Post on 06-Oct-2020
transcript
Revitalizing a Classic: Your P-Card Policies and Procedures
Lynn Larson, CPCP, Recharged Education
2014 Scotiabank Commercial Card Conference
Employees can spend ____% of their time looking for the right policy, procedure
and/or form to do their job.
According to Bizmanualz
What Do You Think?
2014 Scotiabank Commercial Card Conference
Impact of Ineffective P&P
ErrorsInquiries Time
Compliance Cardholder Satisfaction Program Expansion
2014 Scotiabank Commercial Card Conference
“Needs Help” P&P
• Visually unappealing• Redundant, missing and/or conflicting info• Disorganized content• Negative language• Does not reflect procedure writing best practices
2014 Scotiabank Commercial Card Conference
Building Blocks of Effective P&P
Accuracy Completeness
Accessibility Readability
Clarity
2014 Scotiabank Commercial Card Conference
Accuracy
• Supports compliance• Helps employees make correct decisions• Improves likelihood of positive audit outcome
2014 Scotiabank Commercial Card Conference
Benefits of a Payments Policy
• Collectively addresses all payment methods/procure-to-pay (P2P) processes
• Helps purchasers pursue correct process
2014 Scotiabank Commercial Card Conference
Completeness
• Cover the relevant topics• Consider the frequently asked questions• Identify the common mistakes
2014 Scotiabank Commercial Card Conference
CompletenessPrimary Topics Primary Topics
1. P-Card Overview for All 7. Transaction Reconcilement/Review2. Roles and Responsibilities 8. Ongoing Training Requirements3. How to Obtain a P-Card 9. Card Expiration and Renewal4. Card Security and Limits 10. About Program Auditing5. Card Usage 11. Card Cancellation6. Transaction Declines 12. Reference Materials
2014 Scotiabank Commercial Card Conference
Example Card Usage Sub-Topics
• Allowed purchases • Preferred suppliers• P-Card P2P process• Supporting documentation for transactions• Returns/credits• Card misuse/abuse
2014 Scotiabank Commercial Card Conference
Example “Needs Help” Text
2014 Scotiabank Commercial Card Conference
Example: What to Include on Card Security
• How to keep the card and account info secure– Shred any documentation reflecting account number– Blacken out account number when routing paper docs– Keep card in a secure location—not on desk– Verify website security before entering your card info
• Common scams and how to combat– Phishing tactics– Fraudulent emails– Legitimate communications from card issuer vs. fraudulent ones
2014 Scotiabank Commercial Card Conference
Accessibility
Benefits of Intranet usage
Drawbacks of paper copies
2014 Scotiabank Commercial Card Conference
Readability and Clarity
Appearance
Style/ Language
FormatLevel of Detail
Consistency Elements of Procedure Writing
2014 Scotiabank Commercial Card Conference
“Needs Help” Example
2014 Scotiabank Commercial Card Conference
Revitalized Example
2014 Scotiabank Commercial Card Conference
Revitalized Example
2014 Scotiabank Commercial Card Conference
Consistency
P-Card p-card PCard pCard ProCard
Issuer Provider Bank Bank’s Name
2014 Scotiabank Commercial Card Conference
Completing the Project
2014 Scotiabank Commercial Card Conference
Reviewer Role
• Someone outside the intended audience• Focuses on readability and clarity• Has knowledge of procedure writing
best practices
2014 Scotiabank Commercial Card Conference
Surveying Users
• Select small, mixed user group• Keep it short• Obtain feedback on topical order, navigation,
visual appeal, clarity, etc.
2014 Scotiabank Commercial Card Conference
Success Strategies
• Solid project plan• Dedicated time to complete• Writer role fulfilled by appropriate person• Validation of existing information• Following procedure writing best practices• Involving the right people
2014 Scotiabank Commercial Card Conference
Contact Information
Lynn Larson, CPCPlynn@recharged-education.com
(651) 633-3221www.recharged-education.com