2018 Cards and Payments Agenda

SUNDAY, FEBRUARY 11
12:00 - 1:00 PM Workshop Registration
1:00 - 5:00 PM Pre-Conference Workshop: P-Card Basics Workshop, Karen Brookbanks, University of Arizona; Florianne Irwin, Harvard University
4:00 - 6:00 PM Conference Registration
6:00 - 7:30 PM Welcome Reception
MONDAY, FEBRUARY 12
7:00 - 8:00 AM Continental Breakfast & Registration
8:00 - 8:30 AM Opening Remarks - Jason Beard, President & CEO, Professional Development Group II, Inc.
8:30 - 9:30 AM
Keynote Session
GAME TIME: How to Create Massive Success Before You Roll the Dice! - Karim R. Ellis, Empowered Education Unlimited
9:30 - 10:00 AM Networking Break
10:00 - 11:00 AM Difficult Conversations with Cardholders - Jennifer Hart Barb, James Madison University ProCard Reallocation Process - Jennifer Steier EMBA, University of Louisville 7 Characteristics That All Best-in-Class Teams Should Share - Eric Hayes and David Griffiths, FISCAL Technologies
11:00 - 11:15 AM Transition Break
11:15 AM - 12:15 PM Assessing Your Commercial Card Opportunity - Lynn Larson, Recharged Education RFP Process - Florianne Irwin, Harvard University

B2B Payments on Campus; Past, Present and Future - Brian Cook, Paymerang Business Development

12:15 - 1:15 PM Lunch
1:15 - 2:15 PM P-Card Fraud, Waste and Abuse – New Schemes and Methods You Should Know About - Edgars Patani, Albany State University P-Card Review - Jennifer Hart Barb, James Madison University T&E Policy Survey Results Revealed - Lynn Larson, Recharged Education
2:15 - 2:30 PM Transition Break
2:30 - 3:30 PM TBA - Linda Wilson, Gonzaga University E-procurement: One Size Does Not Fit All - Lesley Lackore, Iowa State University Fraud & Shenanigans in AP: 12 Games Vendors and Employees Play and How to Stop Them - Mary Schaeffer, AP Now
3:30 - 4:00 PM Networking Break
4:00 - 5:00 PM When Disaster Strikes: Developing an Emergency Operation Plan - Tracye Eades Mickle, Florida International University Leadership Part 1: Strategic Communications - Marty Newman, University of Maryland (Retired) Critical AP Issues - Mary Schaeffer, AP Now
TUESDAY, FEBRUARY 13
8:00 - 9:00 AM Continental Breakfast & Registration
9:00 - 9:15 AM Opening Remarks - Jason Beard, President & CEO, Professional Development Group II, Inc.
9:15 - 10:15 AM
General Session
TBA
10:15 - 10:45 AM Networking Break
10:45 - 11:55 AM Compiling Internal SOPs - Jennifer Steier, University of Louisville Leadership Part 2: Team Leadership - Marty Newman, University of Maryland (Retired) Picture Perfection in Procure-to-Pay - Brian Cook, Paymerang; Anthony Rotoli, ESM Solutions Corporation; School Representative TBD
11:45 AM - 12:45 PM Lunch
12:45 - 1:45 PM Your Program & External Fraud: Tips & Techniques for Program Administrators - Lesley Lackore, Iowa State University Yes, We Have a Form for That: Developing and Implementing Effective Program Documents
- Tracye Eades Mickle, Florida International University
TBA
1:45 - 2:00 PM Transition Break
2:00 - 3:00 PM

How Gonzaga Tripled its CC Rebate - Linda Wilson, Gonzaga University

TBA TBA
3:00 - 3:30 PM Networking Break
3:30 - 4:30 PM

Payment Card Industry (PCI) Compliance: Why it Matters to You - Edgars Patani Albany State University

TBA TBA
WEDNESDAY, FEBRUARY 14
8:00 - 9:00 AM Breakfast
9:00 - 9:15 AM Closing Remarks
9:15 - 10:45 AM Roundtable Discussion
10:45 AM Conference Concludes

Session Descriptions

7 Characteristics That All Best-in-Class Teams Should Share
David Griffiths and Eric S. Hayes, FISCAL Technologies

There are more than 25 characteristics that best-in-class AP teams share. These have been gathered from work with more than 300 organizations worldwide. This session reviews seven of the most important traits that define a great accounts payable team. Participants will benchmark their own teams in a live mini-scorecard session.

