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Elevate Your Purchase & Travel Card Programs: A Visionary Approach by Valerie J. Smith

Join Valerie J. Smith, CPCP, in an enlightening session on transforming your Purchase and Travel Card Programs into industry leaders. Learn key strategies to incorporate into your program, including best practices from both the public sector and card industry. Explore ways to respond to management needs, improve auditing processes, and enhance training for cardholders. This session provides essential resources, insights on performance metrics, and ways to embrace changes in industry standards. Become a visionary leader in Charge Card Administration!

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Elevate Your Purchase & Travel Card Programs: A Visionary Approach by Valerie J. Smith

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  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

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