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2014 Sponsors
Visa
Higher One, Inc.
JP Morgan Chase Bank
MasterCard
Citi
Bank of America
US Bank
Financial Asset Management Systems
2014 Exhibitors
Visa
Higher One, Inc.
JP Morgan Chase Bank
MasterCard
Citi
Bank of America
Card Integrity
US Bank

P Cards Overview

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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

 

heap-con-9-b.jpg 

New Accounts Payable Track

PDG is pleased to bring you HEAP Con – our Higher Education Accounts
Payable track at this year’s P-Cards on Campus event. Come learn and
discuss the latest on all things AP! From vendor enrollment, to electronic
payments, to card options and products, we have you covered! Meet with
our experts and vendors, all knowledgeable on AP and ready to meet with
you in the same quality environment you have come to expect from PDG.

 

2014 AGENDA

Sunday, February 9, 2014
1:00 - 6:00 pm
*Additional Fees*

P-Cards Basics Workshop
Philip Smith, Middle Tennesse State University

 Additional Fee to Attend 
6:00 - 7:30 pm Welcome Reception    
Monday, February 10, 2014
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

Keynote: Higher Education 2014: The End of the Assembly Line? 

Bart Patterson, President, Nevada State College

9:30 - 10:00 am Networking Break
10:00 - 11:00 am

Developing Effective End User Training

Florianne Irwin, University of Vermont

Fraud – Setting Controls for Newly Established Programs

Marty Newman, University of Maryland

The Power of Electronic Payments to Your Institution

Dolores Hildebrand; Univeristy of Virginia

11:00 - 11:15 am Transition Break    
11:15 am - 12:15 pm

Looking For A Way To Increase Purchasing Card (Pcard) Spend, But Don't Know Where To Start?

Dolores Hildebrand, Univeristy of Virginia

It’s a Fraud, Fraud, Fraud, Fraud World: Tips & Techniques for Program Administrators

Lesley Lackore, Iowa State University

Working together – A/P and Procurement

Marty Newman, University of Maryland

12:15 - 1:15 pm Lunch
1:15 - 2:15 pm

Unique Departments within PCard Programs, How Do You Manage These?

Karen Brookbanks, University of Arizona

Developing a P-card Users Guide

Marty Newman, University of Maryland

Vendor Enrollment Best Practices

Higher One

2:15 - 2:30 pm Transition Break
2:30 - 3:30 pm

Data Analytics to Assist Auditing

Florianne Irwin, University of Vermont

Would You Like Chips (& PINs) with That? Using EMV Cards for Study Abroad Programs

Lesley Lackore, Iowa State University

Expanding your Card Program through an eCard Solution

Tracye Eades Mickle

3:30 - 4:00 pm Networking Break
4:00 - 5:00pm

General Session

Tuesday, February 11, 2014
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

Benchmarking Session

10:15 - 10:45 am Networking Break
10:45 - 11:45 am

P-Card Program Scorecard

Florianne Irwin, University of Vermont

What is the impact of shutting down cards?

Karen Brookbanks, University of Arizona

 

11:45 am -12:45 pm Lunch
12:45 - 1:45 pm

Declining Balance Cards: A Aolution for the Infrequent Traveler...and More

Helen Kubiak

Time is precious! Outsourcing for Efficient Transaction Review

Ashru Shah, North Carolina State University

Card Options & Products : Declining Cards/Debit

Florianne Irwin, Tracye Eades,, Denise O'Brien

1:45 - 2:00 pm Transition Break
2:00 - 3:00 pm

How' Your ERP Treating You? : Banner

How's Your ERP Treating You? People Soft

Helen Kubiac; Tracey Eades

How's Your ERP Treating You? Kuali, DataTel, and Others

Karen Brookbanks; Denise O'Brien

3:00 - 3:30 pm Networking Break
3:30 - 4:45 pm

 Speed Dating with Presenters and Sponsors - Networking Session

Wednesday, February 12, 2014
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

2014 Conference Session Information

NEW!  We’re introducing a new HEAP Con Track! (Higher Education Accounts Payables)

We've heard what you have to say and are thrilled to be offering the HEAP Con track at the 2014 event. This track of breakout sessions will focus exclusively on Accounts Payable content, discussions, and issues. We will be bringing in vendors with AP solutions for you!

