La Carte Purchasing Card Program

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La Carte Purchasing Card Program

• Southeastern Louisiana University

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Introduction

• What Is It?
• LaCarte (P-Card) is a university owned VISA
  credit card that is used to make small dollar
  purchases directly from vendors.
• The individual named on the card is responsible
  for making business related purchases that are in
  compliance with university and state policies.
• Carries a corporate liability

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La Carte P-Card Program

• Who Issues the Card?

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View of La Carte

• LA State sales tax exempt number
• 128-4900-001
• Cardholders name
• Southeastern La. University

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Benefits

• Prompt payments to vendors
• Less Expensive - Reduces processing costs and
  paper flow
• Reduces the number of purchase requisitions
  entered into PeopleSoft
• Reduces the number of checks cut by Accounts
  Payable

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Card Controls

• Monthly Billing Cycle
• Begins on the 6th and ends on the 5th of the
  following month.
• Dollar Limits
• If you exceed the dollar limits, your card will
  be declined at the POS.
• Merchant Category Codes (MCC)
• Attempts to purchase from restricted prohibited
  MCCs will cause the transaction to decline at
  the POS.

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La Carte P-Card Program

• How Much Can I Spend?
• LaCarte p-card purchases may not exceed 1,000
  per transaction (including shipping and
  handling).
• CAUTION DO NOT split a transaction. Purchasing
  items that exceed the 1,000 limit and separating
  the payment into two or more transactions is NOT
  allowed. Artificially splitting a purchase is a
  violation of State law.

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Unauthorized Purchases
Cash Advances, Wire Transfers
Travel Expenses
Alcoholic Beverages
Auto Rentals/Lease
Gifts (Gift Cards, Gift Certificates), Prizes
Cell Phones/Services/Blackberries
Postage Stamps

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Authorized Purchases

• Office Supplies (Venable Office Supply and Texas
  Books ONLY)

Books and Subscriptions
Scientific and Lab Supplies
Institution Memberships
Individual Memberships (require approval form)
Conference Registration
Mail Transportation Services
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Computer Related Purchases

• All computer related purchases should be
  acknowledged by Donna Methvien in Basic Computing
  Services.
• Examples of computer related items
• - Internal and External Peripherals (any PCI
  cards,
• internal and external hard drives, etc.)
• - Software
• If you are not sure if an item is computer
  related, please
• contact the Procurement Card Administrator
• NOTE- Printers and Computers should be purchased
  through Computer Resales, NOT with the P-Card.

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Cardholder Responsibilities

• Directly responsible for appropriate card use
• Sharing lending cards is NOT allowed
• Keeps the purchasing card in a safe and secure
  location
• Makes allowable and appropriate purchases
• Personal charges are STRICTLY PROHIBITED
• Gathers and assembles all supporting
  documentation (credit card receipts, cash
  register receipts, etc.)
• Receives and inspects orders

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Cardholder Responsibilities

• Surrenders the card upon termination of
  employment or upon request by their Next-level
  Supervisor, Department Head or P-Card
  Administrator

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Procedures Place the Order

• Purchases in Person
• Purchases by Telephone, Fax
• Purchases via the Web

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In all La Carte purchasing situations

• Verify sufficient funding exists in the specified
  budget and expenditure code
• Identify if the purchase is appropriate for a
  p-card transaction
• Advise vendor that the P Card is state sales tax
  exempt BEFORE the transaction begins
• Obtain detailed receipt and retain all documents
• Sign Off on all purchases within two days of
  email notification from the WORKS system.

