NSW Procurement is pleased to announce a travel management and payment solution that will deliver improvements and efficiencies to government travel management and payment services. Global travel management company (TMC), Carlson Wagonlit Travel (CWT) has been retained to provide government travel management services.
The new payment solution is a virtual travel card (VTC) provided by American Express. American Express will be providing government with a cutting-edge online statement enquiry and reconciliation tool, known as BTAConnect.
Benefits
Agencies will enjoy significant benefits from the new arrangements, including:
- Streamlined processes.
- More responsive service levels.
- Enhanced data matching capability.
- Temporary credit for disputed transactions.
- An online reconciliation and enquiry tool with transparency between TMC, VTC, and the agency.
- Direct debit arrangement to avoid late fees.
- A dedicated American Express implementation team to support agency transition.
Transition from Diners
- Diners have committed to supporting NSW Government in the smooth transition to American Express, and will continue to accept transactions on NSW Government accounts until each individual account holder has transitioned to American Express. After each account transition, Diners will hold open the account for a further 3 months in order for the agency to collect available credits.
- Diners have specified continuity of service conditions to which agencies must adhere while transition to American Express occurs. The continuity of service conditions will be sent to agencies shortly, otherwise please contact the NSW Client Support Centre on 1800 679 289 to obtain a copy.
All overdue Diners accounts must be paid in full by 1 April 2011, and no balance is to go beyond standard payment terms for any client.
Required Actions
Travellers and Travel Bookers will need to:
- Log in to CWT’s online booking tool (OBT) before Monday 11 April to refresh the web browser. Details of how to do this will follow shortly.
- Be aware that when an agency transitions, an American Express card number will replace the Diners card number in CWT’s system.
Accounts Payable will need to:
- Note that payment for charges to American Express is by direct debit and no longer upon receipt of invoice. Other payment options such as EFT may be available subject to conditions.
- Note the introduction of “BTAConnect” - American Express’ online reconciliation and enquiry tool – which delivers improvements in account reconciliation, and 3-way transparency for tracking and resolving statement transaction enquiries.
Finance Managers will need to:
- Be aware of the Diners’ continuity of service conditions. Details of these conditions will follow shortly.
- Ensure the timely payment of Diners accounts. Overdue amounts must be paid in full by 1 April 2011. All charges must be paid within standard payment terms.
- Prepare business systems to enable direct debit payments to American Express upon transition.
- Work with American Express, within your agency’s scheduled period of transition (see “Phased Transition Approach” below), to facilitate your agency’s transition to the new form of payment, including new card numbers.
Phased Transition Approach
Transition Program
- NSWP is currently working with American Express and CWT to develop a schedule for client transition.
- Clients will be transitioned in scheduled tranches called “waves”.
- Once this schedule is finalised it will be communicated to agencies.
- Agencies should not contact suppliers regarding transition issues prior to their scheduled transition.
An agency’s transition will include the following core tasks:
- American Express will meet with clients to establish new card numbers.
- CWT will replace the existing Diners card numbers with the new American Express card numbers in CWT’s system.
- After the first statement cut, Amex will conduct relevant training with reconcilers, review data quality and provide process improvement suggestions.
- Post-transition agencies will need to reconcile and make payment for both Diners and American Express statements. This may involve up to two billing cycles.
Training
- American Express will provide training with each agency as they transition clients to their statement reconciliation and enquiry solution – “BTAConnect”.
- Once all new card numbers are in CWT’s system, and clients have transitioned to the new form of payment for travel related transactions, refresher training for travel bookers on CWT’s online booking tool (OBT) will occur.
- This will be programmed and a timetable communicated in the future.
How to Prepare for Transition
To prepare your agency for the upcoming transition please undertake the following:
1. Ensure all Diners Club due and outstanding amounts are paid in full by 1 April 2011. All new charges must be paid within payment terms, while transition to American Express occurs.
2. Identify your agency’s finance manager/s and accounts payable staff, for travel related transactions, and ensure they are aware of the changes to occur.
3. Make internal arrangements to facilitate payment of American Express statements via direct debit.
4. Identify your communication channels and contacts for distributing information regarding and during this transition e.g. travellers, travel bookers, accounts payable staff, finance manager/s, and procurement staff.
If you would like any further information please contact the NSW Procurement Client Support Centre on 1800 679 289.
