PDG P-Cards on Campus 2015 Benchmark Survey Results

Denise O’Brien, Michigan State University Greg Hamilton, MasterCard

∗ Data sourced to 2014 Purchasing Card Benchmark Survey Results is the property of RPMG Research Corporation. It is copy written and owned by Richard Palmer and Mahendra Gupta, and used here with their express written consent. No part of their materials may be reproduced, stored in a retrieval system, used in a spreadsheet or transmitted in any form or by any means – electronic, mechanical, photocopying, recording or otherwise – without express written permission of the authors.

Copyright Notice

∗ 40 Questions/56 unique responses∗ Results were calculated and augmented with

supporting documentation from the 2012 Richard Palmer and Mahendra Gupta Purchasing Card Benchmark Survey

About the Survey

∗ Understand what other schools are doing- note the trends.

∗ Understand what other programs across all industry segments are doing – note the trends.

∗ Every program is unique – a large, high volume program with 2 Administrators cannot sustain 100% audit, but it might be feasible for a small, low volume card program.

∗ Adopt “best practices” based on your programs profile.

How do I Use the Survey Results?

∗ A best practice is a technique or methodology that, through experience and research, has proven to reliably lead to a desired result.

Best Practice

∗ Review and measure your program annually using benchmarking data.

∗ Ensure you are getting the most out of your program and resources.

∗ Look for expansion opportunities – most providers are willing to help you explore opportunities .

∗ Use the results to garner support from executive management for program improvement initiatives.

Best Practices

79%

21%

PublicPrivate

PDG Benchmark Survey Respondents

Respondents by Organizational Type

Public corporations

17%

Privately-owned corporations

30%

Federal and state

government5%City/county

government16%

Universities10%

Not-for-profit entities10%

School districts12%

Age of Purchasing Card Program

Average Growth Rates in Purchasing Card Spending 2009-2013

Corporate Sector

Government and Not-for-

Profit Sector Total

Sample

Total spending change over the 2 years, 2009-2011 27% 12% 18% Total spending change over the two years, 2011-2013 31% 23% 22%

Expected Growth Rates in Purchasing Card Spending from 2011 to 2016

•20%5,000 or less

•27%5,001 – 15,000

•14%15,001 – 25,000

•27%25,001 – 45,000

•12%45,000 +

Student Enrollment

•32%0-2000

•32%2,001 – 5,000

•15%5,001 – 10,000

•11%10,001 – 15,000

•4%15,001 – 20,000

•6%20,000 +

Faculty and Staff

•34%0 - 300

•11%301 - 500

•33%501 – 1,500

•9%1,501 – 2,500

•7%2,501 – 3,500

•2%3,501 – 5,000

•2%5,001 – 7,500

•2%7,500+

Number of Cards

Spending per Transaction

•55%Yes

•29%No

•16%By Exception

Pcard Allows T&E Expenses

•66%Yes

•34No

Separate Card for T&E

•67%University Liability

•33%Personal Liability

Is T&E Card Corporate or Personal Liability?

•26%1 – 10%

•26%10 – 20%

•30%20 -30%

•18%30% +

Percent of Spend Related to Travel

• 4%0 - $500

• 40%$501 - $2,500

• 45%$2,501 - $5,000

• 2%$5,001 - $10,000

• 2%$10,001 +

• 7%Variable

Single Transaction Limit

Key Purchasing Card Usage Statistics 2013

Company Statistics

Number of employees 8193 Age of p-card program 8.86 Program Performance Measures

Number of plastic purchasing cards 983 Card-to-employee ratio 11.4 Average monthly p-card spending $2,593,682 Median monthly p-card spending $575,000 % transactions under $2,500 placed on p-card 53% % transactions between $2,500 and $10,000 on p-card 32% % transactions between $10,000 and $100,000 on p-card 13% Monthly spending per employee $317 Cardholder Activity Measures

Monthly transactions per card 6.10 Spending per transaction $454 Monthly spending per card $2,767 Active cards in a typical month 82%

∗ Colleges and Universities, 2013-2014: 13%

∗ 2013-2016: 44%

∗ 2013-2018 expected: 82%

∗ Highest growth of any segment in Public Sector

Average Growth Rates in Purchasing Card Spending

Reasons for Past and Expected Future Increases in Purchasing Card Spending

∗ Plastic Purchasing Cards: 68%

∗ Electronic Accounts Payable: 20%

∗ Cardless Accounts: 7%

∗ Ghost Accounts: 5%

∗ Only 18% of respondents are using EAP today, but spend growth higher than predicted!

Distribution of Purchasing Card Spending by Type of Card Platform

•10%$500 - $2,500

•20%$2,501 - $5,000

•35%$5,001 - $10,000

•12%$10,001 - $15,000

•23%$15,001 +

Monthly Spending Limit

•5%< $ 1 mill

•26%$ 1 mill – $5 mill

•11%$5 mill - $10 mill

•26%$10 mill - $25 mill

•11%$25 mill - $50 mill

•11%$50 mill - $75 mill

•5%$75 mill - $100 mill

•5%$100 mill +

Annual Pcard Spend

•40%0 – 40,000

•26%40,001 – 80,000

•25%80,001 – 200,000

•9%200,001 – 500,000

•0%500,001 +

Annual # of Transactions

•29%$50 - $200

•38%$201 - $300

•13%$301 - $400

•8%$401 –$500

•12%$500+

Average Transaction Size

Best Practice Criteria

• At least one top quartile (and no bottom quartile) metric across four key purchasing card program performance measures, including:– percentage of under $2,500 transactions paid by purchasing

card,– percentage of $2,500 to $10,000 transactions paid by

purchasing card,– purchasing card spending as a percent of annual sales revenue

(or budget), and – purchasing card spending per employee.

