American Express @ Work 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to New mandatory fields are complete • Programme Administrator initiated Accounts system • No risk of rejection due to out-of-date • More robust application approval process • Inefficiencies of paper-based submissions paper-based forms eliminated • Specific benefits for the employee : •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