Purchase & Travel Card Programs

1. Purchase &Travel Card Programs Be A Visionary! Presented By Valerie J Smith, CPCP

2. Be A Visionary • Ways To Make Your Program a Leader! • Key Items to Incorporate into your Program • Industry Information • Resources Charge Card Administration

3. Be A Visionary • Key Items • Administrator – What is That? • Performance of executive duties • The execution of public affairs as distinguished from policy making Charge Card Administration

4. Be A Visionary • 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 Charge Card Administration

5. Be A Visionary • Key Items • Respond to Needs • Needs by Management/Staff • Changes in industry Charge Card Administration

6. Be A Visionary • 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) Charge Card Administration

7. Be A Visionary • 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) Charge Card Administration

8. Be A Visionary • 5 Key Actions • Documentation • Audit • Monitor • Communicate • Training Charge Card Administration

9. Be A Visionary • Documentation • Ensure adequate documentation • Request Forms • Employee Agreements • Limits • Industry Restrictions • Backup to support purchases Charge Card Administration

10. Be A Visionary • 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 Charge Card Administration

11. Be A Visionary • Monitor all Activity on a Regular Basis • Eyeball Transactions • Use Provider’s Systems and Reports Charge Card Administration

12. Be A Visionary • Communicate • Constant Contact with Cardholders • Contact with Management Charge Card Administration

13. Be A Visionary • Training • Training for you • Cardholder Training • Management Training Charge Card Administration

14. Be A Visionary • Industry Information • Updates • Qualified Purchasing Card Agent (QPCA) • Purchase Card Industry (PCI) Standards Charge Card Administration

15. Be A Visionary • 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) Charge Card Administration

16. Be A Visionary • 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 Charge Card Administration

17. Be A Visionary • Resources www.napcp.org www.nbta.org http://www.irs.gov/irb/2004-31_IRB/ar16.html https://www.pcisecuritystandards.org/ Charge Card Administration

18. Be A Visionary • Resources • Fellow VAGP Members • Exchange your business card with • someone you don’t know Charge Card Administration

19. Be A Visionary • Resources • Commonwealth of Virginia’s Website • http://www.doa.virginia.gov/Payroll/Charge_Card/Charge_Card_Main.cfm Charge Card Administration

20. Be A Visionary • Resources • Valerie J Smith, CPCP • valerie.smith@doa.virginia.gov • 804-371-7804 Charge Card Administration