La Carte

Purchasing Card

Program

Procedures Handbook

AUGUST 5, 2014

Louisiana State University Shreveport La Carte Purchasing Card Program

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Table of Contents

A. Introduction and Purpose…………………………………………………………..3

B. Conditions of Participation……………………………………………………....4-5

C. Departmental Decisions………………………………………………………….6-7

D. Definitions………………………………………………………………………8-10

E. Responsibilities……………………………………………………………..…11-13

F. Cardholders’ Guide……………………………………………………………….14

1. Ethics……………………………………………………………………........14

2. WORKS………………………………………………………………………14

3. Card Maintenance…………………………………………………………….15

4. Card use and limits……………………………………………………………16

5. Travel………………………………………………………………………....16

6. Placing orders using La Carte……………………………………………..17-20

7. Paying for La Carte purchases…………………………………………….20-21

8. Handling returns and credits ………………………………………………….21

9. Disputed items…………………………………………………………….21-23

10. Audits and controls………………………………………………………..23-24

11. Key Contacts-Who can I call?..........................................................................24

G. Declared State of Emergency………………………………………………….….24

H. Use of On Line Purchase Sites/Auction Sites/Payment Services…………….…..25

I. Card Misuse…………………………………………….………………….….25-26

J. Purchases from Contract Vendors…………………………………………….….26

K. Termination of Employment or Change in Department…………………….……26

L. Report Abuse of P-Card…………………………………………………….…....26

M. Restricted Purchases (List)………………………………………………….…….27

Appendices

Appendix A - La Carte Enrollment………………………………………………………28

Appendix B - La Carte Maintenance…………………………………………………….29

Appendix C - La Carte Disputed Item…………………………………………………...30

Appendix D - La Carte Transaction Log…………………………………………………31

Appendix E - La Carte Purchasing Card Program Auditing Reports…………………….32

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INTRODUCTION

A. INTRODUCTION AND PURPOSE

The purchasing card, known as La Carte, is a credit card issued to authorized employees

for the purpose of making small-dollar purchases. Although the use of the credit card is

not a new tool in consumer buying, it is relatively new in institutional purchasing. La

Carte is intended to simplify the buying process and improve cycle time from ordering to

payment. Typical examples of items that may qualify for this program include office

supplies, subscriptions and memberships, dues, teaching materials, miscellaneous

operating supplies and items purchased with faculty development money. Many items

that are purchased today may be candidates for this program. La Carte is “programmed”

with a range of information:

Cardholder’s identity

Billing cycle

Default account to which purchases are to be charged

Dollar limits for cardholder’s purchases

Maximum dollar amounts per monthly cycle period

Maximum number of transactions allowed per day and per cycle

The types of merchant’s Merchant Category Codes (MCC) allowed

The credit card the State of Louisiana has selected is VISA provided by Bank of

America. This La Carte Card will be accepted by any vendor who accepts VISA. Using

La Carte, an authorized University employee is entrusted and empowered with the ability

to make small-dollar purchases on behalf of their department. Along with this

empowerment comes responsibility. Cardholders are expected to make sound business

decisions in the best interest of LSUS, to comply with the policies and procedures as set

forth in the LSUS La Carte Cardholder’s Guide (see Ethics on page 14), and to comply

with all University procurement guidelines. Adherence to policy allows continued

processing savings, ensures accountability, and provides an audit trail for La Carte

purchases. The La Carte Accountant makes a monthly electronic funds transfer to the

issuing bank to pay for all La Carte purchases submitted to the bank by the merchants.

Cardholders obtain goods much faster and easier than before. The University benefits

from reduced paperwork and processing time by the user’s department, Purchasing, and

Accounts Payable. This savings in time and money can be substantial. In addition, the

number of checks processed to multiple suppliers is reduced by issuing one payment each

billing cycle to Bank of America, the card provider. Use of La Carte ensures the

supplier/vendor more timely payment.

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B. CONDITIONS OF PARTICIPATION

All participants must abide by the terms of the LSUS Procedure Handbook (La Carte

Purchasing Card Program) unless a “Request for Exception” form is submitted for

approval to the Office of State Purchasing and Travel. Card Holder’s must submit the

form is to the LSUS La Carte Card Administrator. The LSUS Administrator will submit

the form to the Office of State Purchasing and Travel. Approval must be obtained in

writing from the Office of State Purchasing and Travel.

All program administrators, cardholders, CBA administrators, Department heads and

cardholder approvers must complete an online certification class, annually. Each

participant must receive a passing grade of at least 90 in order to receive a new card, a

renewal card, remain as CBA administrator or remain as a cardholder approver.

A cardholder’s approver must be their immediate supervisor that is the most familiar with

the business case and appropriate business needs for the cardholder’s transactions and

must be at least one level higher in position.

Once the WORKS Workflow is implemented, all program participants are mandated to

implement WORKS Workflow, which is an online system through Bank of America.

(See page 14 for more details).

All monthly reviews & inquiries, requested from the Office of State Travel, Division of

Administration auditors, etc., to agency program administrators, must be answered in the

time specified in the request. At this point only justification is required for each

transaction, along with program administrator and agency verification and determination

that the transaction was for a business purpose and was in compliance with all state and

agency card program policies, purchasing, rules and regulations, statutes, executive

orders and PPM49.

All cardholders, program administrators, CBA Administrators, Department heads and

cardholder approvers must sign the most current State of Louisiana Corporate Liability P-

Card Program Agreement Form for the applicable program role. This must be done on an

annual basis. This form acknowledges and outlines the applicable responsibilities under

the program. Forms can be found on the LSUS Purchasing Website.

P-Cards cannot be issued to the following:

Program Administrators

Department Head

CBA Administrator

Auditors

Any employee with a role that is associated with administering, monitoring or

reviewing the activities of the P-Card program

Any employee, for travel allowances, whose state’s individual liability travel card

account has been revoked due to charge-offs and/or non-payment

Any Non-State Employee

If there is justifiable hardship for one of the above positions to not be allowed to possess

a P-card, a written request must be submitted to and approved by the Commissioner of

Administration. The request should state why it is not feasible and what precautions will

5

CONDITIONS OF PARTICIPATION (continued)

be taken to guarantee the security and validity of purchases. If a department will face

hardship due to this restriction, you should send your justification to the Program

Administrator who in turn will submit the request to the Commissioner of

Administration.

The only exception regarding an employee possessing a card with a role in the program is

a cardholder approver. In order for the approver to possess a P-Card, monthly audit,

sign-off in Workflow system (once implemented into Workflow), and all other

responsibilities listed throughout this program for a cardholder approver, must be fulfilled

by someone which is at least one level higher than the approver.

All transactions and supporting documentation will be, at a minimum, randomly audited,

by the program administrator.

All transactions must have a detailed receipt, not a generic description such as “general

merchandise” or should be fully documented elsewhere and must be in accordance with

Purchasing Policies, Rules and Regulations, Louisiana Statutes and/or Executive Orders,

Corporate Liability “La Carte” Purchasing Card Policy, as well as, State Liability Travel

Card and CBA Policy and PPM49 Guidelines, if applicable,

http://www.doa.louisiana.gov/osp/travel/travelpolicy.htm.

Cardholder’s name and Cardholder’s business email address must match. Prior approval

from the Commissioner of Administration is required if for any reason the names on the

P-Card and email need to be different. The LSUS La Carte Administrator will submit a

request if necessary.

Any recognized or suspected misuse of the P-Card program should be immediately

reported to the agency program administrator and may be anonymously reported to the

State of Louisiana Inspector General’s Fraud and Abuse Hotline at 1-866-801-2549.

