AGENDA | SPEAKERS | PRE-CONFERENCE | SESSION DESCRIPTIONS | POLICIES | CPE CREDITS

17th National PDG P-Cards on Campus Conference

February 9-12, 2014 - Green Valley Ranch Resort - Las Vegas, NV

OVERVIEW The 17th National P-Cards on Campus Conference is an event built by Higher Education, for Higher Education. We’ve planned this event around all skill levels – card programs from beginning to advanced. PDG has brought together the top experts to present to colleges and universities about how to take your program to the next level. If you’re just starting your program, avoid reinventing the wheel, and learn from schools that have already made their programs successful. The Value of the P-Cards on Campus Program "I attended my first conference in February and I truly see the value in the relationships that I've built with other higher education colleagues and the knowledge I brought back with me to my University. After attending your conference, I was fully charged to change our current program...." -2012 Conference Attendee

Who Should Attend? P-Card Manager Travel Card Manager A/P Manager Chief Financial Officer Financial Manager Business Officer Treasurer/Controller Purchasing Agent/Buyer

2013 AGENDA (2014 Agenda coming soon)

Click here to view a PDF of the 2013 Agenda

Sunday, February 17, 2013
1:00 - 6:00 pm *Additional Fees*	P-Cards Basics Workshop: “Bright lights, Big City – Navigating Through the Basics of Purchasing Card Programs” Philip Smith, Middle Tennesse State University	Additional Fee to Attend
6:00 - 7:30 pm	Welcome Reception
Monday, February 18, 2013
7:00 - 8:00 am	Breakfast and Registration
8:00 - 8:30 am	Opening General Remarks Jason Beard, President & CEO, Professional Development Group II, Inc
8:30 - 9:30 am	Benchmarking Survey, Denise Obrien, Michigan State University & Darren Muise, VISA  Complete the Survey Online Here
9:30 - 10: am	Networking Break
10:00 - 11:00 am	How Can We Effectively Use Purchasing Card Data – Let’s Discuss the Ways . . .  Marty Newman, University of Maryland	“Decisions….Decisions”: Implementing ACH vs. Purchasing Cards at your Institution Steve Gangloff, University of Illinois & Phillip Smith, Middle Tennessee State University
11:00 - 11:15 am	Transition Break
11:15 am - 12:15 pm	OMG! -  'Optimally Managing Growth' for your Program Florianne Irwin, University of Vermont	“Selling Your Decision”: Strategies for Hitting a Home Run with Management Steve Gangloff, University of Illinois & Phillip Smith, Middle Tennessee State University
12:15 - 1:15 pm	Lunch
1:15 - 2:15 pm	Research Participant Payments - Which tools do you need in your Payments Toolkit? Steve Gangloff, University of Illinois	eCard Payments: Expanding Your Card Program to Next Frontier Tracye Eades Mickle, Florida International University & Darren Muise, VISA
2:15 - 2:30 pm	Transition Break
2:30 - 3:30 pm	Implementing and/or Re-inventing your P-Card Program Florianne Irwin, University of Vermont	Get Your P-Card in the Game Marcia Jones, Clayton University
3:30 - 4:00 pm	Networking Break
4:00 - 5:00pm	Legislative and Regulation Discussion  Darren Muise, VISA
Tuesday, February 19, 2013
8:00 - 9:00 am	Breakfast and Registration
9:00 - 9:15 am	General Remarks: Jason Beard, President & CEO, Professional Development Group II, Inc
9:15 - 10:15 am	Essential Leadership Skills for Challenging Times Dr. Jairy C. Hunter, Charleston Southern University
10:15 - 10:45 am	Networking Break
10:45 - 11:45 am	Working WITH Auditors Marty Newman, University of Maryland	Merging Systems: Purchasing Card Program integration with an ERP System Karen Brookbanks, C.P.M., CPPB, University of Arizona
11:45 am -12:45 pm	Lunch
12:45 - 1:45 pm	Changing Your P-Card Provider - "Really, It's Not You...It's Me. I Think I've Outgrown This Relationship." Florianne Irwin, University of Vermont	Forms-R-Us: Everything You Have Ever Wanted to Know about P-Card Forms, but Were Afraid to Ask Tracye Eades-Mickle, Florida International University
1:45 - 2:00 pm	Transition Break
2:00 - 3:00 pm	Data Analysis and Auditing with Excel Pivot Tables Helen Conor, University of Alaska Fairbanks	Who’s got your cardholders back? Purchasing Card Fraud Detection and Prevention Karen Brookbanks, C.P.M., CPPB, University of Arizona
3:00 - 3:30 pm	Networking Break
3:30 - 4:45 pm	Speed Dating with Presenters and Sponsors - Networking Session
Wednesday, February 20, 2013
8:00 - 9:00 am	Breakfast
9:00 - 9:15 am	Closing Remarks: Jason Beard, President & CEO, Professional Development Group II, Inc.
9:15 - 10:45 am	Roundtable Discussion
10:45 am	Conference Concludes

