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GES Implementation Process

This is a broad outline of the steps you and your Diners Club Representatives will follow to implement a new GES program. Since your program will be uniquely customized for your organization’s needs, you should work closely with your Diners Club representative to determine how your own implementation may differ from the steps below.
  1. Immediately after you choose to initiate a new program, you should designate a person from your organization to serve as your internal Diners Club Coordinator. He or she will work with Diners Club Representatives to manage the implementation process, and the ongoing administration of the program, including:

    • Managing the GES Card application process
    • Notifying Diners Club of GES Cardmembers to be enrolled, cancelled or transferred, and other updates to Account data
    • Monitoring delinquency reports and managing internal delinquency notifications
    • Communicating with travelers about Diners Club features, benefits and promotions
    • Addressing questions about the Diners Club Group Event System or referring them to the Diners Club Customer Service number 1-800-2-DINERS
    • Insuring that all insurance claims for Travel Accident Insurance, Excess Baggage, and Rental Car Collision Damage coverages are filed within 90 days of the date of the accident or loss.
    • Notifying Diners Club of any problems, concerns, or questions the organization may have

  2. Your Diners Club Representative will then schedule an initial implementation discussion with selected members from your organization.

    • Discussion participants from your organization usually include the leader of all past discussions with Diners Club, the Accounting manager, and the Diners Club Coordinator. If you wish, you may invite others, including Meeting Planners, or your travel agency,
    • Discussion participants from Diners Club usually include your Diners Club Sales representative, and your Diners Club support representatives.

  3. During the implementation discussion, we will discuss your plans for your Diners Club program, and finalize many of the choices you made during initial discussions. The topics covered in the discussion will include:

    • Establishing an implementation and card rollout schedule

    • Determining your organization’s participation in GES Optional Enhancements.
      • .

    • Finalizing your Billing Options, including:
      • Selecting your Billing Cycle, which determines if Account Statements shall be produced in the early, middle, or later part of each month.

      Deciding who shall receive the centrally billed statement each month, who is responsible for reconciliation and which payment method your organization prefers (Lock Box, Checks or Wire Transfer)
    • Determining if any of organizational procedures should be revised (To accommodate programs such as Club Cash, which can streamline your internal processes.)


    • Determining which persons or departments will receive and use Diners Club MIS, and how you wish to structure your Accounts, Indicative Data and monthly reporting. If you have selected to install Global Vision, your Diners Club Representative will discuss your internal systems, and schedule software installation and training.


    • Planning communications to support your new Diners Club program. Communications will primarily be directed primarily at your Meeting Planners, and may be handled in a simple meeting. However, if you may also wish to communicate information to any travelers that will use the GES Account, as well as your travel agency and critical elements of your organization such as Accounting and Administration.


    • Selecting your Card Embossing options, which allow you to emboss the name of your organization onto each GES Cardmembers’ Card.


    • Choosing the “authorized signers” for your company’s GES Card applications. You must provide Diners Club with a letter from the Contract Signer from your company designating authorized signers for applications and optional program enrollment forms (e.g. Club Cash®,). This may be the coordinator, or depending upon your organization, a list of managers.
The implementation discussion will last approximately 1-2 hours. Once these and other issues have been covered, we’ll move ahead to implement the decisions your organization has made.
  1. One or two weeks before your GES Accounts are available for use, you should make an official announcement to your organization that you will soon initiate a new Diners Club program. You should use this opportunity to point out the special benefits of GES to Meeting Planners and frequent meeting travelers, and communicate any changes in your travel policy.


  2. Diners Club will provide your organization with GES Cardmember Applications. These procedures will be followed:


    • Your organization and Diners Club will determine the appropriate number of GES Applications needed
    • Diners Club will supply the applications to your Diners Club Coordinator
    • Paper applications should be distributed, completed, signed by the GES Cardmember and an "authorized signer", and collected. Ideally, your internal Diners Club Coordinator should track the application forms throughout the process to ensure they are submitted to Diners Club as soon as possible
    • The Paper applications should be forwarded to your Diners Club Coordinator. When most or all of the applications have been completed, they should be mailed to your Business Service Representative


  3. If your program has chosen to participate in optional enhancements requiring the GES Cardmembers to individually enroll (Club Cash, Flight Coverage Plus) you may direct them to download the appropriate form from Diners Club, or apply online (where available). Diners Club can also supply your Diners Club Coordinator with forms that he or she can distribute within your organization. Once the forms have been completed and checked for accuracy, they should be provided to Diners Club.


  4. After your Diners Club coordinator has supplied enrollment information to Diners Club:
    • Within 7-10 days, your GES Cardmembers will receive their Cards, at the billing address you have provided, unless you choose to distribute them internally. They will also receive Cardmember terms and conditions, and activation instructions. For security purposes, the Card will remain inactive until the Cardmember follows the instructions.
    • The GES Cardmember will place a toll-free phone call to Diners Club to activate the Card.
    • The GES Cardmember may begin using the Card


  5. Your Diners Club Coordinator should follow up with GES Cardmembers that have not activated their Cards to encourage them to contact Diners Club and activate their Cards.
If they have not contacted Diners Club within 60 days of receiving their Cards, Diners Club must cancel the GES Account Number for security purposes. Your Diners Club Coordinator should collect these Cards, and any Cards that are no longer needed, cut them in half, and discard them.
  1. If any GES Cardmembers have enrolled in Club Cash, they will receive their Club Cash Personal Identification Numbers (PIN) within a week of receiving their Cards, in a separate, unmarked mailing. They may use the PIN to withdraw cash at over 627,000 ATMs worldwide.

  2. Once a Card has been used, GES Cardmembers or authorized personnel within your organization may access Online Statements at www.dinersaccount.com at any time to view recent charges. After the first month of Card use, the first Account Statements will be mailed to your organization.


  3. If you have selected to implement Global Vision, Diners Club will work with you to install the software onto your systems. This will occur approximately one month after your Cardmembers have begun to use their Cards. Once the software has been installed, we will train your staff to use the software, using your own Corporate Cardmember data.
Once these tasks have been completed, your Diners Club Representatives will stay in close contact with your organization, to ensure that the program functions smoothly, and to assist you in the ongoing management of day-to-day operations.

To Learn More
Implementation is a critical step for your Diners Club program. You should always feel free to contact Diners Club regarding any questions or concerns you may have, or to ensure that the process is proceeding as planned. Please don't hesitate t call your Diners Club Representatives, or to send them an email.



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