2019 Cards and Payments Agenda

Agenda subject to change

Sunday, February 3
12:00 - 1:00 p.m. Workshop Registration
1:00 - 5:00 p.m.
Pre-Conference Workshop
Card Program Basics Reboot Workshop - Karen Brookbanks, University of Arizona; Florianne Irwin, Harvard University
4:00 - 6:00 p.m. Conference Registration
6:00 - 7:30 p.m. Welcome Reception
Monday, February 4
7:00 - 8:00 a.m. Breakfast & Registration
8:00 - 8:30 a.m. Opening Remarks
8:30 - 9:30 a.m. This Would Be Really Funny if it Weren’t Happening to Me! The Three Essential Truths of Leadership - Andrea Beaulieu, Professional Speaker
9:30 - 10:00 a.m. Networking Break
10:00 - 11:00 a.m.
Concurrent Sessions
How to Revitalize Your P-Card Policies & Procedures - Lynn Larson, Recharged Education
Leadership at Any Level - Nancy Brooks, Iowa State University (retired)
Expense Reimbursement Fraud - Mary Schaeffer, AP Now
11:15 a.m. - 12:15 p.m.
Concurrent Sessions
It Isn't Always Fraud - Jennifer Hart Barb, James Madison University
Build a Robust Supplier Program on Campus - Nanya French, Arkansas State Univeristy-Jonesboro
Leveraging Technology to Streamline your Payment Processes - SAP Concur - Presenter TBA
12:15 - 1:15 p.m. Lunch
1:15 - 2:15 p.m.
General Session TBA
2:30 - 3:30 p.m.
Concurrent Sessions
Taming the Paper - and Electronic - Cyclone - Lesley Lackore, Iowa State University

Level with Me - Monica O'Brien, North Carolina State

5 New Technology Issues Impacting the Accounting and AP Function - Mary Schaeffer, AP Now
3:30 - 4:00 p.m. Transition Break
4:00 - 5:00 p.m.
Concurrent Sessions
Guidelines for Effective Training - Helen Kubiak, Lone Star College
Blood, Sweat, and Tears: Tips to Surviving a P-Card Program Audit - Tracye Eades-Mickle, Florida International University
Procure to Pay Automation Tipping Point - Brian Cook, Paymerang
Tuesday, February 5
8:00 - 9:00 a.m. Breakfast & Registration
9:00 - 9:15 a.m. General Remarks
9:15 - 10:15 a.m. Show Me the Money! From Cash to Cards, Every Way You Can Pay! - Beth Dubyak, Vincent Payment Solutions
10:15 - 10:45 a.m. Networking Break
10:45 - 11:45 a.m.
Concurrent Sessions
Enough is Enough – Trending Cardholder Behavior - Lesley Lackore, Iowa State University; Doug Hindsley, Card Integrity
Virtual AP Payment Card Basics - Larry Andress, Bank of America Merrill Lynch; Greg Hamilton, Mastercard; Florianne Irwin, Harvard University
TBA
11:45 a.m. - 12:45 p.m. Lunch
12:45 - 1:45 p.m. The Right Balance - Jennifer Hart Barb, James Madison University
Virtual AP Payment Card Advanced - Larry Andress, Bank of America Merrill Lynch; Greg Hamilton, Mastercard; Florianne Irwin, Harvard University
Internal Controls in AP: Survey Results and Best Practices - Lynn Larson, Recharge Education; Mary Schaeffer, AP Now
2:00 - 3:00 p.m.
Concurrent Sessions
Departmental Card 101: Implementing and Maintaining a One Card Solution - Tracye Eades-Mickle Florida, International University
Why Communication Strategies are Important to Your Program - Helen Kubiak, Lone Star College
ePay to vPay - Why you Should Make the Change - Monica O'Brien, NC State
3:00 - 3:30 p.m. Networking Break
3:30 - 4:30 p.m.
Concurrent Sessions
Ethics In Practice - Nancy Brooks, Iowa State University (retired)
Fasten Your Seat Belts: The Journey from Reimbursement to Corporate Travel Cards - Lesley Lackore, Iowa State University
Panel: Growing your Career in the AP, Payments and Card Program Profession - Jennifer Steier, University of Louisville, Mary Schaeffer, AP Now, Karen Brookbanks, University of Arizona