Cardholders are subject to disciplinary action, up to and including termination, for any of

the following reasons:

If the La Carte is used for personal or unauthorized purposes or to purchase

alcoholic beverages or any substance, material, or service violating policy, law or

regulation pertaining to the State of Louisiana or Louisiana State University

Shreveport.

If the Cardholder splits a purchase to circumvent procurement regulations and the

limitations of the La Carte or continually fails to adhere to all of the La Carte

policies and procedures.

1099 Reportable Vendors

Visa is assuming the responsibilities of reporting the 1099 reportable vendors.

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C. DEPARTMENTAL DECISIONS

To assist in determining departmental need for a La Carte, a “yes” answer to any of these

questions indicates further consideration would be merited.

Does the department place many small dollar purchase orders or direct charges?

Does the department make frequent pick-ups at local suppliers/vendors?

Does the department need to be able to place small orders directly over the

internet?

Once it has been determined that the La Carte would be beneficial for the department,

consider further the following questions:

1. Who will be cardholders?

La Carte can be issued, with Department Head approval, to any full-time

employee of LSUS who will be making small dollar purchases. The Department

Head submits an enrollment form (Appendix A) with the following information

for each employee authorized to use the card:

1) Name (Must match work email address.)

2) Employee ID & SSN

3) Work E-mail address (Must match name on card)

4) Office address and phone number

5) Department contact name, phone number, e-mail address

6) Department and division/school name

7) Spending limits per month

8) Number of transaction limits per day/month

2. What type of training is required?

Training is mandatory for all parties involved in the p-card program. Prior

to issuing the La Carte card to cardholders, the cardholder, department

head/approver must attend a training class. They will learn how the program

works, how to use the card, where it can be used, and what the cardholder and

department head/approvers responsibilities are under the program. The Program

Administrator will hold regular training sessions. In addition to the training all

participants will be required to take the on line certification/test and score at least

90 prior to participation in program and then annually thereafter.

3. To which budget account will cards be assigned?

Each card is assigned a default account approved by the Department Head. All

purchases will be charged against this default account. The cardholder or

Department Head may change the account for a specific purchase or split the

charge to multiple accounts. Only one card will be issued to each cardholder.

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C. DEPARTMENTAL DECISIONS (continued)

4. Who will reconcile the La Carte transactions?

The cardholders should retain all original receipts and maintain a detailed

transaction log. The cardholder will be responsible for tracking, logging, and

reconciling all purchases to their monthly statement. The cardholder should then

provide all receipts and documentation to the Department Head or responsible

party who will review all information for accuracy and completeness and submit

the signed transaction log to the La Carte Administrator.

5. Who will perform expense reallocations?

The Department Head or appropriate party who is responsible for reconciling

monthly activity may be the one who performs reallocations. However, the

cardholder may also have this responsibility.

6. What are the results of misusing the La Carte P-Card?

The La Carte Card is a University corporate charge card and will not affect your

personal credit. However, it is the cardholder’s responsibility to ensure that La

Carte is used within guidelines stated herein. Failure to comply with program

guidelines may result in:

Account deactivation

Permanent revocation of card

Notification to management, internal audit and/or campus security for further

investigation

Assignment of wages

Disciplinary measures that may include (depending upon the seriousness of

the offense) reprimand, probation, suspension, demotion, or dismissal.

The La Carte Administrator reserves the right to revoke or request the retrieval of

the La Carte at any time and the card must be returned upon request.

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D. DEFINITIONS:

Agency - Arranges with the card issuer, Bank of America, for the issuance of La Carte cards to

authorized employees and agrees to accept liability for their employees' use of the cards.

Cardholder - LSUS employee whose name appears on the card and who is approved by his/her

Department Head or his designee to use La Carte to execute purchasing transactions on behalf of the

agency. This person is accountable for all charges made with the card.

Cardholder Agreement Form – Form signed by a program administrator, cardholder and

cardholder approver, annually, that acknowledges they have received required training from

the agency; completed the state’s certification requirement and received a passing score of at

least 90, understands the P-Card Policies, both state and agency and accepts responsibility for

compliance with all policies and procedures.

Cardholder Enrollment Form - This form initiates the P-Card issuance process and contains

pertinent cardholder information necessary for statement and mailing purposes, contact information,

daily/monthly spending limits and budgetary controls. This form must be completed for all

prospective cardholders.

Card Issuer - Bank of America's services were contracted for by the State of Louisiana, to issue La

Carte' Visa® Purchasing Cards to State Employees, to provide electronic transactions and billing to

the Agencies for all purchases made on the cards, and to collect payment from the Agencies.

Cycle – The period of time between billings. For example, the LSUS P-Card closing period ends at

midnight the 5th of each month. Synonymous with “billing cycle”.

Cycle Limit – Maximum spending (dollar) limit a P-Card is authorized to charge in a cycle. These

limits should reflect the individual’s purchasing patterns. These are preventative controls and, as

such, should be used judiciously.

Default Account- The account code assigned to an individual cardholder's card. All charges made

by the cardholder will default to this account until reallocated by appropriate personnel.

Department Head/Designee - Individual(s) within an agency who is responsible for requesting

purchasing cards for Departmental employees who make official purchases. The Department Head is

responsible for verifying that all charges against the cardholder's account are authorized and made in

accordance with the program guidelines and that the transaction is supported by adequate

documentation.

Disputed Item – Any transaction that was double charged; charged an inaccurate amount, or

charged without corresponding goods or services by the individual cardholder.

Electronic Fund Transfer (EFT) – An electronic exchange or transfer of money from one account

to another, either within the same financial institution or across multiple institutions.

Electronic Signature – An electronic sound, symbol or process attached to or logically associated

with a record or executed or adopted by a person with the intent to sign the record.

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D. DEFINITIONS: (Continued)

Fraud – Any transaction, intentionally made that was not authorized by the cardholder or not for

Official State Business

Incidental Expense – If travel expenses have been approved by the Office of State Travel, these

would be the expenses, incurred while traveling on official state business, which are not allowed on

the state liability P-Card. Incidentals include, but are not limited to meals; fees and tips to porters,

baggage carriers, bellhops, hotel maids; transportation between places of lodging/airport such as

taxi; phone calls and any other expense not allowed in the State Liability Travel Card and CBA

Policy.

INTELLILINK – Visa’s web-based auditing tool which is used to assist with monitoring and

managing the agency’s card program usage to ensure that card use conforms to all policies and

procedures.

ISIS – State of Louisiana’s integrated system used for accounting, financing, purchasing and

contracting functions.

LaGov- State of Louisiana’s newest integrated system used for accounting, financing, logistics,

human resources, travel and data warehouse storage and reporting.

Memo Statement of Account - A listing of all transactions charged to the cardholder's account

through the end of the monthly billing cycle. The Bank sends the statement directly to the

cardholder, on a monthly basis for reconciliation purposes. This is not a bill. The cardholder must

reconcile and forward to Department Head or his designee for approval.

Merchant Category Code (MCC) – Codes assigned by the Bank to suppliers that indicate their

type of business. Each La Carte card is encoded with the types of MCC’s that a cardholder is

authorized to purchase. Attempts to purchase at either prohibited or restricted suppliers will be

denied.

Merchant Category Code Group (MCCG) – A defined group of merchant category codes,

MCCGs are used to control whether or not cardholders can make purchases from particular types of

merchants.

Merchant – A business or other organization that may provide goods or services to a customer.

Synonymous with “supplier” or “vendor”.

