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P-Card Basics

This workshop will provide an overview of Purchasing Cards and in-depth presentations on program startup and implementation, ongoing program administration, and tools to optimize the value and performance of your program. Topics include a review of the industry, relationships with issuers and other participants, roles within your organization, policies and procedures, training approaches, use of technology, reconciliation processes, reporting, compliance and audit techniques, strategic sourcing, and many other keys to successful program operation.

The workshop is very interactive and designed for participants who are considering an implementation, those who are in the midst of an implementation, or experienced administrators who are looking for an opportunity to review and update their skills with today’s best practices.

There is a $200 additional fee to attend this Sunday workshop.

Travel and Entertainment Expense Management

Travel and Entertainment is said to be “the second largest controllable expense after payroll”, but just how do we go about controlling that expense short of a total moratorium on corporate travel.  Did you know that failure to manage T&E in a timely and effective manner can result in the misrepresentation of your corporate financial statements?  During this three hour class you will learn that technology and effective corporate travel procedures are the two major methods of control.

There is a $200 additional fee to attend this Sunday workshop.

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A/P Training and Certification Program

PDG is very pleased to announce a new and exciting training package during its P-cards on Campus Conference February 22-25, 2009 in Las Vegas.

In partnership with IOMA (Institute of Management and Administration), a complete Accounts Payable Training and Certification program will be presented during the PDG P-Cards conference. IOMA is unique in its expertise in developing and presenting A/P training to payable specialists and managers. The A/P track covers a day and a half of dedicated, up-to-date training on invoice handling, 1099s, e-invoicing, audits, checks and a host of other relevant A/P issues. The A/P track at the conference runs concurrently with the Monday and Tuesday tracks designated for P-Cards and related topics.

Even more exciting is the opportunity for each person attending the A/P track to also register for the Accounts Payable Specialist or Manager certification exam on Tuesday afternoon. The A/P certification demonstrates to the Accounts Payable industry that you have reached the highest level of knowledge and ability in Accounts Payable processing and management. Upon becoming certified, you are immediately elevated to a status only about 4,500 other colleagues have achieved.

Of course, if you choose not to register for the certification exam, you are welcome to attend the remaining Tuesday afternoon sessions at the P-Cards Conference. Learn what other professionals like you are doing to solve the numerous problems that arise. The PDG P-Cards on Campus Conference is considered the best, most comprehensive, and friendliest conference available to the higher education community.

This is truly a unique and remarkable opportunity for all with A/P and, yes, even P-card responsibilities.

The fee for this training and certification program is $590. There is an additional fee of $345 to sit for the certification exam on Tuesday afternoon. The fee includes the cost for the exam as well as a study guide workbook and exam processing.