 

NEW!  We’re introducing a new Networking Session: "Speed Dating" with Presenters and Sponsors

When you come to a conference, it is the objective to talk to as many people as you can to find out what programs and process others are using and learn from them. However, it can be daunting to try to network with all in attendance. But given the right opportunity, a quality exchange can have a lasting impression.

This fast-paced networking event will provide attendees the opportunity to meet with sponsors, speakers and other attendees at the conference. The goal is to foster an interactive environment between small groups in hopes of creating some short, high impact exchanges. It’s amazing what can be accomplished in ten minutes!!! Join us for this networking session to start building new connections taking place on Tuesday, Feb. 19 at 3:30pm.

Benchmarking Survey

Again this year, we will be collecting information from schools about the size, technology used, and office responsibilities. We are asking that all purchasing, controller and procurement offices complete this survey online at http://www.prodevmedia.com/conferences/cards/2013/survey/.  The deadline for submitting the survey is Friday, February 8th, 2013 so the results can be compiled for the Conference. The results will be presented on Monday, February 18, 2013 at 8:30 am at the P-Cards Conference – make sure you are in attendance as you will not want to miss this relevant presentation from Denise O’brien with Michigan State University and Darren Muise with Visa. We will be emailing the results so that you see what other schools across the nation are doing in their offices and how you fit in. If you have any questions please email info@prodev.com.

SPEAKERS

Dr. Jairy C. Hunter, Jr., Keynote Speaker

Dr. Jairy C. Hunter, Jr. is President and Professor of Business Administration at Charleston Southern University.  His career entails extensive teaching and administrative experience in public and independent higher education.  Dr. Hunter has served as Vice Chancellor for Business Affairs, Vice Chancellor for Development, and Associate Professor of Accounting at the University of North Carolina at Wilmington; Vice President for Administration at Broward Community College and Vice President for Business at Blue Ridge Technical College.  He also served as Dean of Student Support Services and Associate Professor of Higher Education at Appalachian State University.

Dr. Hunter has also served in several capacities for the Commission on Colleges of the Southern Association of Colleges and Schools and currently is serving as a board of trustee member.  He has served as an Institutional Effective Reader, a Financial Reader and Chair of several Peer Review Committees.  Dr. Hunter has also served as a Commissioner on the Commission previously.  He has been President of The Big South Athletic Conference and chaired numerous NCAA Certification visiting teams.  He also served as Vice Chairman of the South Carolina Higher Education Tuition Grants Commission.  He is a member of the Board of Directors for the National Association of Independent Colleges and Universities and also serves on Advisory Boards for SCANA Corporation, Bank of America, Charleston Education Network and the Charleston Symphony Orchestra.  Dr. Hunter has also served on the Board of the Council of Independent Colleges and the Association of Southern Baptist Colleges and Universities.

Dr. Hunter earned a B.S. in Business, an M.B.A. and M.A. in Student Personnel Services from Appalachian State University.  He received a Ph.D. in Educational Administration and Management from Duke University.  Dr. Hunter serves as a member of the faculty at the College Business Management Institute at the University of Kentucky and the Business College Management Institute at the University of California, Santa Barbara.