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.prodev.com/p-cards-on-campus-heap-con-benchmarking-survey/.  The deadline for submitting the survey is Friday, January 31st, 2014 so the results can be compiled for the Conference. The results will be presented on Tuesday, February 11th, 2014, at 9:15 am at the P-Cards Conference – make sure you are in attendance as you will not want to miss this relevant presentation. 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

 2014 Keynote: Bart Patterson  "Higher Education 2014: The End of the Assembly Line?"

 

Bart Patterson was appointed as president of Nevada State College on April 30, 2012 after serving as interim president for six months. Bart set forward with five core themes to move the College forward which include:
1. Improving Student Success - NSC is dedicated to doing right by our terrific students, which means focusing on a quality education and improved student success;
2. Expanding Technology and Innovation - NSC is situated to become the most technologically innovative college in the west in course content and delivery;
3. Equitable Funding - NSC has articulated the need for equitable funding to foster the increasing enrollments, retention and success of our deserving students;
4. Economic Recovery - NSC is positioned to help drive the economic recovery and diversification of Nevada; and
5. Expanding Physical Facilities - NSC continues to focus on the need for expanded physical facilities to expand and unify access for our students.
Bart previously served as NSHE’s vice chancellor of administrative & legal affairs and NSHE’s chief counsel. As vice chancellor, he had responsibility for human resources, purchasing and legal operations statewide, and he managed the Las Vegas system office.

Karen Brookbanks, Univeristy of Arizona 

Helen Connor, University of Alaska Fairbanks

Dolores Hildebrand, Univeristy of Virginia 

Florianne Irwin, University of Vermont

Helen Kubiak, Lone Star College System

Lesley Lackore, Iowa State University

Tracye Eades Mickle, Florida International University

Marty Newman, University of Maryland

Denise O’Brien, Michigan State University

Ashru Shah, North Carolina State University

Philip Smith, Middle Tennesse State University

Pre-Conference Workshop 

P-Cards Basics Workshop 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

Data Analytics to Assist Auditing | Florianne Irwin, University of Vermont
Leveraging data analytics to improve auditing practices. For over 4 years, UVM reviewed 100% of all transactions. That's over 115,000 transactions a year. We're changing how we audit.

  • Reviewing high-risk transactions
  • Partnering with internal audit to determine high-risk transactions
  • Increasing transparency
  • GOAL: How to stay out of the local papers………….

Declining Balance Cards – A Card Solution for the Infrequent Traveler…and More | Helen Kubiak, Loan State College System
What is a Declining Balance Card? How might Declining Balance Cards fit in and be used in your card program? Learn how Lone Star College System (LSCS) uses Declining Balance Cards as a solution for the infrequent traveler or occasional purchaser while improving efficiency and employee satisfaction. This session will cover the advantages and features – as well as applications and uses – of these specialized cards. Helen will also share the step-by-step administration process utilized by LSCS for Declining Balance Cards.

Developing a P-card Users Guide | Marty Newman, University of Maryland
A Users Guide, or Manual, is a tool that provides cardholders and other stakeholders with instructions and guidance. Let's discuss the required components of a p-card Users Guide, how the guide interacts with other elements of a successful p-card program, and how auditors use the guide to assess the program. Samples will be available.

Developing Effective End User Training | Florianne Irwin, University of Vermont
Trained end users is a significant part of ensuring the success of your program.

  • Do you train all cardholders annually or during the renewal?
  • What method of training do you provide? Online, in-person, bank webinars, etc.
  • How long is your knowledge assessment and/or quiz? How much is too much?

This session is an interactive discussion on effectively training your end users. A full demonstration of the University of Vermont's blackboard training environment and sample questions will be presented.

Expanding your Card Program through an eCard Solution | Tracye Eades Mickle, Florida International University
This session 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 for successful program implementation, including sample verbiage
  • Valuable insight to avoid potential pitfalls

Fraud – Setting Controls for Newly Established Programs | Marty Newman, University of Maryland
Before we institute a purchasing card program, we need to identify how we will divert fraud and abuse. Although we can't stop people from making bad decisions, we can implement controls to deter them. We will discuss controls that will keep our programs safe.

How's Your ERP Treating You? People Soft | Helen Kubiac, Loan State College System; Tracey Eades, Florida International University
Come join a room of your peers for an interactive discussion about the many "ins and outs" of PeopleSoft and card programs.
Topics of discussion will include:

  • Data/Transaction Loading
  • Reconciliation Between the Bank and Subsystems
  • Useful Queries
  • T&E/Card Innovations: Capturing Receipt Data/Imaging

It's a Fraud, Fraud, Fraud, Fraud World: Tips & Techniques for Program Administrators | Lesley Lackore, Iowa State University
While our providers offer fraud prevention tools and expertise, administrators have a unique perspective on their programs which provides insight into cardholder behavior. That insight can help administrators identify what is fraud (and what is not). Learn to identify fraud by reviewing declined authorizations, checking account statuses, and spotting credit master patterns. Participants are encouraged to share their experiences and challenges in dealing with fraudulent activity in their programs.

Looking For A Way To Increase Purchasing Card (Pcard) Spend, But Don't Know Where To Start? | Dolores Hildebrand, Univeristy of Virginia
At the University of Virginia, we have increased our P-card spend by 81%. We increased from $14.4 million to $26 million in the last four years. This is in addition to our payables ghost card program that had almost $40 million in spend for Fiscal Year 2013.