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Sunday, February 22, 2009
12:00 - 1:00	Workshop Registration
1:00 - 5:00 concurrent workshops	Automating Travel and Entertainment – New Trends and Best Practices Travel and Entertainment is said to be “the second largest controllable expense after payroll”, but just how do we go about controlling that expense short of a total moratorium on corporate travel. Did you know that failure to manage T&E in a timely and effective manner can result in the misrepresentation of your corporate financial statements? During this class you will learn that technology and effective corporate travel procedures are the two major methods of control. Ted Klein, Klein Consulting *There is a $200 additional fee to attend this workshop.	P-Cards Basics This workshop will provide an overview of Purchasing Cards and in-depth presentations on program startup and implementation, ongoing program administration and tools to optimize the value and performance of your program. Topics include a review of the industry, relationships with issuers and other participants, roles within your organization, policies and procedures, training approaches, use of technology, reconciliation processes, reporting, compliance and audit techniques, strategic sourcing and many other keys to successful program operation. The workshop is very interactive and designed for participants who are considering an implementation, those who are in the midst of an implementation, or experienced administrators who are looking for an opportunity to review and update their skills with today’s best practices. Greg Powell and Debra Rauschert, JPMorgan Chase *There is a $200 additional fee to attend this workshop.
3:00 - 5:30	Conference Registration
5:30 - 7:00	Welcome Reception
Monday, February 23, 2009
7:00 - 8:30	Registration & Continental Breakfast
8:30 - 9:00	Welcome & Opening Remarks
9:00 - 10:00 Keynote Session	Protecting Your Organization from Fraud and Misuse The course will focus on identification of types of fraud in the marketplace including identity theft, scams and Phishing. We will share best practices in protecting your P-Card programs with policies and data mining techniques. Gonca Latif-Schmitt, Citigroup
10:00 - 10:30	Refreshment Break
10:30 - 11:30 Concurrent Sessions	Small School Interactive Session (less than 550 cards issued) PDG has listened to your suggestions and we offer to you the opportunity to participate in 2 one-hour, totally interactive sessions completely devoted to any topics you wish to initiate. Each session is designed to focus on topics relevant to schools with smaller P-Card programs (less than 550 cards issued) or larger P-Card prgrams (greater than 550 cards issued). We have placed these interactive sessions early in the conference agenda and separated by a lunch break so that you may identify other conferees with similar problems, concerns and solutions. Regardless of the size of your school’s program, feel free to attend any sessions you prefer. Donna Baker, Park University; Ray Sanchez, Trinity University	Large School Interactive Session (More than 550 cards issued) PDG has listened to your suggestions and we offer to you the opportunity to participate in 2 one-hour, totally interactive sessions completely devoted to any topics you wish to initiate. Each session is designed to focus on topics relevant to schools with smaller P-Card programs (less than 550 cards issued) or larger P-Card prgrams (greater than 550 cards issued). We have placed these interactive sessions early in the conference agenda and separated by a lunch break so that you may identify other conferees with similar problems, concerns and solutions. Regardless of the size of your school’s program, feel free to attend any sessions you prefer. Marty Newman, University of Maryland; Paula Taylor, University of Maine System
11:30 - 12:30	Luncheon
12:30 - 1:30 Concurrent Sessions	Small School Interactive Session - continued See session description above. Donna Baker, Park University; Ray Sanchez, Trinity University	Large School Interactive Session - continued See session description above. Marty Newman, University of Maryland; Paula Taylor, University of Maine System
1:30 - 1:45	Transition Break
1:45 - 2:45	Purchasing Card Best Practices Is your Purchasing Card program operating at peak performance? Companies are rapidly expanding their P-Card programs—and at the same time maintaining control and minimizing risk. The result: fewer invoices to process, lower costs, and improved productivity in the accounts payable and purchasing departments. How are they accomplishing this? Find out, as the results of IOMA’s latest P-Card survey are revealed and Best Practices are discussed. Over 200 A/P and P-Card pros shared their best practice secrets—and ideas on how they plan on maximizing the benefits of their P-Card programs. Ted Klein, Klein Consulting	The 1-Card vs. 2-Card Solution Trinity University uses a single card for general operating expenses and travel. Michigan State University uses 2 different cards. Listen to a discussion of the advantages and problem areas contrasting the different approaches. Be prepared to participate with your questions and solutions. Denise O’Brien, Michigan State University; Ray Sanchez, Trinity University
2:45 - 3:15	Refreshment Break
3:15 - 4:15 Concurrent Sessions	Purchasing Card Policies and Guidelines You have the P-Card program. How do you develop the policies that guide the program? How do you present the polices to the campus? How do you get the cardholders to comply with the rules? Explore ways to develop, implement, present, and encourage compliance with P-Card policies. Lorraine Ziara-Denmark, Towson University	P-Card & 1099 Reporting University of Massachusetts has worked to rein in the 1099 processing for P-Card using the association reporting tool and an access database. Bonnie-Anne Mathias, University of Massachusetts Medical School
