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

2. VAGP March 2008 Charge Card Administration 2 Be A Visionary Ways To Make Your Program a Leader! –Key Items to Incorporate into your Program –Industry Information –Resources

3. VAGP March 2008 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

4. VAGP March 2008 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

5. VAGP March 2008 Charge Card Administration 5 Be A Visionary Key Items –Respond to Needs Needs by Management/Staff Changes in industry

6. VAGP March 2008 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)

7. VAGP March 2008 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)

8. VAGP March 2008 Charge Card Administration 8 Be A Visionary 5 Key Actions 1.Documentation 2.Audit 3.Monitor 4.Communicate 5.Training

9. VAGP March 2008 Charge Card Administration 9 Be A Visionary Documentation –Ensure adequate documentation Request Forms Employee Agreements Limits Industry Restrictions Backup to support purchases

10. VAGP March 2008 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

11. VAGP March 2008 Charge Card Administration 11 Be A Visionary Monitor all Activity on a Regular Basis –Eyeball Transactions –Use Provider’s Systems and Reports

12. VAGP March 2008 Charge Card Administration 12 Be A Visionary Communicate –Constant Contact with Cardholders –Contact with Management

13. VAGP March 2008 Charge Card Administration 13 Be A Visionary Training –Training for you –Cardholder Training –Management Training

14. VAGP March 2008 Charge Card Administration 14 Be A Visionary Industry Information –Updates Qualified Purchasing Card Agent (QPCA) Purchase Card Industry (PCI) Standards

15. VAGP March 2008 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)

16. VAGP March 2008 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

17. VAGP March 2008 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/

18. VAGP March 2008 Charge Card Administration 18 Be A Visionary Resources Fellow VAGP Members Exchange your business card with someone you don’t know

19. VAGP March 2008 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

20. VAGP March 2008 Charge Card Administration 20 Be A Visionary Resources Valerie J Smith, CPCP valerie.smith@doa.virginia.gov 804-371-7804