Have you found yourself needing to cancel an American Express employee card? Whether an employee has left the company, their role has changed, or the card is simply no longer needed, it's a crucial administrative task that needs to be handled correctly to avoid potential issues. Don't worry, you're not alone! Many businesses manage employee cards, and knowing the proper procedure for cancellation is essential for financial control and security. Let's walk through it step by step.
The Definitive Guide: How to Cancel an American Express Employee Card
Cancelling an American Express employee card is a process primarily handled by the Program Administrator within your company, as these are typically corporate or business cards linked to a central company account. It's not usually something the individual employee can do on their own.
Step 1: Identify the Need for Cancellation and Gather Information
Engage with your team: The very first thing you should do is ascertain the precise reason for the cancellation. Is the employee departing? Is the card no longer necessary for their current role? Understanding the "why" can sometimes influence the urgency of the cancellation.
Gather essential details: Before you do anything, ensure you have the following information readily available. This will significantly speed up the process:
Company Name
Corporate ID (if applicable)
Employee's Full Name (as it appears on the card)
Employee Card Account Number (this is crucial!)
Reason for Cancellation (e.g., employee left the company, card no longer utilized, etc.)
Your Role (Program Administrator, Authorized Signatory, etc.)
Step 2: Choose Your Cancellation Method
American Express generally provides a few ways to cancel an employee card. The most efficient methods usually involve online tools or direct contact with their corporate services.
Sub-heading: Online Cancellation via American Express @Work®
This is often the most convenient and fastest method for Program Administrators.
Access American Express @Work®: Log in to your American Express @Work® account. This online platform is specifically designed for businesses to manage their corporate card programs.
Navigate to Card Management: Once logged in, look for a section related to "Card Management," "Account Management," or "Employee Cards." The exact wording might vary slightly depending on your specific program and region.
Locate the Employee Card: Use the search function or browse your list of employee cards to find the specific card you wish to cancel. You might be able to search by employee name or card number.
Initiate Cancellation:
Click on the "Cancel" link associated with the employee's card account. This is usually found in the account status box or within a "Common Actions" menu.
Select the cancellation reason: You'll typically be prompted to choose a reason from a dropdown list (e.g., "Employee has left the Company," "Card is no longer utilized").
Confirm and submit: Review all the details carefully to ensure you're cancelling the correct card. Click "Submit" to finalize the request.
Note your tracking number: American Express will usually provide a status tracking number. Make sure to note this down for your records.
Bulk Cancellation (if needed): If you need to cancel multiple cards (e.g., a department restructuring), American Express @Work® often has an "Advanced Search" or similar feature that allows you to select and cancel up to 20 cards at once.
Sub-heading: Cancellation via Phone Support
If you prefer speaking to someone or encounter issues with the online platform, calling American Express Corporate Customer Service is your next best option.
Locate the correct phone number: For corporate cards, there are specific contact numbers.
In the US, Program Administrators can typically call 1-888-800-8564 (8 am – 8 pm EST).
For other regions, refer to the "Contact Us" section on your local American Express business website or the back of your Corporate Card.
Prepare your information: Have all the details gathered in Step 1 ready before you call. This will help the representative assist you efficiently.
Explain your request: Clearly state that you are the Program Administrator and wish to cancel an employee card. Provide the employee's name and the card account number.
Follow instructions: The representative will guide you through the process, which may involve verifying your identity and confirming the cancellation reason. They will confirm once the cancellation is processed.
Sub-heading: Cancellation via Corporate Card Cancellation Form
Some organizations may prefer or require the use of a formal cancellation form, which is often available as a PDF on the American Express corporate website.
Download the form: Search for "American Express Corporate Card Cancellation Form" on your local Amex business website.
Fill out the form completely: Provide all the requested details, including company information, employee card details, and the reason for cancellation. Ensure all fields are accurately filled.
Obtain authorized signature: The form will require an authorized signature from a designated company representative. This is a critical step for validity.
Submit the form: Follow the instructions on the form for submission. This typically involves faxing, emailing, or mailing the completed form to the specified American Express department. Keep a copy for your records.
Step 3: Post-Cancellation Procedures and Important Considerations
The cancellation isn't quite complete once the request is submitted. There are a few crucial follow-up actions and considerations.
