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

2. Introduction Introduction What Is It? What Is It? LaCarte (P-Card) is a university owned VISA credit card that is used to make small dollar purchases directly from vendors. 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. 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 Carries a corporate liability

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

4. View of La Carte View of La Carte LA State sales tax exempt number LA State sales tax exempt number 128-4900-001 128-4900-001 Cardholders name Cardholders name Southeastern La. University Southeastern La. University

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

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

7. La Carte P-Card Program La Carte P-Card Program How Much Can I Spend? How Much Can I Spend? LaCarte p-card purchases may not exceed $1,000 per transaction (including shipping and handling). 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. 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.

10. 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

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

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.) internal and external 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 be purchased through Computer Resales, NOT with the P-Card.

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

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

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

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

19. Notes About Sales Tax Notes About Sales Tax Some vendors may require a copy of the State sales tax exemption certificate 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 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 If sales tax is charged, it is the cardholders responsibility to request a credit to the cardholders account Taxes

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

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

22. Procedures: Lost/Missing Receipts Procedures: Lost/Missing Receipts Contact vendor to get a receipt- fastest and simplest method Contact vendor to get a receipt- fastest and simplest method Copies of receipts are acceptable only when originals are not available 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) 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 Procedures: Lost/Missing Receipts This form should be included in the monthly reconciliation paperwork. This form should be included in the monthly reconciliation paperwork. The use of this form should be the exception and not the rule. 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. 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: 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. 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.

26. 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 M4 2400 N Oak Street / BLDG M4 Hammond, LA 70402 Hammond, LA 70402

27. Procedures: Shipping Procedures: Shipping Shipments to a cardholders home are NOT allowed Shipments to a cardholders home are NOT allowed

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

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

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

31. Other Important Information Other Important Information P-Card is to be used for official business only P-Card is to be used for official business only WILL NOT affect your personal credit WILL NOT affect your personal credit Violators of policies and procedures will be disciplined on an individual basis 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: Failure to comply with all P-Card policies and procedures may result in the following: Payroll deduction Payroll deduction Account suspension/deactivation Account suspension/deactivation Permanent loss of the card Permanent loss of the card Notification to administration, internal audit, and University police Notification to administration, internal audit, and University police Possible employment suspension or dismissal 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 PRIOR to initiating the Purchasing Card transaction.

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

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

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

37. Questions? Questions?