Tuesday, February 24, 2009
7:15 - 8:15	Continental Breakfast
8:15 - 8:30	Opening Remarks
8:30 - 9:00	Benchmark Survey We will review the results of the annual survey for P-Card use in higher education. This year’s expanded format will include benchmarking results based on the participation and completion of the survey by participants and other parties interested in the P-Cards on Campus conference. Denise O’Brien, Michigan State University *Participate in the survey here
9:00 - 9:15	Transition Break
9:15 - 10:15 Concurrent Sessions	Unique and Innovative Ways to Maximize Your P-Card Program This session will focus on traditional and unique ways that will maximize spend on your P-Card program and provide cost savings to your organization. From traditional A/P vendor analysis to creative vendor payment mechanisms, P-Card programs can be your organizations way to streamline processes in ways you may not have thought about before. Bring your thinking caps – this session will be interactive and a great chance to learn what your peers are doing! Patricia Green, JPMorgan Chase	Transforming Difficult Cardholders Conflict will always exist in the workplace because individuals have different personalities, approaches, and goals. Conflict is neither good nor bad; properly managed conflict resolves issues, promotes growth, and stimulates creativity. Dealing with conflict in the form of difficult or angry cardholders occurs all too frequently. Come learn how to diffuse the situation and transform difficult cardholders into satisfied customers. Marty Newman, University of Maryland
10:15 - 10:45	Networking Break
10:45 - 11:45 Concurrent Sessions	How to Motivate Underpaid Staff Yes, there are a number of techniques, some easy and some tougher, that can make the workplace more effective and motivate employees to focus in the same direction. Listen to and bring your own ideas that have and could work. Barry Greenberg, Professional Development Group II, Inc.	Centralized vs. Decentralized Filing Systems Centralized vs Decentralized P-Card Receipts...where oh where should they be? You keep ‘em. No, you keep ‘em. Who should really keep those darn receipts? The cardholder, the Fiscal Officer, or should they kept in Accounting? Is there a better solution to how you are doing it now? Hear what your colleagues have to share about the pros and cons of their best practices and tell us yours. Theresa Gray, University of Florida; Marilyn Powell, Michigan State University
11:45 - 1:00	Luncheon
1:00 - 2:00 Concurrent Sessions	Surviving an External Audit of Your P-Card Program Procurement Card Programs are targeted for headlines, especially at public institutions. P-Card purchases are public information, subject to review and audits from multiple agencies, departments, and even scrutiny by the general public. It is the auditor’s job to produce findings. Those findings that make the news will not go away, until the next audit identifies new findings. Make your Procurement Card program ready for investigation and learn how to prepare to live with the findings. Lorraine Ziara-Denmark, Towson University	Growing Your P-Card Program Working with our partner bank’s Expansion Services team, University of Massachusetts has analyzed its spend to identify P-Card growth possibilities. See how we identified lost opportunity spend and how University of Massachusetts ‘sold’ new spend areas with our senior management team. Bonnie-Anne Mathias, University of Massachusetts Medical School
2:00 - 2:15	Transition Break
2:15 - 3:15 Concurrent Sessions	Positively Positive Auditing & Compliance Like a team’s scoreboard at the end of a home game, an effective P-Card program is measured by its successful internal auditing and compliance results. Learn to set controls and monitoring measures, streamline processes and reporting, mandate cardholder and supervisor training, develop clear and concise communications, streamline departmental compliance reviews, engage high level management and benchmark your success. Share what you know and learn what you don’t know to ensure a solid and “positively positive” internal auditing and compliance P-Card program. Paula Taylor, University of Maine System	P-Cards for Student Organizations Iowa State University answered the call from its student leadership to develop an internet based Purchasing Card System for student organizations. Finding creative ways to customize an existing University Purchasing Card System is meeting student expectations and giving students more purchasing power to run their organizations, while also reducing paper and improving compliance and controls. Jamie Rehlander, Iowa State University
3:15 - 3:45	Networking Break
3:45 - 4:45 Concurrent Sessions	Risk Management and Employee Fraud Can the Purchase Card be used as a risk management tool? This session will offer an overview of ways that your P-Card program could be used to manage risk. It will also take a look at the Purchase Card and employees misuse or abuse of it. Donna Baker, Park University	Trends in the Payments Industry Purchasing Cards - taking a look at traditional POS transactions versus the A/P movement. Darren Muise, Visa USA
Wednesday, February 25, 2009
8:00 - 9:15	Plated Breakfast
9:15 - 10:15	Last but not Least - University Panel Here’s your opportunity to ask and respond/listen to questions about any outstanding topic. It’s a final chance to pick up another nugget or two in a highly interactive and free-wheeling discussion before the conference ends. Marty Newman, University of Maryland; Theresa Gray, University of Florida

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Photos courtesy of the Las Vegas CVB

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