Division of Administration

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Division of AdministrationLa CartePurchasing
Card Cardholders Overview
State of Louisiana La Carte Purchasing
Card Program
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PURPOSE

• Provides alternative method of payment
• Streamlines purchasing payment process
• Less expensive than Purchase Orders or
  reimbursements
• Increases productivity
• Eases purchasing in emergency situations
• Empowers employees to manage expenditures

State of Louisiana La Carte Purchasing
Card Program
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VISA
State of Louisiana La Carte Purchasing
Card Program
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VISA

• No fees
• No interest
• Official Business use only
• No cash

State of Louisiana La Carte Purchasing
Card Program
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VENDORS INCENTIVE

• Improve cash flow
• Paid within 2 - 3 days by bank
• No invoices
• Eliminate payment research

State of Louisiana La Carte Purchasing
Card Program
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• REMEMBER
• A CREDIT CARD PURCHASE IS NEVER USED TO REPLACE
  PURCHASING RULES REGULATIONS!!!!!!!

State of Louisiana La Carte Purchasing
Card Program
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CREDIT CARDS

• Issued in individuals name
• Must receive prior training
• Must sign cardholders agreement
• Agency liability
• Upon termination - must be cancelled

State of Louisiana La Carte Purchasing
Card Program
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PERSONAL RESPONSIBILITIES

• Must sign cardholders agreement
• Safeguard the card
• Not transferable only useable by the cardholder
• Upon termination or transfer - must be cancelled

State of Louisiana La Carte Purchasing
Card Program
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Lost/Stolen Cards

• Notify Bank of America immediately by calling
  1-888-449-2273
• No liability to the state for cards that are
  reported lost or stolen immediately

State of Louisiana La Carte Purchasing
Card Program
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Card Misuse

• Any misuse or abuse of p-cards may result in
  disciplinary action and/or termination of card
  privileges.

State of Louisiana La Carte Purchasing
Card Program
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Card Controls

• State determines maximum single transaction limit
• Agency determines all limits within maximum
• Cycle/Monthly Limits
• Single Transaction Limits
• Daily Transaction Limits

State of Louisiana La Carte Purchasing
Card Program
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WHY FOCUS ON PURCHASES LESS THAN 500?

• 228, 092 Orders out of 277,495 orders
• 82.20
• 34 million out of 411 million
• 8.28

State of Louisiana La Carte Purchasing
Card Program
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Merchant Category Codes

• Codes are established by bank to identify types
  of businesses
• Vendor accepting Visa enrolls as a MCC
• Agency Reviews Proposed Cardholder spending
  requirements
• Agency determines MCC Codes to be blocked

State of Louisiana La Carte Purchasing
Card Program
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Making Purchases

• You must follow department purchasing procedures.
• Obtain necessary approvals.
• Procurement card purchases are tax-exempt.

State of Louisiana La Carte Purchasing
Card Program
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Documentation

• Cardholder maintains log/receipts
• Cardholder reconciles individual billing
  statement each month
• Requires supervisor review and approval
• Accounting reviews/post cost allocations

State of Louisiana La Carte Purchasing
Card Program
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Purchasing Logs

• Requires adequate attached receipts
• Vendor Name
• Date of transaction / Date of receipt
• Quantity
• Description
• Amount
• Additional Comments as necessary

State of Louisiana La Carte Purchasing
Card Program
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Remember

• Transactions do not appear on bank statements
  until the vendor submits their charges to the
  bank. At the close of a billing cycle, there may
  be discrepancies from your log that will need
  adjusting. Transactions not appearing on your
  statement may require that you move them forward
  to the next billing cycle.

State of Louisiana La Carte Purchasing
Card Program
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Disputes

• In the event a charge is on your billing
  statement and there is a discrepancy or it is not
  a valid charge
• 1st- Try to resolve the issue with the
  merchandise vendor
• 2nd- Determine if a Dispute Form is necessary
• NOTE Tax is not disputable

State of Louisiana La Carte Purchasing
Card Program
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Returns / Exchanges

• Cardholder is responsible for contacting the
  merchandise vendor to issue credits for returns
  or exchanges.
• You can not just delete that charge from your
  bill.

State of Louisiana La Carte Purchasing
Card Program
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Q U E S T I O N S ???
State of Louisiana La Carte Purchasing
Card Program