Wednesday, February 6

8:00 - 9:00 a.m. Breakfast
9:00 - 9:15 a.m. Closing Remarks
9:15 - 10:45 a.m. Roundtable Discussions
10:45 a.m. Conference Concludes

 

Workshop Description

Card Programs Basics Reboot

Karen Brookbanks, Manager, Purchasing Card Programs; Florianne Irwin, Lead Administrator for Card Program, Harvard University

Two of the country’s top campus card program executives will be teaming up for the 2019 Cards and Payments Pre-Conference Workshop. With over 40 combined years of experience there is nothing these two instructors haven’t come across.

Attendees will participate in discussions on the following topics:

  • RFP Process/Evaluation
  • Implementation of Program/Administration of Program
  • Data Analytics
  • Compliance – Reviews, Policies & Procedures
  • Growing the Program
  • Tips, Tools and Resources

Workshop format includes open dialogue, discussion of strategies and challenges, and examples of essential items for your program

 

Keynote Description

This Would Be Really Funny if it Weren’t Happening to Me! The Three Essential Truths of Leadership

Andrea Beaulieu, Professional Speaker

Andrea lays leadership myths on the line with this funny and poignant look at what happens when things go wrong and the buck stops with you! Andrea uses hilarious one-liners to communicate her essential truths for leaders in any industry, like this one: I can please only one person per day. Today is not your day. Tomorrow isn’t looking good either. Bottom line: Leadership is not about pleasing people. It’s about serving people. During this interactive program, audience members learn about their personality preferences using the True Colors profile and how to use it to better understand and work with their team.

 

Session Descriptions

Blood, Sweat, and Tears: Tips for Surviving a P-Card Program Audit

Tracye Eades Mickle, Program Administator and P-Card Accounting Manager, Florida International University

Due to the inherit risks associated with any P-Card program, you can rest assured, if you haven’t already had an audit visit, at some point your program is going to attract the attention of auditors. Receiving a notice that your program is being audited doesn’t have to be the end of the world!

In this session we will discuss everything you need know to survive and thrive an audit, including:

  • Strategies to prepare for the audit
  • Suggestions for managing and organizing audit requests
  • Tips for using audit feedback as a tool to strengthen your overall program

 

Build a Robust Supplier Program on Campus

Nanya French, Arkansas State Univeristy-Jonesboro

How can you increase a supplier’s adoption rates on campus while increasing acceptance of your P-Card use? Host a Vendor Show. The goal of building a supplier program is all about communication with your departments and vendors.

Learning Objectives

  • breakdown the NAPCP study guidelines for building a successful supplier program
  • learn how to host trade shows on campus
  • build a community of support

 

Departmental Card 101: Implementing and Maintaining a One-Card Solution

Tracye Eades Mickle, Program Administator and P-Card Accounting Manager, Florida International University

Has your program grown too large? Are you concerned about compliance issues with opening up your existing Commodity Card program to include travel purchases? Then come learn about how a Departmental Card program might be a great fit at your University. The Departmental Card is a one card solution available in 3 categories of authorization Commodity Only Purchases, Travel Only Purchases, and Dual Use (for those Cardholders authorized to make both Departmental Commodity and Travel purchases) that is issued to key purchasers within a unit.

In this session we will cover everything needed to kick start your one card solution, including:

  • Implementation (who should hold a card)
  • Setup, including program manuals and forms
  • Management and controls

 

Enough is Enough – Trending Cardholder Behavior

Doug Hindsley, Senior Partner, Card Integrity; Lesley Lackore, Systems Administrator, Iowa State University

How many issues is enough before taking action. 1…2…3…10? Join us for a discussion around trending misuse by the cardholder, approver, departments, policies, supplier and so forth. When you take a step back from the individual transaction, there is a lot of power in P-Card data. And after you find a trend, now what. How to cause change in your organization.