Monthly Spending Limit - A maximum dollar limit assigned to the cardholder for the total of all

charges made during the monthly billing cycle.

Policy and Procedure Memorandum 49 (PPM49) – The state’s general travel regulations. These

regulations apply to all state departments, boards and commissions created by the legislature or

executive order and operating from funds appropriated, dedicated, or self -sustaining; federal funds,

generated from any other source.

Purchasing Card - Louisiana La Carte purchasing card is a Visa® credit card issued by Bank of

America for use by authorized state employees for the purpose of making purchases on behalf of

their department. Issuance of this card in no way affects established purchasing rules and

regulations.

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D. DEFINITIONS: (Continued)

P-Card – A credit account issued in an employee’s name. This account is the direct liability of the

State and is paid by each agency. P-Card accounts are the preferred means of payment for purchases

of goods and services. Also referred to as the La Carte card and purchasing card.

P-Card/Billing Cycle Purchase Log – Paper and electronic, once the agency has completed the

implementation of Workflow, this log is used in the reconciliation process for purchases/services

charged during the billing cycle. The log is used to document cardholder approval of purchases

billed by matching the paper billing statement, received from the bank, to the log and the

documentation obtained from the vendor(s). Approval of the log by the cardholder can either be by

signature (paper log) or electronic sign-off (through WORKS Workflow reconciliation). Likewise,

the designated approver (supervisor of cardholder which is at least one level higher than cardholder)

can either be by signature (paper) or electronic signoff (online in WORKS Workflow).

Single Purchase Limit (SPL) - Amount set by the State Program Administrator as the maximum

dollar amount (total amount of sale) allowed for any single transaction made with the La Carte card.

Split Purchase– A single purchase which is artificially divided into two or more parts to avoid the

Single Purchase Limit or procurement procedures.

Transaction – A single purchase. A credit also constitutes a transaction.

Transaction Documentation – All documents pertaining to a transaction, both paper and electronic.

The documentation is also used for reconciliation at the end of the billing cycle and is to be retained

with the monthly reconciliation documentation for review and audit purposes. Examples of

transaction documentation include, but are not limited to: itemized purchase receipts/ invoices (with

complete item descriptions, not generic such as “general merchandise), receiving documents, credits,

disputes, and written approvals. If travel has been approved, documentation should also contain

airline exceptions, justifications, approvals, travel authorization, travel expense, etc.

WORKS- a web-based card management and reporting system provided by Bank of America used

for program maintenance, card/CBA issuing/suspension/cancellation & reporting.

WORKS Workflow – Bank of America’s online system that includes user profiles and transaction

workflow. For ISIS and LaGov interfaced agencies, transactions are coded and interfaced to the

ISIS/LaGov systems for payment monthly. (LSUS is a not an ISIS/LaGov Agency)

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E. RESPONSIBILITIES

1) Cardholder’s Responsibilities:

a) Making purchases in compliance with the State of Louisiana Corporate Liability

La Carte Purchasing Card Policy, State Liability Travel Card Policy, and PPM49,

along with LSUS internal agency’s policy.

b) Signing the agreement form ANNUALLY for their role in the program.

c) Using the La Carte Card for official LSUS business only – NOT FOR

PERSONAL USE.

d) Safeguarding the card with the same level of care that is given to personal credit

cards. Sign the card immediately upon receipt.

e) Guarding the card number carefully! Do not post it at a desk, write it any other

place that is accessible to others, or allow a credit card merchant to keep the card

number on file. Never include the full account number in any correspondence.

f) Securing User ID/Password for WORKS. Never share user ID or password or

leave your work area while logged into the system or leave log in information in

an unsecure area.

g) Never sending a copy of the P-Card to a vendor. If this is required to make a

purchase, do not use that vendor.

h) Keeping the La Carte Card in an accessible but secure location. Cardholder is

responsible to see that the card is only used by the named cardholder.

i) Taking the Annual Recertification online training and signing of agreement form

annually.

j) Reviewing the La Carte transactions and attaching all supporting documentation

to the transaction log.

Please note: If a cardholder fails to provide receipts for transactions

rendered, a payroll deduction will be taken for the total amount of the

missing receipts. Continual failure to provide receipts will result in card

revocation.

k) Entering on the transaction log an account number if a purchase is to be charged

to an account other than the default account.

l) Completing and sending the Disputed Item form for disputes with vendor and/or

Bank of America.

m) Notifying the La Carte Administrator, using the Disputed Item form, within three

to five days of any unresolved disputes, noting the reason for dispute.

n) Notifying the La Carte Administrator of lost or stolen cards.

o) Notifying Bank of America of lost or stolen cards.

p) Notifying program administrator if fraudulent charges are noticed, as the card

may need to be cancelled and another card issued.

q) Notifying program administrator if use of a card has changed and lower or higher

limits are necessary.

r) If you purchase moveable property that requires an inventory tag for property

control you must immediately notify purchasing. Send an email to the Purchasing

Department (purchasing@lsus.edu) stating the date you received the item, a

description of the item and serial number (if applicable).

Refer to the Property Control Procedures under Purchasing

Department at www.lsus.edu for a description of moveable property

that requires inventory tags

Refer to page 20 for more information

The department is to retain all receiving documents in the department

files for the life of the item.

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E. RESPONSIBILITIES (continued)

2) Department’s Head’s (or his designee) & Approver Responsibilities:

a) Reviewing transactions of individual cardholders to ensure the transactions are

legitimate business expenses and are charged to the appropriate account.

b) Signing the agreement form ANNUALLY for their role in the program.

c) Attending training class before any employees in the department obtain a card as

well as attending the appropriate training if they themselves are cardholders.

d) Submitting a Maintenance Request Form (Appendix B) for changes to a user’s

profile or account information.

e) Requesting the La Carte Administrator cancel a Cardholder’s card (e.g.,

terminated employees, transferring departments, or loss of La Carte privileges).

f) Collecting canceled cards from Cardholders and forwarding to the La Carte

Administrator.

g) Retaining copies of La Carte receipts, transaction logs, and supporting

documentation-at departmental discretion.

h) Providing appropriate cross-training within the department to ensure coverage.

i) Signing the purchase log certifying that the documentation is acceptable for each

transaction and verifying the following:

The purchase is for official state business

The purchase is in compliance with appropriate rules and regulations

The purchase has been reviewed and approved

j) In the absence of a P-Card holder, the department head or the approver will be

responsible for seeing that all transactions made by the absent P-Card holder are

processed through the LSUS approval process and the WORKS Workflow

system when it is implemented.

k) Notifying the La Carte Administrator if the cardholder will be on an extended

absence (surgery, personal leave, etc.) If the time frame is substantial amount of

time the cardholders limit should be dropped to $1.00 during this period.

l) Performing annual review of cardholder’s limits and ensure appropriate

utilization. A copy of the review should be sent to the La Carte Administrator,

m) Reporting any misuse of card by cardholder.

n) Notifying the Administrator immediately upon separation, change in

department/section or during extended leave for any cardholders in which you are

the approver.

o) Completing exit review with cardholders and collecting /canceling card of exiting

employee. Card will be given to the LSUS Administrator to cancel and destroy.

p) Ensuring P-Card is obtained from the employee upon separation or change in

department/section and return card to agency program administrator.

q) Ensure that Program Administrator is notified if card is lost, stolen or has

fraudulent charges. Ensure card holder immediately notifies the bank as well.

r) Understanding that failure to properly fulfill responsibilities as a P-card approver

could result, at a minimum, in the following:

Written counseling which would be placed in employee file for a

minimum of 12 months

Consultation with agency program administrators, and possibly head of

agency and internal audit section

Disciplinary actions up to and including termination of employment.

