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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, [email protected]
804-371-7804
