Photo by Karl Steinbrenner Purchase & Travel Card Programs Be A Visionary! Presented By Valerie...

Photo by Karl Steinbrenner

Purchase &Travel Card Programs

Be A Visionary!

Presented ByValerie J Smith, CPCP

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Ways To Make Your Program a Leader!

– Key Items to Incorporate into your Program

– Industry Information

– Resources

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Key Items

– Administrator – What is That?

• Performance of executive duties

• The execution of public affairs as distinguished from policy making

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Key Items

– You are the one who needs to develop and massage the program

• Utilize counterparts in Public Sector for best practices

• Utilize data from the card industry for best practices

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Key Items

– Respond to Needs

• Needs by Management/Staff

• Changes in industry

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Key Items

– Challenge yourself

• To grow your program– Explore alternatives with your provider

• To save money– Explore ways to limit the number of checks issued

(postage)

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Key Items

– Resources

• Counterparts– VAGP/NIGP– DGS/DPS Procurement Forum– Provider Conferences

• Websites– National Association of Purchasing Card

Professionals (NAPCP)– National Business Travel Association (NBTA)

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5 Key Actions

1. Documentation

2. Audit

3. Monitor

4. Communicate

5. Training

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Documentation

– Ensure adequate documentation

• Request Forms• Employee Agreements• Limits• Industry Restrictions• Backup to support purchases

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Audit

– Perform “Mini Audit” Periodically

• Will prepare you for an audit

– Ensure all documentation is easily accessible if requested

– Ensure all I’s are dotted and T’s are crossed

– Follow up on any missing information

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Monitor all Activity on a Regular Basis

– Eyeball Transactions

– Use Provider’s Systems and Reports

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Communicate

– Constant Contact with Cardholders

– Contact with Management

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Training

– Training for you

– Cardholder Training

– Management Training

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Industry Information

– Updates

• Qualified Purchasing Card Agent (QPCA)

• Purchase Card Industry (PCI) Standards

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Industry Information - QPCA

– IRS should be issuing more information in 2008

• MasterCard, VISA and American Express has to validate annually with all merchants their information (i.e. Tax Identification Number)

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Industry Information – PCI Standards

– Not required by Public Sector Card Programs

• If your entity accepts cards as a form of payment you MUST comply – Penalties!!!

• Providers are taking a pro-active step to ensure all data is as secure as possible

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Resources

www.napcp.org

www.nbta.org

http://www.irs.gov/irb/2004-31_IRB/ar16.html

https://www.pcisecuritystandards.org/

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Resources

Fellow VAGP Members

Exchange your business card with

someone you don’t know

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Resources

Commonwealth of Virginia’s Website

http://www.doa.virginia.gov/Payroll/Charge_Card/Charge_Card_Main.cfm

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Resources

Valerie J Smith, CPCPvalerie.smith@doa.virginia.gov

804-371-7804