Legal actions, as allowed by the fullest extent of the law.

13

E. RESPONSIBILITIES (continued)

3) La Carte Administrator’s Responsibilities:

a) Keeping abreast of program updates, sent via email and ensure all information is

distributed to the Department head, cardholders, CBA administrators, cardholder

approvers and any other agency personnel participating in the program.

b) Ensuring each program participant signs the agreement form ANNUALLY for

their role in the program (Including all you).

c) Ensuring that all participants in the program receive a copy of their signed

agreement form, a copy of or a web address for all policies or a printed copy of

the State Liability La Carte Purchasing Card and State Liability Travel Card

Policies as well as the LSUS internal purchasing card policy.

d) Ensuring that the card certification is taken and verified and that the program

participants have achieved a passing grade of at least 90. This is to be done at

initial participation into the program and then annually.

e) Requesting card users in WORKS and performing any maintenance necessary for

agency cardholders.

f) Issuing secure User ID’s for each cardholder, approver, CBA administrator,

accountant, auditors and agency program administrator in all WORKS

applications.

g) Maintaining a list of all card users’ names.

h) Reviewing end of the month documentation turned in by card holders to assure all

purchasing guidelines are followed, all supporting documentation is complete, all

receipts have been turned in and all required signatures have been obtained.

Monitor for abuse of card usage.

i) Retaining cardholder annual reviews performed by department heads and

cardholder approvers.

j) Running monthly reports as required.

k) Sending “Request for Exemption” Forms to the State Purchasing Office for

approvals when exemptions are requested by card holders department heads.

l) Monitoring all cardholder accounts that are not active and adjusting SPL’s and/or

monthly cycle limits accordingly.

m) Educating all cardholder, department heads, approvers, etc., on the La Carte Card

Policies, Procedures and Allowances.

n) Changing profiles as necessary in cases such as declared emergency by the

Governor

o) Canceling any inactive cards after a 12 month inactive period unless approved by

OST to change profile to $1.00 limit.

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F. CARDHOLDER’S GUIDE

1. Ethics

The Cardholder, as an authorized purchaser for Louisiana State University Shreveport,

must comply with the regulations relative to ethical conduct under the Code of

Governmental Ethics Chapter 15 of Title 42 of the Louisiana Revised Statues. All

purchases made with the La Carte Purchasing Card must follow the Executive Order for

Small Purchases currently in affect at the time of purchase.

In any involvement (direct or indirect) with outside purchases, the cardholder’s only

legitimate interest must be that of LSUS. A cardholder must not give, or even appear to

give, a preference to anyone at the expense of LSUS. Showing personal favoritism to any

supplier always has the potential effect of damaging the University’s reputation. Also

note that purchases cannot be made from business owned or operated by direct or indirect

family members.

Suppliers/vendors are LSUS’s business partners. Their imagination and creativity

supplement the skills of the University’s staff and faculty. The University expects quality

products and top performance from suppliers.

Should any questions, concerns, or problems arise, do not hesitate to contact the La Carte

Administrator in Purchasing

NOTE: A La Carte Purchasing Card should never be loaned or used for/by any other

employee other than the P-Card Holder whose name appears on the card.

2. WORKS (URL address: http://payment2.works.com)

WORKS is an on-line management and reporting tool that offers detailed transaction and

expense data on demand. It allows cardholders to view their account activity, reconcile

transactions, initiate disputes, and reallocate charges. All cardholders will be issued a

user ID with security rights and a password. The cardholders are to never share their user

ID and password and/or leave their work area while logged into the system or leave log-

in information lying in an unsecure area.

WORKS WORKFLOW is part of the WORKS system that captures transactions;

Workflow requires both cardholders and cardholder approver’s electronic signatures.

Workflow has the ability to maintain receipts and backup supporting documentation in

one central location through the scanning feature. It is mandatory that all receipts and

backup documentation be scanned into Workflow. This system allows for an additional

level of approvals, beyond the cardholder and approver. The system has the capability to

interface with accounting systems. Since LSUS in not an ISIS agency, LSUS La Carte

participants are mandated to utilize Workflow (including scanning), but are not required

to interface with the accounting system.

When using Workflow, all receipt and supporting documentation must be scanned and

tied to the applicable transaction and not as one image for all transactions.

During implementation & continuation of users into Workflow, the Cardholder’s

business email address must match the cardholder’s name on his/her La Carte Card.

(Another cardholder’s email may not be used without prior approval from the

Commissioner of Administration.

15

F. CARDHOLDER’S GUIDE (continued)

3. Card Maintenance

Contact with Bank of America for card set up will be handled by the La Carte

Administrator located in the Purchasing Department.

On occasion, it may be necessary to change information on a card. This should be done

by sending a Maintenance Request Form (Appendix B) to the La Carte Administrator.

Please include the cardholder’s name, social security number, and the changes desired.

The name on a card cannot be changed. The card must be canceled and a new application

completed.

New cards are issued for a period of two years, except those cards issued during the last

year of the Bank of America contract with the state. Upon expiration, the cards are

automatically renewed.

The La Carte Administrator will monitor cardholder accounts for cards that are inactive

for a 12 month period. These cards will be cancelled. A card that has been inactive for a

12 month period may only remain active by justification and approval from the Office of

State Travel. The La Carte Administrator will ask for this approval. If approval is

granted, the card must be suspended and profile changed to a $1.00 limit. If the card is

needed for a purchase at a later date the limit may be increased. (An example of this

situation is a card being maintained only for emergency situations.)

Lost or Stolen Cards:

The Cardholder must report a stolen, lost, or misplaced La Carte Card immediately

by calling Bank of America at 1-888-449-2273 (24 hours a day, 7 days a week, and 365

days a year). The affected card will be automatically suspended by Bank of America.

Also, immediately after reporting the incident to the bank, the cardholder must

notify the La Carte Administrator and complete the Card Replacement section of the

Maintenance Request Form (Appendix B) and send to the La Carte Administrator who

will issue the new card. If a card is located after reported lost or stolen, it must be

destroyed by cutting it in half and returned to the La Carte Administrator.

If a card is reported lost or stolen, immediately (which means as soon as the cardholder is

aware that it has been lost or stolen) there is no liability. Gross negligence in promptly

reporting a lost, misplaced, or stolen La Carte may result in the University seeking

reimbursement from the cardholder for unauthorized charges. See page 23 for contact

phone numbers.

The La Carte Administrator is required to close an account if a Cardholder: (a) transfers

to a different department and does not have purchasing authority for the new department

or (b) terminates employment.

16

F. CARDHOLDER’S GUIDE (continued)

4. Card use and limits

A Maximum single purchase limit per cardholder is $5,000. Higher limits may be

allowed with approval from the Office of State Purchasing & Travel. The request for

approval must be sent to the LSUS La Carte Administrator. The Administrator will

request the approval from the Office of State purchasing & Travel. Multiple purchases

may be made with the card for contract purchases, each day, up to but not exceeding

$5,000 per contract.

LSUS requires that certain types of suppliers/vendors be blocked from La Carte use—

tuition reimbursement, personal purchases, alcohol, cash advances, gifts, travel and

entertainment related expenses, such as hotels, gasoline (except in the event that the fuel

card program is not covered in certain areas, then the purchasing card may be used and

files must be completely documented), etc. Transactions will be blocked at the point-of-

sale level via Merchant Category Codes encoded in the card. For a list of restricted items,

please refer to page 26. Purchases cannot be made on the La Carte card to avoid

appropriate procurement or payment procedures.