 

ePay to vPay – Why You Should Make the Change

Monica O'Brien, Assistant Director, Technology Services, North Carolina State

In this session, NC State will discuss factors contributing to the decision to move ePayables into the Virtual Payment realm. Attendees can also expect to hear how NC State managed this transition and the growth effect it is having on their P-Card program.

  • What differentiates ePayables and Virtual Payments
  • Pros and Cons of each payment method
  • Lessons learned from implementation of both programs

 

Ethics In Practice

Nancy Brooks, Interim Assistant V.P. Business Services, Iowa State University (retired)

This session will explore concepts of ethics; how ethics are applies in business, higher education and procurement; concepts and practice of internal controls; and the difference between law and ethics.

The goal of this session is to develop a clear understanding of the breadth of ethics as it applies to our work environment.

Learning Objectives

  • Discuss and explore the concept of ethics
  • Apply understanding of ethics to work through solutions for a series of ethical problems
  • Reflect on ethical situations and how you would approach different scenarios
  • To gain a well-informed idea of ethical tone to set in our workplace

 

Expense Reimbursement Fraud

Mary Schaeffer, AP Now

Games Employees Play at Colleges and Universities and How to Stop Them Creativity when 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, many organizations. This session will start with a brief review of IRS requirements regarding documentation (receipt) of travel and entertainment expenses. We'll then share the results of a recent study on what companies are requiring as far as receipts. The remainder of the session will focus on the different games some employees play when attempting to get reimbursed for more than they actually spent along with tactics you can use to stop this problematic behavior. You can’t afford to have your employees using these tricks to fleece your organization. It could put your accountable plan status and grants at risk.

After this session you will be able to:

  • Identify common expense reimbursement frauds some employees employ
  • Implement strong controls to deter expense reimbursement fraud
  • Integrate IRS requirements into your organization's T&E policy
  • Create a tight T&E policy that will prevent misconceptions about your T&E policy

 

Fasten Your Seat Belts: The Journey from Reimbursement to Corporate Travel Cards

Lesley Lackore, Systems Administrator, Iowa State University

With implementation of the new Workday ERP looming, Iowa State University found itself needing to move from employee reimbursement for travel expenses to a corporate-liability travel and expense card. This ongoing journey has some turbulence along the way, so we’ll buckle up and look at lessons learned and how to level the path ahead.

Learning objectives include:

  • Recognizing stakeholders and your institution’s culture
  • Implementing policy changes
  • Understanding the impact on the purchasing card program
  • Developing a communications plan and training

 

Growing your Career in the AP, Payments and Card Program Profession

Jennifer Steier, University of Louisville; Mary Schaeffer, AP Now; Karen Brookbanks, University of Arizona

Our panel of experts can answer the tough questions on how to grow your career in an rapidly evolving and changing industry.
Up for discussion will be the tangible ways to build on your career foundation pieces.

Learning Objectives

  • Discover both tangible and intangible tools and resources available in the Accounts Payable and the Card Program Industry
  • Identify and acquire tips on navigating the path for building skills needed to advance your career
  • Unearth specific higher education challenges and roadblocks for career growth

This session promises to be interactive and fun so be sure to bring your questions or better yet send your list of questions and topics to info@prodevmeetings.com.

 

Guidelines for Effective Training

Helen Kubiak, P-Card Manager, Lone Star College

Effective training creates empowered cardholders. When good training for your program is absent, it can generate problems for your program and inhibit your program growth. This session will offer some guidelines on effective training and will provide attendees with ideas for training content, options for how to present your training, and the importance of evaluation and follow-up. By attending this session, participants will:

  • Understand why mandatory training is a best practice for card programs
  • Be provided with ideas for content and options for effective presentation
  • Appreciate the value of evaluation and follow-up

 

How to Revitalize Your P-Card Policies & Procedures

Lynn Larson, Principal/Owner, Recharged Education

Can you remember the last time you thoroughly reviewed the P-Card policies and procedures (P&P) and made revisions? If you are lucky, the P&P are accurate, but they could be lacking in other ways, resulting in repeated cardholder questions and compliance issues. This is a drain on your time. Help is here! Attend this session to acquire tips for revitalizing the P-Card P&P to support your program’s success. Industry veteran Lynn Larson, CPCP, will highlight what you should review, P-Card topics to include, and procedure writing best practices.