Sub-heading: Verify Cancellation and Outstanding Balances
Confirm cancellation: Even after receiving a tracking number or confirmation from a representative, it's good practice to periodically check your American Express @Work® account to ensure the card's status is updated to "cancelled."
Address outstanding balances: This is paramount. The company remains liable for all charges incurred on the employee card up until the point of cancellation. Ensure that all outstanding balances are paid promptly. American Express will continue to bill the primary corporate account for any remaining charges.
Reward points: If the employee card accrues reward points that are linked to the corporate account, ensure that these points are either redeemed or transferred before the cancellation becomes fully effective. Policies may vary, but generally, you have a limited time (e.g., 30 days) to redeem points after an account closure if there isn't another active card to hold them.
Sub-heading: Physical Card Disposal
Collect the card: Politely request the physical card back from the employee, if possible.
Securely destroy the card: Cut the card diagonally through the magnetic stripe and chip to prevent any unauthorized use. Do this even if the card has been electronically cancelled.
Sub-heading: Internal Record Keeping
Update your internal records: Mark the employee card as cancelled in your company's expense management system, HR records, and any other relevant financial documentation.
Retain cancellation confirmation: Keep a copy of the cancellation confirmation (tracking number, email confirmation, or completed form) for your audit trail.
Sub-heading: Communication (Internal and External)
Inform the employee: If the employee is still with the company, communicate clearly that their card has been cancelled and explain the implications (e.g., how they should now handle business expenses).
Update vendors (if applicable): If the employee card was linked to recurring payments with specific vendors (e.g., software subscriptions, travel bookings), ensure these are updated to another corporate card or payment method to avoid service interruptions.
Key Takeaway:
Proactive and accurate management of corporate cards, including timely cancellations, is vital for a healthy financial ecosystem within any organization. By following these steps, you can ensure a smooth and secure process when cancelling an American Express employee card.
10 Related FAQ Questions (Starting with 'How to')
Here are 10 frequently asked questions about cancelling American Express employee cards, along with quick answers:
How to confirm if an American Express employee card is still active?
You can confirm the status of an American Express employee card by logging into your American Express @Work® account and checking the card's status within the "Card Management" section, or by calling American Express Corporate Customer Service.
How to find the American Express employee card account number?
The employee card account number is typically printed on the physical card itself. As a Program Administrator, you can also find it within your American Express @Work® account, usually listed alongside the employee's name.
How to cancel multiple American Express employee cards at once?
If you are using American Express @Work®, look for an "Advanced Search" or similar option within the "Card Management" section, which often allows you to select and cancel up to 20 cards simultaneously.
How to ensure all outstanding charges are paid after cancelling an American Express employee card?
The primary corporate account remains liable for all charges incurred on the employee card until the point of cancellation. Continue to monitor your corporate statements and ensure all outstanding balances are paid in full.
How to handle reward points associated with a cancelled American Express employee card?
If the employee card accrues points to the corporate account, ensure those points are redeemed or transferred to another active corporate card before the cancellation is fully processed, as you may have a limited time to do so.
How to dispose of a physical American Express employee card after cancellation?
After confirming cancellation, collect the physical card from the employee and securely destroy it by cutting through the magnetic stripe and chip to prevent any fraudulent use.
How to get a confirmation of American Express employee card cancellation?
When cancelling online via @Work®, you'll typically receive a tracking number. When cancelling by phone, the representative will provide verbal confirmation. Keep these records for your files.
How to proceed if an employee card was lost or stolen before cancellation?
Immediately report a lost or stolen employee card to American Express Corporate Customer Service (the number is usually on the back of the card or found on their website) to prevent unauthorized transactions, and then proceed with the cancellation process.
How to update internal company records after an American Express employee card cancellation?
Mark the card as cancelled in your company's expense management system, HR records, and any other relevant financial documentation. Retain all cancellation confirmations for auditing purposes.
How to contact American Express for corporate card support?
For Corporate Card Program Administrators in the US, you can typically call 1-888-800-8564. For Card Members, it's usually 1-800-528-2122. For other regions, check the "Contact Us" section on your local American Express business website.