We used several key strategies to grow our program. Some of these included:

  1. Mandating the use of the P-card for certain commodities and/or vendors.
  2. Requiring select contract vendors to accept the P-card for payment.
  3. Identifying commodities that do not require competition to be paid on the P-card regardless of amount.
  4. Suggesting departments use the card for small dollar purchases to one-time-use vendors instead of traditional payment methods.
  5. Providing cards to central buyers to pay for purchase orders when practical.
  6. Allowing more employee travel expenditures to be paid by P-card.
  7. Establishing a separate P-card program for use with "local" funds. Since local funds have fewer restrictions, we were able to increase single transaction limits, have higher monthly limits with fewer commodity restrictions. Spend that we were able to capture with local funds P-cards included athletic team travel, student activities and programs, conference services, restaurant transactions, and additional employee travel expenses.

The rewards of our efforts have not only increased our P-card rebates, but have streamlined processes, reduced operating costs, and enhanced cash flow.

Tell Your Story: P-Card Program Scorecard | Florianne Irwin, University of Vermont
We all know that tracking the performance of your program to effectively 'tell your story' or value proposition to senior management and business managers is necessary. But where do you begin? This session will provide you with sample metrics (quarterly scorecard) to provide senior leadership to demonstrate the effectiveness of your program.

The Power of Electronic Payments to Your Institution | Dolores Hildebrand, Univeristy of Virginia
This session will focus on the advantages of electronic payments for institutions. It will provide tips on how to implement different electronic payment types and discuss the benefits with vendors to ensure success. We will discuss many of the payment types and the advantages of each…including an overview of fees associated with card payments. Often vendors do not want to accept payment by credit card because of the fees. We will discuss ways vendors can reduce their fees, thereby be more accepting of card payments.

Time is Precious! Outsourcing for Efficient Transaction Review | Ashru Shah, North Carolina State University
The NC State University PCard program had a 100% audit policy from inception in 1996. With an average of an annual 20% program growth rate, this practice became impossible to support with the resources available. In addition, records revealed that less than 3% of the audited items actually resulted in a finding of misuse. NC State researched and found a contract PCard transaction audit service. With the resources provided by this firm, NC State was able to create a new, efficient transaction review process and corrective action policy focused on cardholder behavioral changes through better reporting, increased communication and educational opportunities. The NCSU PCard team now has more time to consider and implement program enhancement and expansion opportunities.

Unique Departments within Cards, How Do You Manage These? | Karen Brookbanks, University of Arizona
We all have those "Unique" departments within our entities that have special exception processes to the standard Purchasing Card Program.
Some examples include; Intercollegiate Athletics, Laboratories, Facilities Maintenances, Campus Emergency Response Teams, and others.
This session will look at:

  • Working with those unique departments to make the PCard Program fit with their needs.
  • How to stay compliant with; trainings, forms, and documentation.
  • And much more…

Vendor Enrollment Best Practices | Higher One
One of the keys to a successful virtual payment program is vendor participation. While several vendors may accept a virtual payment, there are those that may not see the value. Vendors may be apprehensive to accept for several specific concerns. During this session, the following will be addressed:
Learning Objectives

  • Why develop a vendor enrollment strategy
  • Considerations for getting vendors on board
  • What makes a successful campaign

What Is the Impact of Shutting Down Cards? | Karen Brooksbanks, University of Arizona
We hear it all the time Compliance, Compliance, Compliance. Shutting down/closing Cards is part of our responsibilities, but
what are the impacts? In this session we will take a look at the kinds of impact this has.
What type of steps can be taken to reduce the need for cancellations?
How the program is perceived by campus when cancellations occur?
What can you do to work with the departments to ensure that the Program stays robust, while still staying compliant?

Working Together – A/P and Procurement | Marty Newman, University of Maryland
We most often report to the same divisional officer, but how well do we work together? There are many benefits to Accounts Payable and Procurement working together as a team, such as:

  • Efficiency
  • Training
  • Compliance Reviews
  • Customer Service

We don't have to work in the same office, or report to the same manager to create a team. Learn how to effectively create an A/P and Procurement team, and begin reaping the benefits!

Would You Like Chips (& PINs) with That? Using EMV Cards for Study Abroad Programs | Lesley Lackore, Iowa State University
In spring 2013, Iowa State University implemented the use of EMV (chip-enabled) cards for their study abroad program cardholders and for other international programs to ensure card acceptance in those parts of the world where magnetic stripe cards are becoming more difficult to use. Hear about EMV technology and the process in making this change, focusing on the benefits to cardholders and lessons learned in the implementation.

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 Credits: 10.8 CPE credits - conference (estimated); 6 CPE credits - workshop (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.

 




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