5. Travel

The LSUS issued La Carte card can be used only for Airlines and Car Rental in accordance

with PPM49. The state does not allow gasoline or meals (food items) to be purchased on the

La Carte card. You must purchase these items on personal funds and be reimbursed.

The Travel Authorization Form must be completed and signed by the head of your

department prior to using your La Carte card for travel. A copy of the Authorization form

must be submitted with your report documentation at the end of the month.

Airline Tickets:

- Tickets must be purchased through the current state travel agency.

Car Rental:

- Car Rental Insurance is excluded from the purchase. If you choose to use the La

Carte Card for car rental, you will personally be responsible for insurance.

- Before renting a car, refer to the State Travel Regulations at

http://doa.louisiana.gov/osp/osp.htm . On the left side of this home page you will

see STATE TRAVEL. Click on the state travel to have access to the regulations.

You must strictly adhere to these regulations.

- The P-Card can be used for in-state rentals at Enterprise Rent A Car (MCC Code

3405), and for out-of-state rentals at Enterprise Rent A Car (MCC Code 3405),

National Car Rental (MCC Code 3393) and Hertz Car Rental (MCC Code 3357).

When traveling (PPM49) if unauthorized charges/overages such as meals, phone calls, etc. are

charged on an individual’s La Carte Card, the individual employee must reimburse LSU

Shreveport all of the unauthorized charges. The employee may pay LSUS with a check or with

assignment of wages. Failure to repay the unauthorized charges may result in permanent

revocation of card with disciplinary action of probation, suspension, demotion, or dismissal. A

record of the misuse of the card will be kept by the program administrator. If a second offense

occurs the employee’s card will be suspended or cancelled.

17

F. CARDHOLDER’S GUIDE (continued)

6. Placing orders using La Carte

Cardholders may use La Carte only for job-related purchases based on the limit set by the

head of their department in their profile. This limit is not to exceed $5,000 per

transaction. Ensure the materials to be purchased are not on the list of items that must be

procured through normal purchasing procedures. Record the alternate account on the

transaction log if the purchase is to be charged to a different account than the default

assigned to the La Carte.

Call, visit or fax the supplier/vendor selected to place the order or place the order on line

via the worldwide web.

Before the transaction begins, inform the vendor that the purchase is exempt from sales

tax. Louisiana State University Shreveport is generally exempt from paying Louisiana

sales tax on purchases; the Louisiana Department of Revenue has assigned 128-4900-001

as the exemption number for all La Carte purchases. The La Carte exemption number is

embossed on the front of every card. Most merchants accept the La Carte as sufficient

evidence of exemption, but some merchants require a copy of the sales tax exemption

certificate. Vendors may request a tax exemption certificate by faxing a request to 318-

795-4242 or calling in a request to the Purchasing Department at (318)797-5272.

The state is exempt from Louisiana State Tax. In the event state sales tax is inadvertently

charged and a credit is warranted, it will be the cardholder’s responsibility to request the

vendor/merchant (not Bank of America) issue a credit to the cardholder’s account. Tax is

not a disputable item to Bank of America.

LSUS is exempt from paying Louisiana state sales tax; however, in some circumstances

cardholder’s will be exempt from obtaining a credit from the vendor-merchant for state

sales tax charges of $25 or less. If a cardholder continually allows taxes for $25 or less to

be charged to the card, corrective measures will be taken.

To pay with the La Carte, the vendor will require the following information:

Name on the card , La Carte number, Expiration date and Billing address:

LSU Shreveport

One University Place

Admin. 108

Shreveport, LA 71115

Attn: La Carte P-Card

Note:

The State has worked with the Wal-Mart Corporate Office and Lowe’s to

establish a Customer Identification Number to designate tax-exempt status for all

purchases made with the La Carte Purchasing Card. The Customer

Identification Number to use when purchasing with your La Carte Card at

the following Louisiana stores are:

Wal-Mart stores: 192118 Office Depot: 13640443

Lowe’s: 042800023 Home Depot: 608801362

18

F. CARDHOLDER’S GUIDE (Placing Orders Continued)

Ensure that support documentation is adequate and sufficient to adhere to State and

LSUS Purchasing guidelines for recording of expenditures by containing the following:

Vendor name

Detailed listing of what was purchased, including item description, quantity and

purpose of purchase

Total dollar amount of purchase

Transaction date

Shipping address, if applicable

Supporting documents may include, but are not limited to:

Original sales receipt

Original packing slip

Original cash register receipt

Original order form or application

E-mail notification confirming order placed, item ordered, amount purchased

Copies are NOT acceptable.

All signatures on documentation must be original signatures. Stamped signatures are not

allowed unless an exception has been granted by the State Offices.

Note:

Documentation is required for all purchases and credits. For items purchased over the

counter, the cardholder should obtain the customer copy of the receipt. When

ordering by telephone, fax, or computer, the cardholder must obtain a packing list or

similar document. For items such as subscriptions and registrations, where the vendor

does not normally generate a receipt or packing slip, a copy of the ordering document

may be used. Acceptable documentation must include a line description and line item

pricing for the purchase.

Ask the vendor to provide an extended price packing list with each shipment, or a copy of

the La Carte sales slip and original receipts for each in-person purchase.

If placing an order over the Internet, there should be a screen showing how much the card

will be charged, including shipping. Print this page from the browser. When making an

on-line purchase, please consider the following:

1. Always use a secure web browser- Netscape Navigator 2.0 or later version and

any version of Microsoft Internet Explorer use Secure Socket Layer (SSL)

technology. 2. Know your merchant- read company’s privacy statement, disclaimer, terms and

conditions, warranties, and check to see if they use safe on-line shopping

technologies like SSL or Secure Electronic Translation (SET).

3. Ask how information is passed to a merchant and secured on their computer

system.

19

F. CARDHOLDER’S GUIDE (Placing Orders Continued)

4. Protect yourself with current information- the National Consumers League

provides information about telemarketing and Internet fraud- www.fraud.org.

Shipments to the cardholder’s home are NOT allowed. Shipments to other LSUS

locations and/or approved affiliated entities are permissible, provided there are

arrangements with the employee receiving the items to send the itemized receipt, packing

list, and any other documentation included with the shipment. This documentation will be

needed to attach to the La Carte transaction log.

Do not allow the supplier to make a partial shipment and back order the balance

and charge for the total quantity. Orders should be placed only when the total

shipment can be made.

If the La Carte is declined by the supplier/vendor, it may be because a) spending

limit has been exceeded, b) the vendor’s industry has been blocked from the card,

or c) the card was reported lost or stolen. If uncertain about the reason for the

decline, contact Bank of America at 1-888-449-2273 for an explanation. If the

decline was in error, the Cardholder should immediately contact the La Carte

Administrator ((318)797-5272) in the Purchasing Department for assistance. If

the purchase is being made outside normal business hours, the employee must

find an alternate payment method or terminate the purchase and contact the La

Carte Administrator during normal business hours.

Upon receipt of order:

Make sure the supplier/vendor correctly filled the order. Verify that all of the

items in the quantities received are specified on the La Carte receipt or packing

list.

Verify that sales tax was not charged to the invoice; if tax was charged, call the

vendor immediately for a credit.

Save the La Carte sales slip, itemized receipt or packing list, and shipping

documentation. Inventory type purchases (electronics, etc.) should have

“Received By” and a signature on the packing slip or other shipping

documentation and should be submitted with receiving documentation.

Provide expediting/order follow-up as necessary, including tracing lost shipments

and filing claims for damaged shipments. Request guidance in these areas from

the La Carte Administrator. However, the responsibility for ensuring receipt of

merchandise purchased on La Carte remains with the Cardholder.

