P-Card Certificate Topics

a.      RFP

                                                              i.     Rebate

                                                            ii.     Controls

                                                           iii.     Reports

                                                          iv.     System Requirements

                                                            v.     Relationship Manager

                                                          vi.     Customer Service

                                                         vii.     Contract Term

b.     Centralized and Decentralized

c.      Transaction and Monthly Limits

d.     Implementation       

e.     One card or Individual Cards

P-Card Smorgasbord in a Nutshell
Ashru Shah

This is a general information session for P-Card topics you always wanted to know about but either were too shy to ask or just never had the time to research. The first half of the session will be a PowerPoint presentation of several different topics. The second half will be an interactive session for open discussion. A great learning and networking opportunity.

Everything You Need to Know About P-Card Forms 2013
Tracye Eades-Mickle

Do not be afraid any longer. Everyone who attends the conference will be asked to submit a question(s) they may have regarding FERPA. It will be researched and an opinion provided during this session. Questions and answers will be on a first come-first served basis. Whether or not you choose to submit a question, do not pass up the opportunity to see and hear the results.

Developing a P-Card Users Guide 2014
Marty Newman

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.

Internally Monitoring Your P-Card Program: Centralized Vs. Decentralized P-Card Management 2011
Andrew Henley

Andrew Henley from Georgetown University presents a discussion on safety programs when handling P-Cards and ways to combat fraud, misuse, and other difficult scenarios. 

Problematic P-Card Purchases 2015
Connecticut College

This session will explore purchases, which can be problematic due to institution policies, IRS regulations, and/or preventing/detecting cardholder misuse. Topics to be discussed include food purchases, gift cards, PayPal purchases, foreign vendors and the tax implications, Internet vendors, and travel. During the session, the group will explore each category to learn exactly what makes them problematic. Session topics will also include implementing effective internal to mitigate the instances of non-compliance and prevent the abuse of institutional assets. Controls include procedures for documenting business meals and activities in accordance with IRS regulations, monitoring PayPal and Internet vendor activity, restrictions on travel purchases, and strict policies against gift cards and foreign vendors.

Student Organization P-Cards
Jaime Rehlander-Barker

In 2007, Campus Organization Accounting (COA) Office, in collaboration with several Iowa State University departments, answered the call from its student leadership to develop an internet-based purchasing card reconciliation system for student organizations. ISU has over 850 active student organization accounts and in FY14 had an annual p-card spend of $3M. This presentation will give a quick overview of how the program was implemented and how it has been successful! We will also share several enhancements and lessons learned over the past 7 years.

Oops! They Did It Again: Dealing with Cardholder Misuse
Leslie Lackore

You’ve required training for your cardholders, you’ve made them sign a cardholder agreement. . . yet they still do things they’re not supposed to do. This session will explore best practices in dealing with personal purchases, restricted items, and cardholder fraud.

Purchasing Card Fraud Detection & Prevention
Karen Brookbanks

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

Working with Auditors
Marty Newman

Purchasing card programs are often the subject of audits. We get audited by system auditors, legislative auditors, federal auditors and private auditors a heck; we even audit ourselves. Most common are the audits to ensure compliance with our established policies and procedures (are we doing things right?). Then there are the audits to ensure establishment of proper internal controls (are we doing the right things?). We will address all of the above in this informative and interactive session, so come prepared for a lively discussion.

Changing Your P-Card Provider
Florianne Irwin

A successful program requires a true partnership between the organization, the issuer and the association/brand. This session will discuss:
  1. Managing the change from your current provider to the new provider
  2. Gap analysis between current processes to new processes (if any).
  3. Managing your partnership – setting expectations upfront.
  4. 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?
  5. University of Vermont business case – lessons learned.

Card Options & Products: Finding the Right Program to Fit Your Needs
Denise O'Brien, Tracye Eades Mickle & Sheila Gunby

Are you thinking about implementing a new purchasing solution at your institution but not sure where to start? Come join us for an over view of the many products available on the market and how they are being used to streamline purchasing in higher ed.

Best Practices for your P-Card Program
Florianne Irwin

The role of the P-Card administrators and managers can sometimes be daunting as you manage the program. Some of our responsibilities include: Develop training (good cop), enforce policy (bad cop), audit card activity (forensic analyst), and analyze reports on spending trends (financial analyst). In the following session, we will talk about best practices that will help you manage your program.

What is the Impact of Shutting Down Cards
Karen Brookbanks

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?

Oh, the Places You'll Go with Travel and the P-Card!
Frances Flowers

Come discover the process we went through to implement travel on our P-Cards and how we set up our program as a one-card solution. We will also show how we configured our groups using merchant category codes and how cardholders are placed in correct groups based on approvals and allowances. Collaborating with the Travel Department is a must, so we’ll give some pointers on that and auditing. Colleagues, you’ll move mountains!

Looking for a Way to Increase Purchasing Card Spend, But Don't Know Where to Start
Dolores Hildebrand and Carrie McGowan

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. I’ll talk to you about how we got there.

P-Card Training A One Size Does Not Fit All
Helen Kubiak

Training: Do you require it? How essential is training to a successful program? Training can present unique challenges to today’s P-Card managers. What format should be used? What content should be included? How should the training be delivered? When should the training occur? How long should it be? Helen Kubiak will share the fundamentals of P-Card training and the various training methods used in Lone Star College system’s P-Card program. The session will include time for attendees to share their training ideas and experiences.

Data Analytics
Florianne Irwin

What is data analytics anyways? Why is it important to analyze your program data? Data analytics reports are used to allow organizations make better business decisions or determine whether the systems in place allow an organization to operate effectively and efficiently. The objective of this session is to focus on: a) Spend analysis - Developing KPIs to monitor your program; and tips on using analytics to help with auditing and mitigating risk. b) P2P Strategy. Using the data to help with the decision making process of expanding your procure-to-pay strategy (i.e. 3rd party software, e-procurement tools, e-payables, etc.)

Payment Card Industry (PCI) Compliance Audit: What You Need to Know
Edgars Patani

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). Common PCI audit findings include the following; Lack of overarching policies/processes; inadequate oversight; PCI standards conflict with institutional record retention policy and Sharing of merchant/purchasing accounts within the institution, among others. This session will emphasize auditing tips that can be implemented by your institution to be successfully prepared for a PCI compliance audit.