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 (Office Direct and university bookstore ONLY)Office Supplies (Office Direct and university bookstore 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 approved by All computer related purchases should be approved by Donna Methvien in Basic Computing Services.Donna Methvien in Basic Computing Services.

Examples of computer related items:Examples of computer related items:- Internal Peripherals (any PCI cards,- Internal Peripherals (any PCI cards, internal hard drives, etc.)internal 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 not be NOTE- Printers and Computers should not be purchased without the permission of Computer purchased without the permission of Computer Resales.Resales.

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 Keep on file all original supporting Keep on file all original 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 budget Verify sufficient funding exists in the specified budget and expenditure codeand 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 business days of Sign Off on all purchases within two business days of

email notification from PeopleSoft Financial Systememail notification from PeopleSoft Financial 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 This form should be included in the

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 put the T/A Submit conference registration form and put the T/A

number in your comments when reconciling number in your comments when reconciling transaction in PeopleSoft Financials. If paid with transaction in PeopleSoft Financials. If paid with

P-Card, the conference registration shouldP-Card, the conference registration should NOTNOT be be listed on the travel expense account form. Please listed on the travel expense account form. Please note that the registration fee including the amount note that the registration fee including the amount paid was with your P-Card if applicable.paid was 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

All orders should be shipped/delivered to All orders should be shipped/delivered to the universitythe university

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

Contact the P- Card Administrator if there Contact the P- Card Administrator if there are any charges you do not recognize.are any charges 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 PeopleSoft Financial System within two PeopleSoft Financial System within two business days after email notification.business days after email notification.

Failure to sign off in a timely manner will Failure to sign off in a timely manner will result in card suspension.result in card suspension.

Key ContactsKey Contacts

Scott MorrowScott MorrowProcurement Card ManagerProcurement Card Manager985-549-5323985-549-5323smorrow@selu.edusmorrow@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?