2019 Cards and Payments Agenda

Our advisory committee is hard at work developing the 2019 agenda!
This page will be updated as new sessions are confirmed.

Agenda subject to change

Sunday, February 3
12:00 - 1:00 p.m. Workshop Registration
1:00 - 5:00 p.m.
Pre-Conference Workshop
Basics Reboot Workshop - Karen Brookbanks, Manager, Purchasing Card Programs; Florianne Irwin, Lead Administrator for Card Program, 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. Keynote
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)
TBA
11:15 a.m. - 12:15 p.m.
Concurrent Sessions
It Isn't Always Fraud - Jennifer Hart Barb, James Madison University
TBA
TBA
12:15 - 1:15 p.m. Lunch
1:15 - 2:15 p.m.
General Session
2:30 - 3:30 p.m.
Concurrent Sessions
Taming the Paper -and Electronic- Cyclone - Leslie Lackore, Iowa State University
TBA
TBA
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
TBA
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. General Session
10:15 - 10:45 a.m. Networking Break
10:45 - 11:45 a.m.
Concurrent Sessions
TBA
Fasten Your Seat Belts: The Journey from Reimbursement to Corporate Travel Cards - Leslie Lackore, Iowa State University
TBA
11:45 a.m. - 12:45 p.m. Lunch
12:45 - 1:45 p.m. 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
TBA
2:00 - 3:00 p.m.
Concurrent Sessions
The Right Balance - Jennifer Hart Barb, James Madison University
TBA
TBA
3:30 - 3:30 p.m. Networking Break
3:30 - 4:30 p.m.
Concurrent Sessions
Ethics In Practice - Nancy Brooks, Iowa State University (retired)
TBA
TBA

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

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 2018 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

 

Session Descriptions

Blood, Sweat, and Tears: Tips to 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 Pcard 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

 

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; Leslie 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

 

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

Leslie 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

 

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. After attending this session, you will be equipped to:

  • assess five key aspects of your P&P
  • identify topics that are missing, but should be added
  • revise your P&P for improved readability

 

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 PCard Program

 

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

 

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