Community Partners has established policies and procedures that must be adhered to by all projects issued an American Express card. Community Partners on the 29th of each month sends an email reminder to all American Express users to submit receipts to Certify. A second reminder is sent on the 10th for those who have not yet submitted their receipts. The final deadline each month to submit receipts to AP is on the 15th.
Submitted receipts are reviewed by the AP team and you may hear from a team member if there are missing or illegible receipts. The consequences for failing to submit receipts on time are as follows:
1st time failure to submit receipts
The first time a project fails to submit receipts by the 15th of the month, Accounts Payable will send a reminder with a second deadline date. If the second deadline date is not met, the finance liaison will suspend the AMEX card until AP receives the receipts.
2nd time failure to submit receipts
The second time a project fails to submit receipts by the 15th of the month, Accounts Payable will notify the project by email that the card has been suspended and will remain so until AP receives receipts by the date outlined in the email. If receipts are not received by the deadline, the card will be cancelled.
3rd time failure to submit receipts
The third time a project fails to submit receipts by the 15th of the month, Accounts Payable will cancel the card and notify the project via email. The project must still submit the remainder of the receipts to prevent further holds being put on the project.
How to re-apply for a cancelled card
If the cancelled cardholder wants to use the program again, they must submit a detailed plan of action to administer the card properly. The card will be re-opened at AP's discretion. If the cardholder receives a re-opened card and fails to submit receipts with the re-opened card, the project will lose all AMEX privileges indefinitely.