Assessing Your Commercial Card Opportunity
Lynn Larson, Recharged Education

Is your institution getting the most out of Commercial Cards—namely, Purchasing Cards and electronic payables (ePayables)? How do you know? In this session, Lynn Larson will walk you through key elements to evaluate for identifying your growth potential. Gain insight into what to include in a business case for program expansion, as well as important job responsibilities and action items that will support your goals.

B2B Payments on Campus: Past, Present and Future
Brian Cook, Paymerang

With the advent of white label banking options for software and cloud based organizations to deliver funds with large amounts of customized data to suppliers, a rapid evolution is taking place which is changing the payments landscape to a more automated, simple and secure process that benefits both the payor and payee. Join us to take a journey from where we've been to where payments are heading in the next few years and how your campus can benefit from leveraging these advances in secure technology.

Compiling Internal SOPs
Jennifer Steier, University of Louisville

This session is geared towards creating and documenting internal procedures while at the same time, cross-training staff on all processes. Attend this session to make sure your SOPs are complete, detailed, and methodically applied.

Critical AP Issues
Mary Schaeffer, AP Now

The accounts payable space is changing at a dizzying pace. Professionals are hard pressed to keep up with their day-to-day responsibilities never mind, following the growing number of changes affecting the profession. In this fast-paced session, AP Now’s founder, Mary Schaeffer will discuss five of the most critical issues facing those responsible for the accounts payable professional function today.

She’ll explain each problem in detail as well as the factors affecting the accounts payable function and then offer solutions. Regardless of what some may think, these are issues affecting every organization. Specifically she’ll focus on:

  • Emerging Frauds
  • Changing T&E Practices and Services
  • RPA, AI and Their Impact on Every AP Department, Regardless of Size
  • Best practices that no longer work and what you should be doing instead
  • Career Survival

Difficult Conversations with Cardholders
Jennifer Hart Barb, James Madison University

We’ve all had to have a difficult conversation with a cardholder. How you approach that conversation can make all the difference. We will talk about how to approach those conversations and things we can put in place that will hopefully help avoid having to have those conversations like training, timely communications and strong policies.

E-procurement: One Size Does Not Fit All
Lesley Lackore, Iowa State University

As e-procurement systems have matured, it appears there are as many ways to implement a program as there are institutions that are using this technology. Find out how your colleagues in higher education are using this online business-to-business purchasing process and learn best practices to adopt and pitfalls to avoid.

Fraud & Shenanigans in AP: 12 Games Vendors and Employees Play and How to Stop Them
Mary Schaeffer, AP Now

Creativity when submitting an invoice or preparing a travel and expense reimbursement request is not a desirable approach. Yet, from the numerous stories shared by AP Now’s readers, that is precisely what is going on in many organizations. This session will start with a look at exactly how fraud impacts the bottom line. This issue is often overlooked when the fraud is deemed small or insignificant and this is unfortunate as the impact is usually worse than imagined. The remainder of the session will focus on the different “tactics” used by vendors and employees when attempting to get funds they are not entitled to. We’ll look at ways to identify this type of behavior and strategies you can use to stop this problematic behavior. After this session attendees will be able to:

  1. Identify 12 common frauds
  2. Use tactics to prevent each fraud
  3. Create an action plan to prevent these frauds

How Gonzaga Tripled it's CC Rebate
Linda Wilson, Gonzaga University

Find out how Gonzaga University was able to implement two unique payment strategies in the Controller’s Office that resulted in triple card rebate growth and a revenue generating office with improved resources for customer support and sustainability. By using an automated system for their travel program and by transitioning to a one card approach the Gonzaga cards team achieved results not seen in Linda’s 15 years of service. The one card program has impacted a number of payment systems on campus including vendor’s use of ghost cards, cards specific for the AP manager, cards for Gonzaga buyers and the use of Ghost cards for air travel expense integration. As she puts it “We are the only team in our office who produces a P&L monthly to prove we ……are self-supporting and bring revenue to the university!

Leadership Part 1 of 2 - Strategic Communication
Marty Newman, University of Maryland

How well we communicate with others has a direct impact on our effectiveness as a leader, manager, team member, co-worker, and employee. We will discuss verbal, non-verbal, and visual communication strategies that promote effective interactions and understandings.

