Download - La Carte Purchasing Card Program La Carte Purchasing Card Program Southeastern Louisiana University
La Carte La Carte Purchasing Card Purchasing Card ProgramProgram
Southeastern Louisiana UniversitySoutheastern Louisiana University
IntroductionIntroduction
What Is It?What Is It? LaCarte (P-Card) is a university owned LaCarte (P-Card) is a university owned
VISA credit card that is used to make small VISA credit card that is used to make small dollar purchases directly from vendors.dollar purchases directly from vendors.
The individual named on the card is The individual named on the card is responsible for making business related responsible for making business related purchases that are in compliance with purchases that are in compliance with university and state policies.university and state policies.
Carries a Carries a corporate liabilitycorporate liability
La Carte P-Card ProgramLa Carte P-Card Program
Who Issues the Card?Who Issues the Card?
View of La CarteView of La Carte
LA State sales LA State sales tax exempt tax exempt numbernumber 128-4900-001128-4900-001
Cardholder’s Cardholder’s namename
Southeastern Southeastern La. UniversityLa. University
BenefitsBenefits
Prompt payments to vendorsPrompt payments to vendors Less ExpensiveLess Expensive - - Reduces processing Reduces processing
costs and paper flowcosts and paper flow Reduces the number of purchase Reduces the number of purchase
requisitions entered into PeopleSoftrequisitions entered into PeopleSoft Reduces the number of checks cut by Reduces the number of checks cut by
Accounts PayableAccounts Payable
Card ControlsCard Controls
Monthly Billing CycleMonthly Billing Cycle Begins on the 6Begins on the 6thth and ends on the 5 and ends on the 5thth of the of the
following month.following month.
Dollar LimitsDollar Limits If you exceed the dollar limits, your card will be If you exceed the dollar limits, your card will be
declined at the POS.declined at the POS.
Merchant Category Codes (MCC)Merchant Category Codes (MCC) Attempts to purchase from restricted & prohibited Attempts to purchase from restricted & prohibited
MCC’s will cause the transaction to decline at the MCC’s will cause the transaction to decline at the POS.POS.
La Carte P-Card La Carte P-Card ProgramProgram
How Much Can I Spend?How Much Can I Spend? LaCarte p-card purchases may not exceed LaCarte p-card purchases may not exceed
$1,000 per transaction (including shipping $1,000 per transaction (including shipping and handling).and handling).
CAUTIONCAUTION: : DO NOTDO NOT split a transaction. split a transaction. Purchasing items that exceed the $1,000 Purchasing items that exceed the $1,000 limit and separating the payment into two or limit and separating the payment into two or more transactions ismore transactions is NOTNOT allowed. Artificially allowed. Artificially splitting a purchase is a violation of State splitting a purchase is a violation of State law.law.
Unauthorized PurchasesUnauthorized Purchases
Travel ExpensesTravel Expenses
Alcoholic BeveragesAlcoholic Beverages
Auto Rentals/LeaseAuto Rentals/Lease
Cash Advances, Wire TransfersCash Advances, Wire Transfers
Gifts (Gift Cards, Gift Certificates), PrizesGifts (Gift Cards, Gift Certificates), Prizes
Cell Phones/Services/BlackberriesCell Phones/Services/Blackberries
Postage StampsPostage Stamps
Authorized PurchasesAuthorized PurchasesOffice Supplies (Venable Office Supply and Texas Books ONLY)Office Supplies (Venable Office Supply and Texas Books ONLY)
Books and SubscriptionsBooks and Subscriptions
Scientific and Lab SuppliesScientific and Lab Supplies
Institution MembershipsInstitution Memberships
Conference RegistrationConference Registration
Mail Transportation ServicesMail Transportation Services
IndividualIndividual Memberships (require approval form)Memberships (require approval form)
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Computer Related Computer Related PurchasesPurchases
All computer related purchases should be acknowledged All computer related purchases should be acknowledged by Donna Methvien in Basic Computing Services.by Donna Methvien in Basic Computing Services.
