Presentation on theme: "Changing P-Card Issuers? Transition Tips to Ease Your Troubles Terry Mason State of Tennessee Dept. of Finance & Administration."— Presentation transcript:
Changing P-Card Issuers? Transition Tips to Ease Your Troubles Terry Mason State of Tennessee Dept. of Finance & Administration
RFP-Contract Requirements Requirements that will aid you in transition: Require a detailed transition project plan with timeframes Require a minimum of weekly conference call with issuer team throughout transition and Require a list of restricted MCCs or card restrictions required by issuer
Advance Preparation Try to keep calendar clear for transition period Explain time and resource demands to upper management level Scrub Active Accounts – Set inactivity thresholds in which agencies must close accounts or justify keeping them open – Run active account listing against payroll file – At a certain point, put a freeze on new accounts until you roll cards over to new issuer Alert Agency/Department contacts of transition timeframe and expected time demands
Opportunities When you change issuers, heres your chance to: Change Cycle End Date Centralize or Decentralize specific tasks Change Card Delivery – State Administrator – Agency/Department Administrator
Transition Tasks ASAP, have the new issuer provide the necessary files, forms and specifications to setup: Agency/department billing accounts Processing hierarchy MCC Code templates – Standard for each agency/department billing account – Exception templates for specific cardholder groups or individuals New accounts spreadsheet – Demographics – Card $ limits – Hierarchy – Default Accounting information
Issuer Web-based System Have on-site visit with issuers technical consultant to discuss and get hands-on deep dive into issuers systems Cover functionality/entitlements for specific user types Require written steps on how to load your accounting information if using issuer system to reallocate accounting codes/strings Have the issuer provide the necessary files, forms and specifications to get user ids established
After the switch…. Monitor transactions (including declines) daily for MCC template errors and other problems Make sure your old cards get closed Credits may hit your old issuer cards for months Thank everyone for their efforts Go on vacation!!!!!