Leadership Part 2 of 2 - Team Leadership
Marty Newman, University of Maryland

The best teams have leaders at all levels. There are many successful organizations out there where the most senior leaders are not true leaders, but rather authorities. Staff follow their directives, but are they motivated to do their best? Then there are leaders within the team that emerge in the absence of directives and inspire those around them. Discover your leadership skills and use them to contribute to your team

P-Card Fraud, Waste and Abuse – New Schemes and Methods You Should Know About
Edgars Patani, Albany State University

P-Card fraud, waste and abuse are an ever-moving target for P-Card Administrators. New schemes and methods are being developed on a daily bases to undermine implemented program controls. Becoming knowledgeable of new schemes and methods is an important step in developing and implementing policies and controls that will mitigate such occurrences in a successful P-card program. In this interactive session, we will analyze examples of new P-card fraud, waste and abuse schemes: · The enabling environment that encouraged the occurrence of such schemes. · The existing controls in the institution’s P-Card program that can be enhanced to mitigate such occurrences. · New controls that can be incorporated into the institution’s P-Card program to deter this type of behavior.

P-Card Review
Jennifer Hart Barb, James Madison University

Looking at every transaction isn’t an effective way to manage a P-Card program. Learn how a combination of reporting, sampling and on-site audits can help you have a comprehensive review of your P-Card program.

Payment Card Industry (PCI) Compliance: Why it Matters to You
Edgars Patani, Albany State University

The Payment Card Industry (PCI) Data Security Standard (DSS) and supporting documents represent a common set of industry tools and measurements to help ensure the safe handling of sensitive information. DSS is an industrial self-imposed security standard promulgated by the five major credit card brands (Visa, MasterCard, Discover, American Express, and Japan Credit Bureau -JCB). This session will review:

  • Key components of the PCI requirements
  • P-Card Administrator’s responsibilities in meeting the PCI requirements
  • The relevance of complying with the PCI requirement in any P-Card program

Picture Perfection in Procure-to-Pay
Brian Cook, Paymerang; Anthony Rotoli, ESM Solutions Corporation; School Representative TBD

Imagine an AP world in which all of the files and documentation needed to approve and process a payment were always available, always matched, and always online. Today's procure-to-pay solutions make this world a reality for many institutions. These market leaders avoid errors from manual entry, they don't have to chase down approvals, and they have fewer exceptions to worry about. To top it all off, they have stronger supplier relationships because they always pay on time, or even early through the supplier's preferred method. Join ESM and Paymerang for an entertaining look at how you can start building this kind of procure-to-pay world for your organization.

ProCard Reallocation Process
Jennifer Steier, University of Louisville

Going from a paper process and making it electronic. How University of Louisville accomplished this goal through the implementation of their new OnBase Process. Jennifer will highlight the Good, the Bad and the Ugly.

T&E Policy Survey Results Revealed
Lynn Larson, Recharged Education

Is your institution typical when it comes to a travel and entertainment (T&E) policy? How do you compare to other higher education entities and to other types of organizations? In this session, Lynn Larson, the lead researcher for the T&E survey sponsored by AP Now and PDG, will share key results and some related best practices to help you determine where your institution stands. Use the presented information to initiate internal dialogue about how to change your policy for the better.

When Disaster Strikes: Developing an Emergency Operation Plan
Tracye Eades Mickle, Florida International University

Floods, hurricanes, and other threats to critical university operations can strike at any time and without warning. is your program prepared to weather the storm? This session will help you to develop an emergency plan for your card program, helping you to stay one step ahead in a disaster situation. By preparing in advance, you can help to ensure that your program is ready to sustain critical university operations pre and post a catastrophic event. Topics that we will cover include:

  • Identifying key cardholders
  • Pre-determining anticipated card limits and MCC restrictions
  • Ensuring proper documentation is in place for audit purposes post event
  • Putting your plan into action
  • Other post disaster take-away’s gathered after our program’s plan was put to the test with Hurricane Irma

Yes, We Have a Form for That: Developing and Implementing Effective Program Documents
Tracye Eades Mickle, Florida International University

Are your card program documents tired or out dated? Looking to revamp or improve your existing forms? Then come join us in this informative session to learn tips and techniques for creating effective program forms. In this session we will cover everything from layout to content to create both paper and eForms that:

  • Maximize internal controls
  • Ensure conformity in program management
  • Streamline requests and reduce cardholder confusion

Your Program & External Fraud: 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 use declined authorization reports, account statuses, and credit master patterns to catch the fraudsters early. Participants are encouraged to share their experiences and challenges in dealing with fraudulent activity.