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In all La Carte purchasing situations

• BEFORE you make a p-card purchase, always ask a
  vendor if they are a 1099 reportable
• 1099 reportable vendors are not allowed on the P-
  Card
• Guidelines to identify a 1099 reportable
• Company name is a persons name
• The word Service is in the company name
• Company name does not have INC., CORP, or
  PC

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Notes About Sales Tax

• Some vendors may require a copy of the State
  sales tax exemption certificate
• Request a copy to be faxed to vendor by e-mailing
  P-Card Administrator
• If sales tax is charged, it is the cardholders
  responsibility to request a credit to the
  cardholders account

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Required Documentation

• Cardholders MUST collect itemized receipts for
  all P-Card purchases.
• Document/Receipt examples
• Cash Register Tape
• Detailed Packing Slip
• Copy of Order Form (e.g. subscription)
• Registration form
• Web receipt or e-mail acknowledgement from vendor

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Receipt Details

• Receipts vary in appearance and type of
  information provided but generally included the
  following
• Date of purchase
• Vendor name
• Description of item(s)
• Quantity, unit price, total
• If relevant information is not included on the
  receipt, record the missing information on
  another sheet
• Handwritten receipts are unacceptable

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Procedures Lost/Missing Receipts

• Contact vendor to get a receipt- fastest and
  simplest method
• Copies of receipts are acceptable only when
  originals are not available
• In the event a receipt cannot be located and a
  duplicate receipt cannot be obtained, the
  cardholder can fill out a Missing Receipt Form
  (Attachment E)

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Procedures Lost/Missing Receipts

• This form should be included in the monthly
  reconciliation paperwork.
• The use of this form should be the exception and
  not the rule.
• After the second instance within a fiscal year
  (July 1 - June 30), any additional instances will
  be considered card misuse and will be subject to
  the card misuse procedures set forth in the P -
  Card policy.

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Additional Documentation

• Additional documentation will be required for the
  following purchases
• Conference registration fees
• Submit conference registration form and a copy of
  the approved authorization (Page 1 and 5 of the
  Approved T/A in PeopleSoft). If paid with P-Card,
  the conference registration should NOT be listed
  on the travel expense account form. Please note
  that the registration fee including the amount
  paid was with your P-Card if applicable.

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Delivery Address

• Southeastern Louisiana University
• Receiving Station for (your name, street
  address, department, building and room number)
• 2400 N Oak Street / BLDG M4
• Hammond, LA 70402

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Procedures Shipping

• Shipments to a cardholders home are NOT allowed

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Procedures Returns Credits

• The cardholder is responsible for contacting a
  vendor arranging a return for credit
• DO NOT accept cash in lieu of a credit
• Request Return Authorization Number
• Request credit slip/memo
• Credits will appear on future statements

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Procedures Disputed Items

• Contact the P- Card Administrator if there are
  any charges on your statement that you do not
  recognize.
• If the disputed amount is credited, you will see
  it on a future statement.

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Lost or Stolen Cards

• Notify Bank of America immediately by calling
• 1-888-449-2273 anytime
• Zero personal liability
• Replacement Cards are bulk shipped
• Upon termination the card must be returned to
  P-Card Administrator.

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Other Important Information

• P-Card is to be used for official business only
• WILL NOT affect your personal credit
• Violators of policies and procedures will be
  disciplined on an individual basis

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Other Important Information

• Failure to comply with all P-Card policies and
  procedures may result in the following
• Payroll deduction
• Account suspension/deactivation
• Permanent loss of the card
• Notification to administration, internal audit,
  and University police
• Possible employment suspension or dismissal

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Your Purchasing Card IS 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.
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Important Dates

• Billing Cycle 6th through the 5th
• All transactions should be signed off in WORKS
  within two business days after email
  notification.
• All documentation is due within 5 business days
  of the 6th of the month.
• Failure to submit documents in a timely manner
  will result in card suspension.

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Key Contacts

• Bank of America
• Report card lost or stolen
• 1-888-449-2273

Scott Morrow Procurement Card Manager 985-549-5323
smorrow_at_selu.edu Fax- 985-549-3810
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Activating Your Card

• Your card should already be activated
• If you have any problems using your card contact
  P-Card Administrator

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Questions?