Learning Objectives

  • Assess five key aspects of your P&P
  • Identify topics that are missing, but should be added, to your P&P
  • Revise your P&P for improved readability

The presenter will provide an example of some P-Card P&P, leading a group discussion of how the P&P could be improved.

 

Internal Controls in AP: Survey Results and Best Practices

Lynn Larson, Recharge Education and Mary Schaeffer, AP Now

Are your internal controls in your accounts payable process as strong as they should be? Are your organization’s controls weaker than the rest of the business community? The goal of the Internal Controls in Accounts Payable survey was to determine the answers to those questions.

This very special session will not only reveal the results of the survey, but also the best practices that should be used to stop fraud and game playing, as well as duplicate and erroneous payments. Please join the lead researcher, Lynn Larson, and Accounts Payable expert, Mary Schaeffer, for an educational informative hour.

Learning Objectives

  • Evaluate how your own AP controls match up against the rest of the business community
  • Pinpoint places where your AP controls need to be tightened
  • Identify processes where your internal controls are adequate
  • Delineate between best and almost best controls
  • Prevent employees from setting up phony vendors and submitting fraudulent invoices

The presenters will encourage Q&A throughout the session, as well as ask some polling questions for attendees to answer.

 

It Isn't Always Fraud

Jennifer Hart Barb, Lead Small Purchase Charge Card Progam Administrator, James Madison University

Looking at the difference between fraud and misuse and strategies to reduce both.

Learning objectives:

  • Identifying the difference between fraud and misuse
  • How prevalent is fraud and misuse
  • Ways to prevent misuse on cards
  • Controls
  • Auditing
  • Training

 

Leadership at Any Level

Nancy Brooks, Interim Assistant V.P. Business Services, Iowa State University (retired)

This session will discuss the difference between leadership and authority. It will introduce five traits essential for successful leadership at any level.

The goal of this session is to explain that all employees can be leaders at various times throughout their careers and introduce the traits that will make them successful leaders.

Learning Objectives

  • To analyze and interpret the difference between authority and leadership
  • To explore five traits for effective leadership
  • To discuss tactics for performing as a leader at any level
  • To recognize opportunities to grow your leadership capacity

 

Level with Me

Monica O'Brien, Assistant Director, Technology Services, North Carolina State

Learn how NC State uses ghost cards to automate the payment process for eProcurement orders. This session will also include how NC State utilizes level III data to satisfy audit requirements for those ghost cards and how you can leverage that technology when suppliers can not send level III data in the transaction.

  • How is ghost card technology used in eProcuement and benefits of implementing credit cards as the payment tool for those orders
  • What is line level data and what options do suppliers have when choosing what to transmit
  • How can level III data be used to reduce operating costs AND grow your P-Card Program

 

Leveraging Technology to Streamline your Payment Processes SAP Concur

Speaker TBD - SAP Concur

Discription available soon.

 

5 New Technology Issues Impacting the Accounting and AP Function

Mary Schaeffer, AP Now

Disrupters are becoming the new norm in the business world. Advances in technology are occurring so quickly, that what was considered leading edge yesterday is commonplace today. And everyone seems to be cashing in. New products are continually being developed, processes reengineered and unfortunately, fraudsters take advantage.

Without a doubt, these changes are already making a major impact on business operations, and more specifically the accounts payable function, everywhere. And while some are wringing their hands wondering if their jobs will be here tomorrow, there is a better way to look at this issue. There will be tons of new jobs. Your goal should be to learn as much as you can about these innovations and then figure out where you can fit in. Because at this stage of the game there are very few experts.