Examples of computer related items:Examples of computer related items:- Internal and External Peripherals (any PCI cards,- Internal and External Peripherals (any PCI cards, internal and external hard drives, etc.)internal and external hard drives, etc.) - Software- Software
If you are not sure if an item is computer related, please If you are not sure if an item is computer related, please contact the Procurement Card Administratorcontact the Procurement Card Administrator
NOTE- Printers and Computers should be purchased NOTE- Printers and Computers should be purchased through Computer Resales, NOT with the P-Card.through Computer Resales, NOT with the P-Card.
Cardholder ResponsibilitiesCardholder Responsibilities
Directly responsible for appropriate card useDirectly responsible for appropriate card use Sharing & lending cards isSharing & lending cards is NOTNOT allowedallowed
Keeps the purchasing card in a safe and Keeps the purchasing card in a safe and secure location secure location
Makes allowable and appropriate purchasesMakes allowable and appropriate purchases Personal charges are Personal charges are STRICTLY STRICTLY
PROHIBITEDPROHIBITED Gathers and assembles all supporting Gathers and assembles all supporting
documentation (credit card receipts, cash documentation (credit card receipts, cash register receipts, etc.)register receipts, etc.)
Receives and inspects ordersReceives and inspects orders
Cardholder ResponsibilitiesCardholder Responsibilities
Surrenders the card upon Surrenders the card upon termination of employment or upon termination of employment or upon request by their Next-level request by their Next-level Supervisor, Department Head or P-Supervisor, Department Head or P-Card AdministratorCard Administrator
Procedures: Place the OrderProcedures: Place the Order
Purchases in Person Purchases in Person Purchases by Telephone, FaxPurchases by Telephone, Fax Purchases via the WebPurchases via the Web
In all La Carte purchasingIn all La Carte purchasing situations: situations:
Verify sufficient funding exists in the specified Verify sufficient funding exists in the specified budget and expenditure codebudget and expenditure code
Identify if the purchase is appropriate for a p-card Identify if the purchase is appropriate for a p-card transactiontransaction
Advise vendor that the P Card is state sales tax Advise vendor that the P Card is state sales tax exemptexempt BEFOREBEFORE the transaction beginsthe transaction begins
Obtain detailed receipt and retain all documents Obtain detailed receipt and retain all documents Sign Off on all purchases within two days of Sign Off on all purchases within two days of
email notification from the WORKS system.email notification from the WORKS system.
In all La Carte purchasingIn all La Carte purchasing situations: situations:
BEFOREBEFORE you make a p-card purchase, you make a p-card purchase, always ask a vendor if they are a 1099 always ask a vendor if they are a 1099 reportablereportable
1099 reportable vendors are1099 reportable vendors are not allowednot allowed on on the P- Cardthe P- Card
Guidelines to identify a 1099 reportable:Guidelines to identify a 1099 reportable: Company name is a person’s nameCompany name is a person’s name The word “Service” is in the company nameThe word “Service” is in the company name Company nameCompany name does notdoes not have “INC.”, have “INC.”,
“CORP”, or “PC”“CORP”, or “PC”
Notes About Sales TaxNotes About Sales Tax Some vendors may require a copy of Some vendors may require a copy of
the State sales tax exemption the State sales tax exemption certificatecertificate Request a copy to be faxed to vendor by Request a copy to be faxed to vendor by
e-mailing P-Card Administrator e-mailing P-Card Administrator If sales tax is charged, it is the If sales tax is charged, it is the
cardholder’s responsibility to request a cardholder’s responsibility to request a credit to the cardholder’s accountcredit to the cardholder’s account
TaxesTaxes
Required DocumentationRequired Documentation
Cardholders Cardholders MUSTMUST collect itemized collect itemized receipts for all P-Card purchases.receipts for all P-Card purchases.