 

Pre-Conference Workshop 

P-Cards Basics Workshop: “Bright lights, Big City – Navigating Through the Basics of Purchasing Card Programs” Additional Fee to Attend 

Philip Smith, Middle Tennesse University & Marilyn Powell, Michigan State University

• Introduction to P-Card terms.
• A brief history of purchasing cards.
• The logistics of purchasing cards and the main players involved – issuing bank, acquiring bank, merchant, consumer, etc.
• Selecting the right bank and the RFP process. 
• Building a great purchasing card program – policies, procedures, controls, personnel, training.
• Value of communication between cardholders and college regulators. F3
• Compliance and auditing.
• Methods to increase spend and rebate revenue.
• Review, personal testimony, best practices, questions, etc 

Session Descriptions

Changing Your P-Card Provider - “Really, it’s not you….it’s me. I think I’ve outgrown this relationship.” 

Florianne Irwin, University of Vermont

A successful program requires a true partnership between the organization, the issuer and the association/brand.  This session will discuss:

 

• Managing the change from your current provider to the new provider.
• Gap analysis between current processes to new processes (if any).
• Managing your partnership – setting expectations upfront.
• Understanding your issuer’s approach to helping you maximize your program.  What are their experiences?  How does your overall goal align with the strategies of the issuer and associations?
• University of Vermont business case – lessons learned.

 

How Can We Effectively Use Purchasing Card Data – Let’s Discuss The Ways . . . .

Marty Newman, University of Maryland 

 

• Create contracts, and/or negotiate better ones 
• Analyze spend patterns 
• Ensure compliance with policies and procedures
• Reduce rogue spend/Gear spend to contracts
• Evaluate needs

 

OMG! - ‘Optimally Managing Growth’ for your Program

Florianne Irwin, University of Vermont

Card based payments have grown over the years. Primarily they were used for payments of large quantity, low spend expenses. They are now used as a strategic tool in the procure-to-pay process. This session will discuss growing your program: best practices in managing that growth, and using technology to assist with the growth of your program.

“Decisions….Decisions”: Implementing ACH vs. Purchasing Cards at your Institution (Part I)

Phillip Smith, Middle Tennessee State University &  Steve Gangloff, Univeristy of Illinois 

 

• Brief background on ACH and P-Card methods.
• Identifying institutional needs and capabilities.
• Costs involved with each payment method.
• Reporting and compliance.
• The Hybrid Model: ACH and Purchasing Cards.
• Conclusion.

 

“Selling Your Decision”: Strategies for Hitting a Home Run with Management. (Part II)

Phillip Smith, Middle Tennessee State University &  Steve Gangloff, Univeristy of Illinois 

 

• Preparing your Content.
• Justifying the need for a new payment method.
• Benefits for your institution.
• Quantitative easing: Supporting your decision from a value added perspective.
• Closing the deal.
• Conclusions.

 

Implementing or Re-inventing Your P-Card Program

Florianne Irwin, University of Vermont

Do you feel like your program has matured or are you starting a new program for your organization?  Planning a new implementation or reinventing your purchasing card program starts long before you issue the RFP.  The University of Vermont (UVM) program started in 1998 and was ready for the next step to improve efficiencies, increase spend, and simplify their purchase-to-pay processes.  This session will discuss:

 

• Steps and pre-planning prior to issuing the RFP.
• Evaluation criteria and what’s really important – it’s not just about the rebate.
• Making the card more than just a convenience tool by integrating it into your payment strategy.
• Implementation and training.
• Educating and partnering with your vendors on acceptance as well as partnering with the issuer and association/brand to assist with the on-boarding process.
• UVM lessons learned.

 

Who’s Got Your Cardholders Back? Purchasing Card Fraud Detection and Prevention

Karen Brookbanks, C.P.M., CPPB, University of Arizona 

 What can you as; Program Managers, Administrators and staff, do to protect your cardholders?