Best practice and needs improvement

Card Account Types of Best Practice and Needs Improvement Groups

Best Practice Needs

Improvement

Distribution of Plastic Cards P-card-to-employee ratio 18.9% 6.8% Type of Card Accounts Used by Organizations % using plastic p-cards 99.3% 99.2% % using ghost accounts 44.1% 27.6% % with EAP cards 31.0% 14.5% % with other types of p-card accounts 4.4% 3.0%

Program Optimization Steps, by Best Practice and Needs Improvement

Organizations

•9%< 1

• 22%1

• 47%1-2

• 18%3-4

• 4%5-6

•0%7 +

FTE Assigned to Program Administration

•42%Centralized

•54%Decentralized

•4%Other

Receipt Management

•24%Yes

•62%No

•14%Optional

Scan Receipts to a Single System

•29%Banner

•33%People Soft/Oracle

•13%Datatel

•7%Kuali

•18%Other

ERP

•34%0 – 3 yrs

•32%4 – 7 yrs

•16%8 – 10 yrs

•18%> 10 YRS

Last RFP

•7%0 – 5 yrs

•23%6 – 10 yrs

•49%11 – 15 yrs

•21%>15 yrs

Age of Program

•2%Am Ex

•20%Bank of America

•2%Citibank

•39%JP Morgan Chase

•7%PNC

•0%Sun Trust

•4%United Missouri

•20%US Bank

•0%Wells Fargo

•6%Other

Provider Bank

•96%Yes

•4%No

Mandatory Training

•51%Face to Face

•11%Online

•38%Both

•0%Other

Training Format

•35%Yes

•65%No

Test After Training

•28%Pcard Team

•4%Cardholder’s Manager/Supervisor

•55%Both

•13%Other

Audit Responsibility

• 24%10 – 20%

• 13%21 – 40%

•0%41 – 60%

• 2%61 – 80%

• 44%81 – 100%

• 17%Varies

% Transactions Audited by Pcard Team

•58%Purchasing

•20%Accounts Payable

•11%Both

•11%Other

Program Administration

•93%Yes

•5%No

•2%N/A

Cards Default to Contract or Grant Accounts

•40%Yes

•60%No

Ghost Cards

•57%Yes

•43%No

Gift Card Purchases

•31%Yes

•69%No

E-Procurement Implementation

•56%SciQuest

•25%ESM

•0%Zycus

•0%Ariba

•0%Global

•0%E-Procure

•19%Oracle

If So, Which One?

•0%Yes

•100%No

Do You Use Pcard As a Payment Tool for your E-Procurement System

•27%Yes

•73%No

E-Payables

•37%0 – 1 yrs

•53%1 – 3 yrs

•5%3 – 5 yrs

•5%>5 yrs

How Many Years Have You Had an E-Payables Program

•47%0 - $5 mill

•23%$5 - $10 mill

•18%$10 - $20 mill

•12%>20 mill

E-Payables Spend Volume

•50%Single Use Accounts

•29%Ghost Cards

•21%Both

E-Paybles Settlement Method

∗ 81% higher average monthly PCard spend

∗ 73% higher monthly PCard spend per employee

∗ 84% higher monthly spending per plastic card

∗ Significantly larger cost savings and efficiency for org

∗ Ability to leverage cost already invested in ERP system

Impact of EAP on Purchasing Card Program Performance

Types of EAP accounts Used*

* Respondents could identify more than one EAP option, thus the percentages do not add to 100%

Organizations with a Different EAP Issuer

Percent of Total EAP-Using Sample

Response

Percent of organizations that have a different EAP issuer than plastic card issuer. 18%

EAP Best Practice: Key Spending Statistics

Best Practice Needs

Improvement Percent

Difference

Company Statistics Counties

Number of employees 5,207 5,313 -2% Age of EAP program (in years) 3.26 2.54 28% Monthly EAP Spending Statistics Average monthly EAP spending $2,024,327 $113,525 1683% Median monthly EAP spending $666,653 $23,006 2798% Average monthly EAP transactions 659 145 354% EAP spending per transaction $3,070 $782 293% Capture and Spend per Employee Transactions under $2,500 paid with EAP accounts 25% 4% 525% Transactions between $2,500 and $10,000 paid with EAP accounts 36% 2% 1700% Transactions between $10,000 and $100,000 paid with EAP accounts 38% 1% 3700% Monthly EAP spending per employee $389 $21 1752% EAP Spending Benchmarks Annual EAP spending per $1 million of annual sales revenue (or budget if a Government or Not-for-Profit organization) $52,685 $1,796 2833%

Questions?