

. Save it in your computer and upload it into the web page as per the instructions.

. Once uploaded, you’ll need to confirm your request to send a application to all specified email addresses. If required, the system may inform you about formatting errors to be corrected in the file.

. Targeted employees will then receive 2 emails to access their customized card application (see page 20).

22 Employee initiated card application Your employees can access the online card application form directly. To do so they will need to :  Click the following genericURL : https://www360.americanexpress.com/ATWORK/un/AFC/fr_FR/empInitLogin.do  Capture the access key supplied by their company and their email address (as per below screen) and click Submit.

23 Completing a card application

The applicant will need to follow the instructions : fill in all tabs, accept Terms & Conditions, etc. A FAQ is available to get additional support (a switch language button allows to display the card application in English).

Once all fields have been completed and required documentation is attached, click on Continue to sign the application electronically..

Quit will close the application without saving it

The applicant can save the form and finalize it later on.

24 Approving application forms

 On the top menu, click on the « Application Pending Approval” Tab.

25 Approving application forms

 Select the application to approve (you can select multiple applications at the same time by clicking « Select all ». Click on the « Approve » button as shown below. To view an application before approving, just click on the corresponding tracking number.

26 Other actions : rerouting or rejecting an application

 You can route an application back to the applicant (or to multiple applicants) if some information is missing or wrong in the card application. You can also cancel/reject an application.

27 Other actions : changing the priority

 In the Application Pending Approval” Tab, you can change the priority of an application.

1. Select the application(s) you wish to change 2. In the column « priority », change the priority : for instance : from Normal to Urgent (see below example). 3. Approve the conditions displayed in the pop up and confirm your choice 4. Approve your request

 

  To change the priority from from Urgent to Normal, proceed the same way. Please note that however (as  indicated in a pop up window), you will not be able to approve the application immediately. Instead, you will need to reroute it to the applicant for them to choose their PIN code.

28 Status tracking tab

 This tab allows you to follow up the status of any of the application under the BCA you manage.  By clicking the number under each status, you will be able to access all related applications up to their individual level.

View individual application

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