Document/Receipt examples:Document/Receipt examples: Cash Register TapeCash Register Tape Detailed Packing SlipDetailed Packing Slip Copy of Order Form (e.g. subscription)Copy of Order Form (e.g. subscription) Registration formRegistration form Web receipt or e-mail acknowledgement Web receipt or e-mail acknowledgement
from vendorfrom vendor
Receipt DetailsReceipt Details Receipts vary in appearance and type of Receipts vary in appearance and type of
information provided but generally included information provided but generally included the following: the following: Date of purchaseDate of purchase Vendor nameVendor name Description of item(s)Description of item(s) Quantity, unit price, totalQuantity, unit price, total
If relevant information is not included on the If relevant information is not included on the receipt, record the missing information on receipt, record the missing information on another sheetanother sheet
Handwritten receipts are unacceptableHandwritten receipts are unacceptable
Procedures: Lost/Missing Procedures: Lost/Missing
Receipts Receipts Contact vendor to get a receipt- fastest and Contact vendor to get a receipt- fastest and
simplest methodsimplest method Copies of receipts are acceptable only when Copies of receipts are acceptable only when
originals are not availableoriginals are not available In the event a receipt cannot be located and a In the event a receipt cannot be located and a
duplicate receipt cannot be obtained, the duplicate receipt cannot be obtained, the cardholder can fill out a Missing Receipt Form cardholder can fill out a Missing Receipt Form (Attachment E)(Attachment E)
MISSING RECEIPT FORM
CERTIFICATION OF UNAVAILABLE DOCUMENTATION
This form should be completed for any LaCarte Purchasing Card transaction that does NOT have documentation from the merchant. This should be provided to the Purchasing Card Administrator as part of your monthly reconciliation paperwork. Cardholder Name/Telephone Number:______________________________________ Department Name:______________________________________________________ Merchant Name:________________________________________________________ Transaction Date (mm/dd/yyyy):___________________________________________ Transaction Amount (Total Cost) $_________________________________________ Description/Quantity/Cost Per Item/Total Cost per Line (Add an additional sheet if necessary) REASON ORIGINAL DOCUMENTATION IS NOT AVAILABLE ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ CARDHOLDER CERTIFICATION SIGNATURE I attest the information provided is true and an accurate description of the details of the purchase. I confirm that every attempt to obtain a duplicate receipt by contacting the vendor has been made, but have been unable to do so and also hereby certify the following: * All items purchased on this P-Card transaction were for Southeastern Louisiana University use. No personal purchases were made. * The cardholder will not seek reimbursement from Southeastern Louisiana University in any other manner for this transaction. * Original documentation is not in the Cardholder’s possession for the reasons stated above. * Cardholder acknowledges that repeated lack of documentation could result in revocation of their LaCarte Purchasing Card. Cardholder Name: __________________________________________ Date:_______________________________ Signature: _________________________________________________ NEXT-LEVEL SUPERVISOR: I have accepted the cardholder’s explanation of the loss and inability to obtain a duplicate receipt; therefore, I am authorizing payment of the receipt or invoice in light of the circumstances involved. Next-Level Supervisor Print & Sign: ____________________________________________Date: _______________
Procedures: Lost/Missing Procedures: Lost/Missing
Receipts Receipts This form should be included in the monthly This form should be included in the monthly
reconciliation paperwork. reconciliation paperwork. The use of this form should be the exception The use of this form should be the exception
and not the rule.and not the rule. After the second instance within a fiscal year After the second instance within a fiscal year
(July 1 - June 30), any additional instances will (July 1 - June 30), any additional instances will be considered card misuse and will be subject be considered card misuse and will be subject to the card misuse procedures set forth in the P to the card misuse procedures set forth in the P - Card policy.- Card policy.
Additional Additional Documentation:Documentation:
Additional documentation will be Additional documentation will be required for the following purchases:required for the following purchases:
Conference registration fees:Conference registration fees: Submit conference registration form and a copy of Submit conference registration form and a copy of
the approved authorization (Page 1 and 5 of the the approved authorization (Page 1 and 5 of the Approved T/A in PeopleSoft). If paid with P-Card, Approved T/A in PeopleSoft). If paid with P-Card, the conference registration shouldthe conference registration should NOTNOT be listed on be listed on the travel expense account form. Please note that the travel expense account form. Please note that the registration fee including the amount paid was the registration fee including the amount paid was with your P-Card if applicable.with your P-Card if applicable.