20

F. CARDHOLDER’S GUIDE (Placing Orders Continued)

If the items received are moveable property and require tagging, (note: At this

time all electronics used to access the web are being tagged regardless of price)

send an email to the Purchasing Department (purchasing@lsus.edu) showing the

date received, item description and serial number (if applicable).

o For a list of moveable property that requires inventory tags go to

www.lsus.edu/offices & services/purchasing/property control procedures.

o NOTE: Failure to notify purchasing within two days of receiving items

that require inventory tags is an infraction of the LaCarte Procedures. If a

cardholder has a violation to this requirement, the cardholder will be at

risk of not being able to purchase any items that require inventory tags

and/or may result in the loss of their purchasing card privilege entirely.

7. Paying for La Carte purchases

The billing cycle with Bank of America is monthly. Payments via an electronic funds

transfer (EFT) will be made to Bank of America on a monthly basis. The cardholder will

reconcile and return the transaction log, original receipts, and documentation to the La

Carte Administrator in the Purchasing Department.

Retain copies of La Carte sales slips, itemized receipts, priced packing lists and

supporting documentation (such as brochure, advertisement, copy of a catalog page,

subscription order form, list of parts, etc).

Reconcile purchases reflected on the monthly statement received from Bank of America.

Review each charge to verify it is correct and agrees with the actual receipt. Attach

receipts for each purchase reflected on the transaction log. If item descriptions are not

provided on the receipt, indicate what was purchased and provide brief explanation for

non-traditional supplies.

A vendor’s billing date may be different than the order date. If an order is received in

more than one shipment, the dollar total of the receipts or packing slips from the partial

shipments may have been billed as one charge on the La Carte statement.

If only a partial shipment is received, only a partial charge should appear on the

La Carte statement.

A vendor’s billing name may be different than the name known to the cardholder.

Any reallocation of expenses to a grant or contract must comply with applicable account

restrictions and the policies of the sponsored project. Reallocation to/from a grant to

another account must occur within the same billing cycle in which the original expense

occurred. If transfers are not made in a timely fashion, and a grant is closed, the expense

will be charged to the cardholder’s departmental account.

21

F. CARDHOLDER’S GUIDE (Paying for La Carte Purchases Continued)

The transaction log must be signed by the cardholder and Department Head or his

designee certifying his review and approval. Send the signed transaction log and all

supporting documentation to the La Carte Administrator in the Purchasing Department.

The La Carte Administrator will review the transactions and forward to the Accounting

Department where they will ensure that the charges are distributed to the appropriate

accounts and retain the information for seven years.

When a P-Card holder is on extended leave and it is time for the monthly reconciliation,

the P-Card holder’s immediate supervisor or head of his department will be responsible

for reconciling to the employees monthly statement, signing off on the transaction log

and submitting the signed transaction log and all supporting documentation to the La

Carte Administrator and the WORKS Workflow System when implemented.

Be certain to track returns, credits, or disputed items for future weekly billing cycle

reconciliations. In case of returns, credits, or disputed items, the cardholder is responsible

for coordinating directly with the supplier and Bank of America.

After reconciliation, resolve any discrepancies.

8. Handling returns, exchanges, credits

Returns: If items are returned for any reason, the cardholder is responsible for contacting

the merchant and arranging for the return for credit.

Credits: The supplier should issue a credit for any item that has been approved for return.

Under no circumstances should the cardholder accept cash in lieu of a credit to the

La Carte account. Request a copy of the credit slip from the supplier. Keep it with the

other La Carte receipts and note the return information on the transaction log. This credit

may appear on a subsequent La Carte monthly statement. The Bank of America La Carte

Statement must be paid in full so any vendor credits will appear on future statements.

Exchanges: If the merchandise is exchanged, the cardholder is responsible for returning

the merchandise to the merchant and obtaining a replacement as soon as possible.

Documentation of the resolution of exchanges and returns is to be retained with the

support documentation of that purchase.

9. Disputed items and billing errors:

In the event the Cardholder finds items on the monthly memo statement that do not

correlate with retained receipts and supporting documentation, transactions not made

by the cardholder, incorrect transaction amounts, or if there is an issue with service or

quality, the cardholder’s first recourse is to contact the merchant to try to resolve the

problem.

22

F. CARDHOLDER’S GUIDE (Disputed items and billing errors Continued)

If the merchant agrees the error has been made, they will credit the Cardholder’s

account. The credit will appear on the next monthly memo statement. The cardholder

should check the next statement for credit. If the problem with the vendor is not

resolved, the Statement of Disputed Item should be completed and mailed or faxed

with required enclosure within 60 days from the billing close date (5th

of each month)

to:

Bank of America – Commercial Card Services Operation

P. O. Box 53101

Phoenix, AZ 85072-3101

Phone: (888) 449-2273 Fax: (888) 678-6046

A copy of the dispute form should be faxed to the La Carte Program Administrator, at

795-4242.

The transaction will be paid; therefore, it is important for cardholder to mark

purchasing documentation “DISPUTED”. Cardholder should retain a copy of the

disputed documentation and follow-up on future statements for credits.

All disputes must be identified in writing within 60 days of the billing statement.

Bank of America will then resolve disputes within 180 days.

Sales tax is not a disputable item. It is the responsibility of the cardholder to

ensure that merchants are advised that the purchase is sales tax exempt and

provide the tax exemption number.

The charge-back process:

Cardholder notifies Bank of America to initiate dispute by notifying via telephone (1-

888-449-2273) or fax (1-800-253-5846); cardholder also notifies the La Carte

Administrator who will follow the status of the claim.

Bank of America receives data and places the charge in dispute status. Bank of America

collects information necessary to support the charge-back, according to association rules,

with the cooperation of the cardholder.

Bank of America initiates the charge-back and the cardholder account is credited. The

item is removed from dispute status. The merchant's bank receives the charge-back and a

resolution period begins. If accepted, the merchant’s bank will debit its merchant and the

matter is closed. If not, the merchant’s bank will return the charge-back with

accompanying support documentation.

After reviewing the charge-back support documentation, Bank of America will:

Contact the La Carte Administrator and re-bill the account.

Contact the La Carte Administrator and execute a second charge-back if the

charge-back is disputed again (this must occur within a specified timeframe, as

regulated by the bank card industry).

23

F. CARDHOLDER’S GUIDE (Disputed items and billing errors Continued)

Nearly all issues can be resolved using this process. If the cardholder is unable to obtain

an acceptable resolution, contact the Department Head or his designee for assistance. The

total amount billed by Bank of America will be charged to the individual departmental

accounts and credits for disputed transactions will be posted to departmental accounts

when credits appear on the Bank of America billing.

10. Audits and controls

Auditing the disbursement of University funds for settlement of valid claims for goods

and services is the responsibility of the Purchasing and Accounting Departments.

Departments using La Carte must do so in accordance with the internal controls and audit

standards set forth by LSUS. Approval of an application for the use of the La Carte by the

appropriate Chancellor, Vice Chancellor, Director, Dean or Department Head signifies

agreement that all individuals using the approved cards will comply with the following

guidelines and internal controls:

All departments will ensure a separation of duties for processing La Carte

transactions. Audit and review of La Carte transactions for propriety of purpose,

proper documentation, use of appropriate account numbers, and approval for

payment will be performed and approved by someone other than the cardholder.

The P-Card holder shall never be the final reviewer/approver of his/her own

monthly transactions.

