La Carte Purchasing Card Program

1. La Carte Purchasing Card Program Southeastern Louisiana University

2. 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

3. La Carte P-Card Program • Who Issues the Card?

4. View of La Carte • LA State sales tax exempt number • 128-4900-001 • Cardholder’s name • Southeastern La. University

5. 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

6. 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 MCC’s will cause the transaction to decline at the POS.

7. 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 isNOTallowed. Artificially splitting a purchase is a violation of State law.

10. 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

11. Authorized Purchases Office Supplies (Venable Office Supply and Texas Books ONLY) Books and Subscriptions Scientific and Lab Supplies Institution Memberships IndividualMemberships (require approval form) Conference Registration Mail Transportation Services

13. 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.

14. Cardholder Responsibilities • Directly responsible for appropriate card use • Sharing & lending cards isNOTallowed • 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

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

16. Procedures: Place the Order • Purchases in Person • Purchases by Telephone, Fax • Purchases via the Web

17. 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 exemptBEFOREthe transaction begins • Obtain detailed receipt and retain all documents • Sign Off on all purchases within two days of email notification from the WORKS system.

18. In all La Carte purchasing situations: • BEFOREyou make a p-card purchase, always ask a vendor if they are a 1099 reportable • 1099 reportable vendors arenot allowedon 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 namedoes nothave “INC.”, “CORP”, or “PC”

19. Taxes 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 cardholder’s responsibility to request a credit to the cardholder’s account

20. Required Documentation • Cardholders MUSTcollect 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

21. 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

22. 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)

24. 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.

25. 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 shouldNOTbe listed on the travel expense account form. Please note that the registration fee including the amount paid was with your P-Card if applicable.

26. 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

27. Procedures: Shipping • Shipments to a cardholder’s home areNOTallowed

28. Procedures: Returns & Credits • The cardholder is responsible for contacting a vendor & arranging a return for credit: • DO NOTaccept cash in lieu of a credit • Request Return Authorization Number • Request credit slip/memo • Credits will appear on future statements

29. 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.

30. Lost or Stolen Cards • Notify Bank of Americaimmediatelyby 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.

31. Other Important Information • P-Card is to be used for official business only • WILL NOTaffect your personal credit • Violators of policies and procedures will be disciplined on an individual basis

32. 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

33. 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 PRIORto initiating the Purchasing Card transaction.

34. 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.

35. Key Contacts • Bank of America • Report card lost or stolen: • 1-888-449-2273 Scott Morrow Procurement Card Manager 985-549-5323 smorrow@selu.edu Fax- 985-549-3810

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

37. Questions?