Delivery AddressDelivery Address
Southeastern Louisiana UniversitySoutheastern Louisiana University
Receiving Station for (your name, street Receiving Station for (your name, street address, department, building and room address, department, building and room number)number)
2400 N Oak Street / BLDG M42400 N Oak Street / BLDG M4
Hammond, LA 70402Hammond, LA 70402
Procedures: ShippingProcedures: Shipping
Shipments to a cardholder’s home areShipments to a cardholder’s home are NOTNOT allowedallowed
Procedures: Returns & CreditsProcedures: Returns & Credits
The cardholder is responsible The cardholder is responsible for contacting a vendor & for contacting a vendor & arranging a return for credit:arranging a return for credit: DO NOTDO NOT accept cash in lieu of a creditaccept cash in lieu of a credit Request Return Authorization NumberRequest Return Authorization Number Request credit slip/memo Request credit slip/memo Credits will appear on future Credits will appear on future
statementsstatements
Contact the P- Card Administrator if there Contact the P- Card Administrator if there are any charges on your statement that are any charges on your statement that you do not recognize.you do not recognize.
If the disputed amount is credited, you If the disputed amount is credited, you will see it on a future statement.will see it on a future statement.
Procedures: Disputed ItemsProcedures: Disputed Items
Lost or Stolen CardsLost or Stolen Cards
Notify Bank of AmericaNotify Bank of America immediatelyimmediately by calling:by calling:1-888-449-22731-888-449-2273 – anytime– anytime Zero personal liabilityZero personal liability Replacement Cards are Replacement Cards are bulk shippedbulk shipped
Upon termination the card must be returned to Upon termination the card must be returned to P-Card Administrator.P-Card Administrator.
Other Important Other Important InformationInformation
P-Card is to be used for official business P-Card is to be used for official business onlyonly
WILL NOTWILL NOT affect your personal creditaffect your personal credit Violators of policies and procedures will Violators of policies and procedures will
be disciplined on an individual basisbe disciplined on an individual basis
Other Important Other Important InformationInformation
Failure to comply with all P-Card Failure to comply with all P-Card policies and procedures may result policies and procedures may result in the following:in the following: Payroll deductionPayroll deduction Account suspension/deactivationAccount suspension/deactivation Permanent loss of the cardPermanent loss of the card Notification to administration, internal audit, Notification to administration, internal audit,
and University policeand University police Possible employment suspension or Possible employment suspension or
dismissal dismissal
Your Purchasing Card IS Your Purchasing Card IS NOT Tied to Your Budget!NOT Tied to Your Budget!
It is the responsibility of the budget unit cardholder to verify sufficient funding exists in the specified budget and account code PRIOR to initiating the Purchasing Card transaction.
Important DatesImportant Dates
Billing Cycle 6Billing Cycle 6thth through the 5 through the 5thth
All transactions should be signed off in All transactions should be signed off in WORKS within two business days after email WORKS within two business days after email notification.notification.
All documentation is due within 5 business All documentation is due within 5 business days of the 6days of the 6thth of the month. of the month.
Failure to submit documents in a timely manner Failure to submit documents in a timely manner will result in card suspension.will result in card suspension.
Key ContactsKey Contacts
Scott MorrowScott MorrowProcurement Card ManagerProcurement Card [email protected]@selu.eduFax- 985-549-3810Fax- 985-549-3810
Bank of AmericaBank of America•Report card lost or Report card lost or stolen:stolen:1-888-449-22731-888-449-2273
Activating Your CardActivating Your Card
Your card should already be Your card should already be activatedactivated
If you have any problems using your If you have any problems using your card contact P-Card Administratorcard contact P-Card Administrator
Questions?Questions?