The La Carte Administrator will audit/review all transactions on a monthly basis

for propriety of purpose. Transactions will be audited for proper documentation

(receipts, invoices, packing slips, etc.) valid accounts, and that all corrections and

adjustments have been made in a timely manner. Charges not in compliance with

University and State policies will be immediately reported to the cardholder's

Department Head.

LSUS’ internal auditor will perform annual audits to assure that all LSUS and

State of Louisiana La Carte Policies and Procedures are being followed. All

findings will be reported to the La Carte Administrator and the Head of the

Purchasing Department.

After auditing all cardholder purchases, the Accounting Department will maintain

records of each La Carte transaction and the supporting documentation in an

auditable state in accordance with the record retention laws. This file will be

subject to periodic review by the Office of the Legislative Auditors and any other

duly authorized auditor. (Support documentation for restricted and grant

accounts must comply with University and granting agency requirements.)

Disposal of the records will be in accordance with University policy on record

retention.

Payments shall never be made directly to the bank.

A review of agency cardholders shall be conducted annually by each department

head. The review will cover cardholder limits and check to ensure appropriate

utilization. The department head shall send a copy of their review to the La Carte

Administrator. A file shall be maintained showing compliance with this

requirement.

24

F. CARDHOLDER’S GUIDE (Audits and controls Continued)

The La Carte Administrator will run once a month all reports shown on Appendix

E. These reports will be used to review compliance to the La Carte Program.

The La Carte Administrator will contact cardholders to explain or justify each

finding. Based on the explanation, LSU Shreveport will handle the situation

accordingly. Monthly certification that the above procedure has been conducted

must be submitted to the Office of State Travel. The certification will indicate

that agency personnel administering the P-card program have generated the

required reports, all requirements listed in the policy have been completed, and

necessary findings have been investigated, documented and handled

appropriately.

The state wide La Carte Purchasing Card Policy can be found at the following address:

http://www.louisiana.gov/osp/travel/lacartepcard.htm

11. Key Contacts- Who can I call?

TO REPORT A LOST OR STOLEN CARD, contact Bank of America at:

Phone: 1-888-449-2273

Fax: 1-800-253-5846

Fraud: 1-877-451-4602

Also notify the La Carte Administrator

The La Carte Administrator for Louisiana State University Shreveport is:

Procurement Specialist III, One University Place, Admin 108 Phone: (318) 797-5002 Fax: (318) 795-4242 Email: mary.preslar@lsus.edu

G. DECLARED STATE OF EMERGENCY USE

In the event the Governor declares a state of emergency, the P-Card may be changed to

allow higher limits. Certain MCC codes may be opened for employees who would be

active during the emergency situation, but not all employees. If this occurs, an emergency

profile will be set up in WORKS which shall not exceed the following limits, without

prior approval from Office of State Purchasing and Travel: SPL (Single Purchase Limit)

$25,000, Travel and Rest MCC Groups may be removed if determined to be necessary

for group accommodations. Cash MCC Groups will remain attached to the profile, as the

use of cash is NEVER allowed, even in emergency situations.

All Emergency Procurement rules, policies, procedures and/or executive orders must be

followed.

Once the emergency declaration has expired and/or higher emergency limits are no

longer necessary, the La Carte Program Administrator will return all cards to their

original profile in WORKS.

25

H. USE OF ON LINE PURCHASE SITES/AUCTION SITES/PAYMENT SERVICES

Amazon:

Purchases made from Amazon must be made on a standalone business account.

Purchases to Amazon must not be combined with an individual cardholder’s personal

account. This assures that agencies can access to view the account online while verifying

that all purchases were business related, email receipts were not altered and that all

purchases are being delivered directly to the university.

PayPal and EBay:

PayPal and EBay are restricted from purchases using the P-Card unless prior approval

has been given by the Program Administrator or the Director of Purchasing. If exception

is granted and you are allowed to use PayPal or EBay, purchases must be made on a

standalone business account. Purchases must not be combined with an individual

cardholder’s personal account. This assures that agencies can access to view the account

online while verifying that all purchases were business related, email receipts were not

altered and that all purchases are being delivered directly to the university.

I. CARD MISUSE

- Fraud: An employee suspected of having used the P-Card with the attempt to defraud the

state for personal gain or for personal gain of others will be subjected to an investigation.

If it is found that the actions of the employee caused impairment to state service, and the

findings are sufficient to support such action, the employee will be subject to disciplinary

action. The nature of the disciplinary action will be at the discretion of the university’s

appointing authority and will be based on the investigation findings and the record of the

employee. The investigation and ensuing action will be reported to the Legislative

Auditor, the Office of Inspector General and the Director of the Office of State

Purchasing and Travel.

- Non-approved Purchase: An unintentional misuse of the P-Card with no intent to deceive

the university for personal gain or for the personal gain of others.

Generally the result of a miscommunication between a supervisor and cardholder.

Cardholder mistakenly uses the P-Card rather than a personal card

- When a non-approved purchase occurs, the cardholder will be counseled to use more care

in handling of the card. The counseling will be in writing and maintained in the

employee’s file for no longer than one year unless another incident occurs.

- The employee will be made to pay for the item purchased inappropriately.

- If another incident occurs within a 12 month period, revocation of the employee’s card

will be taken into consideration by the LSUS La Carte Administrator.

26

J. PURCHASE FROM CONTRACT VENDORS

- When making P-Card purchases from any contract vendor, the P-Card holder is

responsible for having printed documentation showing the current contract number, the

item on contract and the current contract price. (This includes all contract pricing, State

Contracts as well as LSUS Bid Contracts).

K. P-CARD HOLDER TERMINATION OF EMPLOYMENT OR CHANGE IN DEPARTMENT

- Upon termination of an employee or the employee changing departments, the La Carte

Administrator will collect, cancel and destroy the employee’s P-Card.

- The supervisor/approver will conduct a P-Card exit review with the card holder. (If the

supervisor/approver is out of the office at that time, the La Carte program administrator

shall conduct the review). The review will consist of all current charges on the account.

Prior to the employee leaving, the employee’s supervisor and/or the P-Card

Administrator will verify that all supporting documents, receipts and required signatures

have been obtained, and that the card is returned to the program administrator. The

Administrator will cancel/destroy the card and remove the employee’s name from the

approvers list of responsibilities.

L. REPORTING ABUSE OF P-CARD

- Abuse may be reported anonymously to the State of Louisiana Inspector General’s Fraud

and Abuse Hotline at 1-866-801-2549

- http://oig.louisiana.gov/index.cfm?md=pagebuilder&tmp=home&nid=3&pnid-

0&pid=4&catid=o

27

M. RESTRICTED PURCHASES

- Alcoholic Beverages; Liquor Stores

- Alimony

- Bail Bond Payments

- Bands, Orchestras, or Entertainers

- Bars, Lounges

- Cash Advances, Wire Transfers, Money Orders

- Capital Equipment

- Cell Phones, Cellular Phone Service Contracts, Blackberries

- Child Support

- Compressed Gases

- Court Costs

- Entertainment Costs- tours, theatre, golf etc.

