La Carte Purchasing Card Program La Carte Purchasing Card Program Southeastern Louisiana University

Introduction 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

La Carte P-Card Program La Carte P-Card Program  Who Issues the Card?

View of La Carte View of La Carte  LA State sales tax exempt number   Cardholder’s name  Southeastern La. University

Benefits 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

Card Controls Card Controls  Monthly Billing Cycle  Begins on the 6 th and ends on the 5 th 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 MCC’s will cause the transaction to decline at the POS.

La Carte P-Card Program 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.

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

Authorized Purchases Authorized Purchases Office Supplies (Office Direct and university bookstore ONLY) Books and Subscriptions Scientific and Lab Supplies Institution Memberships Conference Registration Mail Transportation Services Individual Memberships (require approval form)

Computer Related Purchases All computer related purchases should be approved by Donna Methvien in Basic Computing Services. Examples of computer related items: - 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 contact the Procurement Card Administrator NOTE- Printers and Computers should not be purchased without the permission of Computer Resales.

Cardholder Responsibilities 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  Keep on file all original supporting documentation (credit card receipts, cash register receipts, etc.)  Receives and inspects orders

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

Procedures: Place the Order Procedures: Place the Order  Purchases in Person  Purchases by Telephone, Fax  Purchases via the Web

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 business days of notification from PeopleSoft Financial System

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 person’s name  The word “Service” is in the company name  Company name does not have “INC.”, “CORP”, or “PC”

Notes About Sales Tax 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 ing P-Card Administrator  If sales tax is charged, it is the cardholder’s responsibility to request a credit to the cardholder’s account Taxes

Required Documentation 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 acknowledgement from vendor

Receipt Details 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

Procedures: Lost/Missing Receipts 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)

Procedures: Lost/Missing Receipts Procedures: Lost/Missing Receipts  This form should be included in the 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.

Additional Documentation: Additional documentation will be required for the following purchases:  Conference registration fees:  Submit conference registration form and put the T/A number in your comments when reconciling transaction in PeopleSoft Financials. 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. 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.

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

Procedures: Shipping Procedures: Shipping  Shipments to a cardholder’s home are NOT allowed  All orders should be shipped/delivered to the university

Procedures: Returns & Credits 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

 Contact the P- Card Administrator if there are any charges you do not recognize.  If the disputed amount is credited, you will see it on a future statement. Procedures: Disputed Items

Lost or Stolen Cards Lost or Stolen Cards  Notify Bank of America immediately by calling: – anytime  Zero personal liability  Replacement Cards are bulk shipped  Upon termination the card must be returned to P-Card Administrator.

Other Important Information 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

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

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.

Important Dates Important Dates  Billing Cycle 6 th through the 5 th  All transactions should be signed off in PeopleSoft Financial System within two business days after notification.  Failure to sign off in a timely manner will result in card suspension.

Key Contacts Scott Morrow Procurement Card Manager Fax Bank of America Report card lost or stolen:Report card lost or stolen:

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

Questions? Questions?