Meeting Minutes
Oregon chapter of IAPP
January 23, 2002
The chapter meeting was held at the Nike World Headquarters, Tiger Woods Conference Center in Beaverton. A beautiful facility that we all appreciated! There were 23 National members and 27 guests for a total of 50 in attendance.
Mike Boyle, Oregon Chapter President opened the meeting and welcomed the attendees. He introduced himself and the other board members, Joyce Larkins--Vice President and Cheryl Main--Secretary. Mike asked for a round of applause for the sponsors of today's meeting - Nike and Howard Shultz and Associates. Mike discussed our local chapter and benefits of belonging to the national IAPP. He gave some information about the opportunities at the annual forum, which includes general sessions and workshops.
Mike then introduced Robert Falbo and Toni Bousquet of Gelco who did a presentation on best practices for travel expense reporting. The presentation including general information and specific information to their company's offerings.
After Gelco's presentation and break Mike explained that the rest of the meeting format was to be a more informal. We broke into five groups which would each have a scribe to keep the group together and document thoughts discussed. The purpose was to share experience & knowledge or ask questions and then each group would present their key points to the larger group. The group topics & highlights for each were:
1. Purchasing Card and tax reporting for 1099's
· Download from card
** G/L Account determines Reporting
** Vendor identification - when vendor is setup
** ORIAPP demo - web-site
· Card issuer determines 1099 Requirements
· A/P verses Tax Dept
· Automated within A/P system or Manual 1099-misc
· W-9 requirements
2. Web sites for AP- internet or intranet
· Internal security for Intranet
· Recorded phone messages suggesting the use of E-mail
· Web-Based system permits both Internal and Vendor Inquiry to get A/P info from the Internet daily.
· Use vendor ID system
· No T&E security
· Restricted Helpline
3. Automated travel and expense reporting
· Getting employees to submit their reports on time.
· Communicate policies
· Data collection for violations of policy
4. Disaster Planning
· Plan - Corporate Level
Department Level
· Communicate
· Access to Data - Info
· Personnel
· Systems
· Equipment
· Procedure Manuals
5. Benchmarking AP processes & workflow
· Cost per transaction - Total personnel & all other costs
· Defects ( errors) per million - How to eliminate and What are they
· Outsourcing some areas
· Track labor costs
· Benchmark with industry standards - What is $$'s per invoice.
· Benchmark with company's of your same business, size, and volumes
· IAPP Survey wasn't helpful to some that had tried to use. Would like to see a presentation on other tools to use.
After the round table presentations, Mike discussed his plan to start a report card for each IAPP meeting. He plans on using the responses to customize future meetings to satisfy our members needs.
Donors and Door Prizes

PRG donated…..
Alaska Airlines round trip ticket

Fred Meyer Jewelers donated…
Man's Citizen Watch

Gelco donated ….
$75.00 gift certificate for any
Newport Bay restaurant

Consolidated Freightways donated….
$50.00 gift certificate to Old Navy

Gardenburger donated…
Brightly Striped Umbrella

Winners

Pat Bowton of Consolidated Freightways

Stephanie Hartley of PCC Structurals

Sandy Dow of PCC Structurals

 

Cindy Vang of Port of Portland

 

Julie McNet of Clark Public Utility
The first three prizewinners were all at the same lucky table! Watch to see where they sit at the next meeting!
The next chapter meeting will be in April and will be held at Fred Meyer. That is just before the IAPP forum in Orlando. At the June chapter meeting, we hope to have our chapter members presenting recaps of workshops or general sessions from the IAPP forum. Location of the meeting will be announced later.

Mike thanked everyone for coming and adjourned the meeting.

Meeting Photographs- January 23, 2002
(Click on the thumbnail to see the picture full size.)