GLOBAL CASH DISBURSEMENTS
Subject:
Global American Express Policy
Number:
Effective Date:
Supersedes:
Dated:
GCD 200
March 19, 2007
CD 08
March 29, 2005
SCOPE:
This policy applies to all employees of Xerox, controlled subsidiaries, and affiliates in North America,
Europe, and all geographies covered by Developing Markets Organization (DMO).
Operating units have the option to institute more restrictive policies or guidelines than those established in
the policy. Where this option is selected the unit management is responsible for establishing the inspection
process and conducting the necessary compliance audits within the unit
SUMMARY:
This policy establishes the guidelines governing the acquisition and use of the Xerox sponsored American
Express (AMEX) Corporate Credit Card and Cash Advance Policy globally. The American Express
Corporate Card must be used by employees for Xerox business expenditures. The American Express
Corporate Card is an essential element of the company's expense management strategy, however it is not
intended to replace existing procurement processes where purchase orders are required or where stockless
agreements exist.
All employees who expect to travel must apply for an American Express Corporate Card. Employees who
regularly travel on behalf of Xerox are required to obtain a corporate credit card, use the card for business
related expenses and keep the balance in good standing. Purchases must be in compliance with Xerox
Global Cash Disbursement (GCD100) and Global Travel (ADS001) Policies. Non-use of the Corporate
Card may require additional levels of management approval.
The American Express Corporate Card is for Xerox business use only. The card cannot be used for credit
references nor should it be used for non-reimbursable personal expenses. The only time personal expenses
can be charged to the American Express Corporate Card is when the personal expenses will be included on
the bill for the overall business expense. For example, when a non-reimbursable charge, such as an inroom movie rental, is included on a hotel bill, the entire hotel bill, including the non-reimbursable personal
expense portion, can be charged to the American Express Corporate Card. In this case, it is not necessary
to request a separate bill for the charges associated with the personal expenses. The employee is
personally responsible for payment to American Express for any non-reimbursable expenses that were
charged to the American Express Corporate Card. Abuse of the Corporate American Express Card is a
violation of Xerox policy and subject to disciplinary action, up to and including employee termination.
Terms of Agreement:
Your signature on the American Express Application acknowledges you accept the agreements set forth by
American Express and Xerox Corporation. Where electronic signatures are accepted they are binding. The
agreements cover both the Standard and Guaranteed Card accounts. It is very important that employees
understand the American Express Corporate Card is to be used for business purposes only and in
accordance with authorization and approval by a manager. Under no circumstances is the card to be used
Xerox Internal Use Only
Form 54001 (3/2006) Administration
ETHICS and POLICY HELPLINE 1-866-979-0001
Page 1 of 3
GLOBAL CASH DISBURSEMENTS
Subject:
Global American Express Policy
Number:
Effective Date:
Supersedes:
Dated:
GCD 200
March 19, 2007
CD 08
March 29, 2005
for personal use. Abuse of the Corporate Card can lead to immediate card cancellation, management
notification, and possible termination from the corporation.
Payment Terms:
In countries where E-Pay has been rolled out, Xerox will send payments to American Express for any report
that has been fully approved by the appropriate cut off date. Please refer to the E-Pay website for the
payment cycles. To ensure that your American Express bill is paid on time you should apply expense from
the card data tab in E-Pay within 15 days of incurring the charge. Also be sure to follow your country
specific receipt rules found on the E-Pay website. For countries where E-Pay has not been rolled out
please follow your local expense reporting process.
Account Reconciliation:
Employees are responsible for maintaining their Corporate American Express Card in good standing by
performing account reconciliations upon receipt of monthly statement. Expense reports submitted in E-Pay
can be retrieved from the work queue and American Express statements must be retained to perform
account reconciliation. Up to 6 months of statements are available at the American Express website.
Information contained on the Card Data tab in E-Pay can also be helpful with reconciling accounts.
How to reconcile

Verify that every business charge on the American Express statement has been included on an
expense report. Using prefill transactions available on the Card Data tab in E-Pay is the most
convenient method of ensuring business charges have been applied to expense reports.

Verify that every expense report has a matching corporate remittance on your American Express
statement.

Verify the monetary amount of receipts match the charges on the American Express statement, as
there may be delayed adjustments to your account by merchants.

Notify American Express immediately if you do not agree with a charge on your account. American
Express will assist you with validating the charge(s) with the merchant.
Xerox Internal Use Only
Form 54001 (3/2006) Administration
ETHICS and POLICY HELPLINE 1-866-979-0001
Page 2 of 3
GLOBAL CASH DISBURSEMENTS
Subject:
Number:
Effective Date:
Global American Express Policy
Supersedes:
Dated:
GCD 200
March 19, 2007
CD 08
March 29, 2005
Standard Practice for obtaining a card:
US- http://xww.internal.xerox.com/Insight/Display8.cfm?
Canada- http://xww.internal.xerox.com/Insight/Display8.cfm?
Ireland- http://www.epay.xerox.com/new eu flag page/ireland/corporate_card/index.htm
UK- http://www.epay.xerox.com/new eu flag page/uk/corporate_card/index.htm
France- http://www.epay.xerox.com/new eu flag page/france/corporate_card/index.htm
Germany - http://www.epay.xerox.com/new eu flag page/germany/corporate_card/index.htm
Guaranteed Card Process:
US- http://xww.internal.xerox.com/Insight/Display8.cfm?
Canada- http://xww.internal.xerox.com/Insight/Display8.cfm?
UKhttp://www.epay.xerox.com/new eu flag page/uk/corporate_card/index.htm
France- http://www.epay.xerox.com/new eu flag page/france/corporate_card/index.htm
Germany - http://www.epay.xerox.com/new eu flag page/germany/corporate_card/index.htm
Reinstatement Policy:
US- http://xww.internal.xerox.com/Insight/Display8.cfm?
Canada- http://xww.internal.xerox.com/Insight/Display8.cfm?
UK- http://www.epay.xerox.com/new eu flag page/uk/corporate_card/index.htm
France- http://www.epay.xerox.com/new eu flag page/france/corporate_card/index.htm
Germany - http://www.epay.xerox.com/new eu flag page/germany/corporate_card/index.htm
Corporate Travelers Cheques (US Only)
http://xww.internal.xerox.com/Insight/Display8.cfm?ID=06F628DA-C305-4655-AB81E27E30DF31AB&SectionID=0243C50F-AB8E-4DA1-AA58747D4C69135E&SID=59&QPID=051D93204212C7A59FBAC071D6A9A20D
Xerox Internal Use Only
Form 54001 (3/2006) Administration
ETHICS and POLICY HELPLINE 1-866-979-0001
Page 3 of 3