After this session, you will be able to:

  • Understand the basics blockchain, bitcoin, AI, RPA, App-related services, bots, and technology-based frauds
  • Identify current applications that might work in your organization
  • Recognize related skills you can acquire
  • Prepare for your accounting and accounts payable future in a technology-enabled world

 

Procure to Pay Automation Tipping Point

Brian Cook, Paymerang

Finance executives increasingly recognize that their institutions need to become more automated and efficient to cut down on errors and costs. Decentralization, resource scarcity and cost barriers that once seemed insurmountable have been significantly reduced in all areas of Procure to Pay automation over the last year. This is leading to more and more institutions adopting automated components. In this session, we’ll cover each component in the chain and how, with very little effort and investment, your institution can achieve best-in-class automation. At the end of the breakout, we’ll also have an interactive Q&A session to address your specific questions. After the session you will be better prepared for the eventual transition to full-scale P2P automation by learning about:

  • Affordable technologies that include resources and user-friendly interfaces
  • Tangible benefits of automation for each component
  • Key considerations before deciding on options

 

Show Me the Money! From Cash to Cards, Every Way You Can Pay!

Beth Dubyak, Vincent Payment Solutions

Research payment options have increased over the years. From cash, to check, to gift card, to debit – it’s getting harder and harder to distinguish which payment form should be used when.

Led by Beth Dubyak, President of Vincent Payment Solutions, Inc., this talk will feature best practices for navigating research study participant payments, including how to avoid common downfalls on everything from 1099s to leftover gift cards. Ms. Dubyak will also dive into the variety of factors that impact a company’s obligations to make payments and will share her expertise to help you determine what options are the most flexible and efficient for your organization.

Learning Objectives:

  • Understand your obligations as an organization with payments made to research study participants
  • Understand how payment execution impacts research
  • Learn the pros and cons of various payment types and how they affect processes

 

Taming the Paper – and Electronic – Cyclone

Lesley Lackore, Systems Administrator, Iowa State University

Have you ever felt like the number of requests you receive every day in managing your P-Card program is overwhelming? Can’t find your desk because of all the paper? All you get done is answer emails? In this session, we’ll share ideas on how to create electronic forms to eliminate paper such as applications, cardholder agreements, and program requests and to reduce duplicate emails to your P-Card team.

Learning objectives are:

  • Identify opportunities to create electronic forms
  • Learn to do it, delegate it, defer it, or delete it
  • Optimize your team’s workflow routine by streamlining regular tasks

 

The Right Balance

Jennifer Hart Barb, Lead Small Purchase Charge Card Progam Administrator, James Madison University

Getting the right balance in your program of policy, audits and training to make use of the P-Card the least burdensome method of payment of everyone from cardholder to P-Card administrators.

Learning objectives:

  • Creating Policy
  • Training program that meets cardholder needs
  • How MCC & Spending Limit Controls can maximize your program
  • Auditing Tips

 

Virtual AP Payment Card Basics

Larry Andress, Bank of America Merrill Lynch; Greg Hamilton, Mastercard; Florianne Irwin, Harvard University

For those of you who have perhaps heard of virtual AP Payment Cards but need a bit more education on the topic, please join us as we discuss this important efficiency tool. Learning objectives include:

  • What Are Virtual AP Payment Cards and how do they differ from P-Cards?
  • What Are the Features and Benefits of using this tool?
  • How do Virtual Cards provide better security and increase revenue share opportunities?

 

Virtual AP Payment Card Advanced

Larry Andress, Bank of America Merrill Lynch; Greg Hamilton, Mastercard; Florianne Irwin, Harvard University

This session is geared toward clients who have some basic knowledge of the Solution and may have even begun an implementation. Our goal is to dive deeper into some of the more important features and benefits of the program and the new advancements in technology that are available. Please join us to learn more about:

  • Easy Reconciliation with Single Use Accounts
  • Use Virtual Cards in an e-Catalogue environment
  • Supplier Acceptance and Enablement strategies
  • Straight thru processing options and benefits

 

Why Communication Strategies are Important to Your Program

Helen Kubiak, P-Card Manager, Lone Star College

How do you communicate with your stakeholders? Communication is key to the success of a program and lack of adequate communication can prove to be the downfall of a successful program. This session will focus on why communication is important to your program and will provide tips, techniques and strategies for communicating effectively. By attending this session, participants will be able to:

  • Understand why effective communication is vital to a program
  • Learn tips and techniques for communicating with stakeholders
  • Implement a strategic communication plan