- Explosives, Ammunition, and Weapons(unless approved by the Program Administrator or

Director of Purchasing)

- Restaurants / Meals / Fast Foods

- Fines

- Gasoline / Fuel

- Gift, Novelty, Card and Souvenir Shops

- Gift cards or Gift certificates

- General Contractors

- Golf Courses

- Hotels/Motels

- Holiday items (decorations for office, cards)(unless approved by the Program Administrator

or Director of Purchasing)

- Improvement to facilities (new construction, alterations, modifications, remodeling) inclusive

of carpet, draperies, mini-blinds, locks, locksmith supplies for permanent structure (unless

approved by the Program Administrator or Director of Purchasing)

- Insurance Premiums

- Jewelry Stores

- Legal Services

- On-line auction sites (ex. E-Bay) and payment services (ex. Pay Pal) (unless approved by the

Program Administrator or Director of Purchasing-exceptions will be for special cases only)

- Pawn Shops

- Personal, professional, and consulting service contracts

- Personal purchases

- Service which require a vendor to come on to campus

- Tax Payment

- Temporary Help Services

- Tips

- Tuition at LSUS for employees

- Vehicle Maintenance

- Any transactions that would result in additional payments being charged to your P-Card, such

as automatic renewals or monthly payments.

- Unusual items (any items appearing inconsistent with a department’s mission).

*Other approved exceptions can be made by the Program Administrator or the Director of

Purchasing.

28

Appendix A 03/12

LSU SHREVEPORT

LA CARTE ENROLLMENT FORM

This form must be completed for all Cardholders. Please complete entire form.

Please type.

Section One: Cardholder Information:

Name on card

LSUS Chancellor/

Vice Chancellor Level

Employee

PID#

LSUS Department E-mail

address

Room#/Building Phone #

City, State Zip Pay Type [ ] Salary/Academic/Adm

[ ] Wage/Civil Service

Dept Contact Name

(Department Head or

his designee)

Contact e-

mail

Contact phone#

Section Two: to be completed and signed by Department Head Single transaction limit $ (max $5,000) NO CASH ACCESS

Spending limit per month $

Number of transaction limit

per month

Number of transaction limit

per day

Dept Default Account#

I approve the above-named individual’s use of a La Carte purchasing card.

________________________________________________________________________

Date Department Head Signature Title

_____________________________________________________________

For Purchasing Department use only. HIERARCHY

Level 3: Louisiana State University Shreveport

Level 4:

Level 5:

Level 6:

Processor Date:

29

Appendix B 03/12

LSU SHREVEPORT

LA CARTE MAINTENANCE

Cardholder’s name __________________________________ LSUS PID# _____________________ (Please print name as it appears on card)

Cardholder

Dept. ________________________________________ Acct # ___________________________

Name Change

NAME CHANGE

Name as it appears (please print) Correct name (please print)

Correct LSUS PID #:

Card Replacement

CARD REPLACEMENT

[ ] Lost [ ] Stolen [ ] Embossing error [ ] Mutilated Comments

Cancellation/Reinstatement

CANCELLATION/REINSTATEMENT

[ ] Cancellation [ ] Other [ ] Reinstatement Comments

Budget Number Transfer

ACCOUNT NUMBER TRANSFER

From account # ____________________ to account # ____________________

Sponsored Program Accounting

Departmental approval: Printed name ______________________________

E-mail add. ______________________________

Date ___ /_____/20___ Signature ______________________________

Processor _____________________________ Date _____/_____/20___

30

Appendix C LSU SHREVEPORT 03/12

LA CARTE DISPUTED ITEM

Bank of America Commercial Card Services Fax 1-888-678-6046

Cardholder Name ___________________________________ Dept contact name _________________________________________ (Please print name as it appears on card) Cardholder Account Number _______________________________ Contact phone/e-mail ____________________________________________

Statement Date Transaction Date Merchant Name/Description Amount Posting Date Reference No

Check the description most appropriate to your dispute. If you have any questions, call Bank of America at 1-888-449-2273. [ ] 1. Alteration of Amount: The amount of the sales draft has been altered from $_____________________ to $_____________________. (Please include copy of sales draft.) [ ] 2. Unauthorized Mail or Phone Order: I certify the charge listed above was not authorized by me. I have not ordered merchandise by phone or mail, or received goods and services as represented above. [ ] 3. Cardholder Dispute: I did participate in the above transaction; however, I dispute the entire charge, or a portion thereof, in the amount of $_____________ because _________________________________________________________________________________________________________________ [ ] 4. Credit Not Received: The merchant has issued a credit slip to me for the transaction listed above; however, the credit has not posted to my account. The date on the voucher is between 30 and 90 days old. (Please include a copy of the credit voucher.) [ ] 5. Imprinting of Multiple Slips: The above transaction represents multiple billing to my account. I only authorized one charge from this merchant for $____________. I am still in possession of my card. [ ] 6. Merchandise Not Received: My account has been charged for the above transaction, but I have not received this merchandise. I have contacted the merchant. [ ] 7. Merchandise Not Received: My account has been charged for the above transaction, but I have since contacted this merchant and canceled the order. I will refuse delivery should the merchandise be sent. [ ] 8. Merchandise Returned: My account has been charged for the above transaction, but the merchandise has been returned. Provide a description of the circumstances. (Please include postal receipt if applicable.) [ ] 9. I am no longer disputing this charge. Cardholder signature ___________________________ _____/_____/20____ E-mail address ________________ Phone # _______________________ * * * Forward this as documentation to the La Carte Administrator. * * *

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Appendix D LSU SHREVEPORT 03/12

LA CARTE TRANSACTION LOG

Cardholder Name __________________________________ Activity Month__________/200__ Department Name__________________________________ Default Account #__________________________________

No Date of Transaction

Vendor Name Purchase Item, Quantity & Description

Purpose for Purchase

$ Amount Alt. Acct. Name

Alternate Account(s) To charge with this purchase

1

2

3

4

5

6

7

Total $ Cardholder Signature___________________________________ Purchasing Signature__________________________

Authorized Signature___________________________________ NOTE: Accounting Services is responsible for auditing all travel purchases made on this card.

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Appendix E

LaCARTE PURCHASING CARD PROGRAM AUDITING REPORTS

The following Reports will be run monthly by the LSUS LaCarte Administrator

Report Name Used For Repor-Should Produce System

ACTIVITY IN CLOSED/SUSPENDED ACCOUNT

Displays transactions that occur in closed/suspended accounts

All transactions should be reviewd to ensure that they are valid and documented accordingly.

INTELLLINK "RULES"

AIRLINE INCIDENTALS (Less than $25, $25, $50, $75, & $100)

Transactions with Airlines which potentially could be for incidentals and/or baggage fees, which are not allowed by state policy.

Unless approval had been received these charges are not allowed and all results must be documented.

INTELLLINK "RULES"

HOTEL INCIDENTALS Captures purchases under $50 for potential hotel incidentals which are not allowed in state policy

Unless approval had been obtained these charges are not allowed and all results must be documented.

INTELLLINK "RULES"

NON-CONTRACTED CAR RENTAL COMPANY RULE

Caputures transactions with non-contracted car rental companies

Only allowed rentals are Contract Rentals with Enterprise, National or Hertz. All results must be documented.

INTELLLINK "RULES"

SPLIT PURCHASES BY CARDHOLDER Detects split purchases. Same Day/Same Vendor purchases

Must be reveiwed and must be documented accordingly

INTELLLINK "RULES"

SINGLE TRANSACTIONS EXCEEDING $5,000

Detects transactions exceeding $5,000 Not allowed without prior aproval from the state. Must be reviewed and all results documented.

INTELLLINK "RULES"

DECLINE REPORT Displays declined attempts for cardholders which are trying to use the card for purchases/vendors which are not allowed

Cardholder must justifies why the purchase was attempted and agency should handle accordingly. All results must be documented.

BOA WORKS REPORTING

SYSTEM

CARD STATUS REPORT Shows the status of each card by listing cardholders name, profile, single transaction limit

Used to verify that each cardholder has been assigned the correct profile and all limits are correct.

BOA WORKS REPORTING

SYSTEM