Corporate Cardmember Reconciliation Your organization should encourage its Corporate Cardmembers to reconcile their Statements each month. This will help ensure that expense reports are complete and error free. How to Reconcile a Cardmember Statement To reconcile a Statement, Corporate Cardmembers should have: The most recent Account Statement, delivered by mail or online at www.dinersaccount.com Complete receipts and/or expense reports for the billing period, as well as any receipts or expense reports with charges that did not appear on previous Statements Once this information has been gathered, Corporate Cardmembers can compare each transaction on their Account Statements against their records-receipts and other documentation. Cardmembers may find "unmatched charges" during reconciliation - discrepancies between the Statement and the Cardmember's charge records. Typically, a discrepancy will occur when a charge only appears on one set of data, or when a charge appears on both sets of data, but the Charge amounts do not match. There are several possible causes: Last-minute charges -- A merchant may have billed a Corporate Cardmember for expenses incurred after the receipt was issued, such as vehicle refueling, mini-bar items, or breakfast. Lodging reservations -- Depending on hotel/resort policy, a Corporate Cardmember may be billed for reservations that have not been canceled, even if travel plans change and the Corporate Cardmember does not check in. Airline fees -- Miscellaneous charges from airlines may be associated with fees for such items as excess baggage, special handling, or airline club membership. If none of these situations apply, the Corporate Cardmember should call the establishment or travel agency for an explanation. If dissatisfied with the outcome of this effort, the Corporate Cardmember should dispute the item via Diners Club. Disputing a Charge Online Corporate Cardmembers can dispute charges online at www.dinersaccount.com by registering and using the Billing Inquiries screen to transmit the disputed charges to Diners Club. This method is simple, secure and faster than correspondence sent by regular mail. Corporate Cardmembers can submit up to five billing disputes per email. For more than five billing disputes, additional emails may be sent. Diners Club must be contacted within 60 days of the time the disputed amount appears on the Statement to avoid a past-due balance. When Diners Club receives this information, we will immediately issue a provisional credit for the disputed charges. Until the problem is fully investigated, the disputed amount will not be considered part of the Cardmember's "Total Due." Disputing a Charge Offline If a Corporate Cardmember does not have online access, he or she can call Diners Club Customer Service at 800-2-DINERS (800-234-6377) for assistance to dispute the charge. The Cardmember must also send written notification of the disputed item. Diners Club must be contacted within 60 days of the time the disputed amount appears on the Statement to avoid a past-due balance. When a disputed item is reported, the following information should be provided in print: Corporate Cardmember's name and Account number Reference number of the disputed charge (listed on the Statement) Establishment where the charge was incurred Amount of charge Statement date Detail of dispute (the reason and circumstances for disputing the charge) This information should be mailed to: Diners Club Corporate Services P.O. Box 5064 Denver, CO 80217-5064 When Diners Club receives this information, we will protect the Cardmember's Account from delinquency status. Until the problem is fully investigated, the disputed amount will not be considered part of the "Total Due." Completing Reconciliation Once reconciliation is complete, the Corporate Cardmember should total all the charges, less any previous payments or disputed charges, and make payment to Diners Club. Corporate Cardmembers can call 800-2-DINERS (800-234-6377) for assistance in reconciling an Account Statement. If you have any questions on Corporate Cardmember reconciliation, please contact your Diners Club Representative.