 

• Things to keep a watchful eye on
• Training & Retraining
• Issuance –Cardholder Agreements
• Accountability
• Tools- Decline reports, transactional reviews
• Engaging Information Security Department
• Restrictions/Options; MCC’s, Limits, etc.
• Best Practices

 

 

"Research Participant Payments - Which Tools Do You Need In Your Payments Toolkit?"

Steve Ganglof, University of Illinois

Our faculty’s research support needs seem to match their fertile minds – almost unlimited.  Traditional methods of conducting research and seeking human subjects to participate in it have gone high tech.  We conduct more research online, remotely and globally than ever before.  How in the world can administrative support structures hope to keep up and keep our faculty and the many research stakeholders productive, safe and secure?  We will examine a variety of payment tools, pro’s and con’s, and give you lots of issues to consider as you try to develop a payments toolkit to support your institution’s research needs.

 

Forms-R-Us: Everything You Have Ever Wanted To Know About Pcard Forms, But Were Afraid To Ask

Tracye Eades-Mickle, Florida International University

Are your Pcard program documents tired and outdated?  Looking to totally revamp or improve on your existing forms?  Then come join us in this informative session to learn tips and techniques for creating essential program forms.  In this session we will cover everything from layout to content as well as everything in between.

 

Merging Systems: Purchasing Card Program integration With An ERP System

Karen Brookbanks, C.P.M., CPPB, University of Arizona 

 What does it take to integrate a stand-alone Purchasing Card Program into an ERP System? 

 

• Planning and design points for implementation process
• Addressing the “We’ve always done it this way in the past” campus mindset
• Decisions of Purchasing Card Program Reconciliation/Reallocations:  All, part, or none
• Training Development – when to start
• Effective Communications types- how to send, who to send to, and how often
• Smooth implementation strategies
• Lessons learned from actual implementation

 

 

Legislative and Regulation Discussion

Darren Muise, VISA

The intent of this session will be to review several aspects around the industry from a rules, regulation and legislative standpoint.  A variety of topics will be covered such as interchange, network rules, definitions, regulations and recent legislative impacts to the industry all designed to inspire conversation, discussion and engagement from the attendees.  Due to the nature of the regulatory and legislative environment the will be very few slides of actual content around these two topics, therefore discussion among the participants will be crucial.  At the end of this session we hope to provide a better understand of the current environment, potential impacts to the future of the industry and answer several FAQs.

eCard Payments: Expanding Your Card Program to the Next Frontier

Tracye Eades-Mickle, Florida International University and Darren Muise, VISA

The goal of this session is two-fold; initially we’ll provide you with a general overview of the Commercial Payments Industry and the current and future perceived impacts of ePayables disbursements, ranging from lodged accounts, buyer held accounts, push payments and pull payment methodologies including discussion on interchange implications.

The second half of the presentation will provide an overview of eCard programs from  a University perspective.  Topics to be covered in this session include:

 

• General overview of integrating an eCard program into an existing card program
• Benefits gained
• Tips successful implementation and insight to avoid potential pitfalls

 

POLICIES
 

If you are unable to attend the conference but would like to purchase handout materials, complete packets may be purchased for $150. Presentation material will be sent electronically one week after the conference ends.  

In an effort to reduce waste and decrease the use of paper products at the meeting, there will be no paper copies of session presentations or handouts at the event. One week before the conference, you will be provided with a web link to the available presentations. At that time, please review them and print the ones you’d like to have at the conference. The presentations will be available online for 6 months after the event.

Smoking Policy
Smoking is not permitted during the conference, at meals, refreshment breaks, the receptions, and in the registration or exhibit areas.

Dress Code
Business casual dress is suggested for all events.

CPE CREDITS
 

NASBA CPE Credit Information
Program Level: Advanced
Prerequisites: No prerequisites and/or advance preparation is required
CPE Credit: 12 CPE credits (estimated)

Professional Development Group II, Inc. is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have the final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite 700, Nashville, TN 37219-2417. Telephone: 615-880-4200. Web site: www.nasba.org.