LaCarte Program
User’s Guide
Purchasing Card Policies and Procedures
December, 2014
http://www.lsuhsc.edu/administration/supplychain/la_carte_card__p-card.aspx
LSU Health Sciences Center
LaCarte Purchasing Card Program
Table of Contents
Page
Introduction
1. Introduction and purpose
2. Benefits
3. Travel
4. Departmental decisions
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2
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Cardholders’ Guide
1. Ethics
2. WORKS
3. Card maintenance
4. Card use and limits
5. Card misuse
6. Placing orders using LaCarte
7. Required Documentation
8. Paying for LaCarte purchases
9. Handling returns, credits and disputed items
10. Audits and controls
11. Key Contacts – Who can I call?
12. Restricted Purchases
13. Additional Documentation
14. Definitions
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6
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7
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10
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12
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15
15
16
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Appendices
Appendix A- LaCarte Enrollment form
Appendix B- LaCarte Cardholder Agreement form
Appendix C- LaCarte Approver Agreement form
Appendix D- LaCarte Disputed Item form
Appendix E- On-Campus Prior Approval form
Appendix F- Request for exception form
Appendix G- LaCarte Transaction Log
1. Introduction and purpose
Welcome to the LSU Health Sciences Center LaCarte Purchasing Card Program. The purchasing
card, known as the LaCarte Card, is a credit card issued to authorized employees for the purpose of
making small-dollar purchases. The purpose of the purchasing card program is to establish a more
efficient, cost-effective method of purchasing and paying for small dollar transactions as well as high
volume repetitive purchases. LaCarte 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 books, subscriptions, computer
accessories, materials, and supplies. Many items that are purchased today may be candidates for this
program.
The LaCarte Card is “programmed” with a range of information:
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Cardholder’s identity
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Billing cycle (6th to the 5th)
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Default chart string to which purchases are to be charged
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Dollar limits for cardholder’s purchases
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Maximum dollar amounts per monthly cycle period
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The types of merchants (merchant category code (MCC)) that may or may not be utilized
The credit card the State of Louisiana has selected is VISA provided by Bank of America. This
LaCarte card will be accepted by any vendor who accepts VISA. Using their LaCarte Card, 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 LSUHSC, to
comply with the policies and procedures as set forth in the LSUHSC LaCarte Cardholder’s Guide
(see page 6), and to comply with all University procurement guidelines. Adherence to policy allows
continued processing savings, ensures accountability, and provides an audit trail for LaCarte Card
purchases. A monthly electronic funds transfer is made to the issuing bank to pay for all LaCarte
Card purchases submitted to the bank by the merchants.
2. Benefits
Cardholder Benefits:
The LaCarte Card is convenient. It provides a better method for users to make authorized purchases
directly from vendors. When using the card, you will be able to obtain goods much faster and easier
than before.
University Benefits:
The University benefits from reduced paperwork and processing time at all levels. 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 month to Bank of America, the card provider.
Vendor Benefits:
Use of the LaCarte Card ensures the vendor more timely payment, as they will receive payment
directly from Bank of America within 48 to 72 hours.
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3. Travel on LaCarte
The LaCarte program has been expanded to allow for the payment of business travel expenses. Allowable
travel expenses on LaCarte are limited to airfare, lodging, conference registration fees and rental cars.
Enterprise Rent-A-Car must be used for in-state vehicle rentals; either Enterprise/National or Hertz must
be utilized for out-of-state rentals.(account numbers Enterprise: NA1403; Hertz: 70592)
The maximum single transaction limit for travel is $5,000 (monthly maximum of $40,000). State and
University travel regulations must be followed when using LaCarte for payment of travel expenses (PPM-49
and PM-13). Incidental travel expenses are not allowed (see below). Travelers must provide a personal credit
card upon hotel check-in for incidental expenses. Upon completion of their trip, reimbursement for meals
and incidentals may be submitted through the check request process. If an unallowable travel expense is
placed on the LaCarte p-card, deductions will be taken from the traveler’s reimbursement request.
Per PM-13 (LSU System travel regulations), travel reimbursement requests should be submitted by the
15th day of the month following the completion of travel. If no additional travel expenses are incurred
and/or no travel reimbursement is sought, the traveler is required to submit a zero balance travel
voucher. After the window to submit travel vouchers expires, the traveler will be contacted regarding
late submissions of travel reimbursement and/or zero balance vouchers. If travel reimbursement
vouchers or zero balance vouchers are not submitted timely, a payroll deduction may be taken from the
traveler for any un-allowed travel expenses charged to the LaCarte card and the LaCarte card will be
suspended.
Disallowed travel expenses:
 Meals (including room service)
 Phone charges
 Tolls
 Tips
 Alcohol
 Telephone calls
 Internet/Wi-Fi
 Gasoline
 Parking and valet charges
 Baggage fees
 Movies
 Taxi and shuttles
 Miscellaneous incidentals
 Personal travel expenses
4. Departmental decisions
To assist in determining departmental need for a LaCarte Card, a “yes” answer to any of these
questions indicates further consideration would be merited.
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Does the department place many small dollar purchase orders or direct pay requests?
Does the department make frequent pick-ups at local suppliers/vendors?
Does the department experience problems (1) reconciling purchase orders or (2) missing
direct charge invoices for expenditures charged to department account?
Does the department receive calls from vendors for payment of small dollar purchases?
Once it has been determined that LaCarte would be beneficial for the department, consider
further the following questions:
a.Who will be cardholders?
A LaCarte Card can be issued, with Department Head/Business Manager approval, to any fulltime employee of LSUHSC who will be making small dollar purchases. The Department
Head/Business Manager submits an enrollment form with the following information for each
employee authorized to use the card:
1. Name (to appear on card)
2. Employee ID & SSN(last four digits)
3. E-mail address
4. Office address and phone number
5. Default PeopleSoft speed type
6. Department contact name, phone number, e-mail address
7. Department
8. Spending limits per month
The p-card will be embossed with the State of Louisiana, the State’s sales tax exemption number,
the employee’s name, LSU Health Sciences Center, and the account number.
Training is mandatory for all LaCarte card program participants. During the LSUHSC
conducted training class, program participants learn how the program works, how to use the
card, where it can be used, and what the cardholder responsibilities are under the program.
Cardholders will be given a copy of LSUHSC’s LaCarte policy along with a copy of the State’s
LaCarte policy. Applicants must show their LSUHSC ID and sign a cardholder agreement form
in order to receive a LaCarte p-card. In addition to agency training, all program participants must
complete the State’s online certification and pass with at least a score of 90
(https://leo.doa.louisiana.gov/irj/portal)
Both training components, along with a signed agreement form applicable to the employee’s role
in the program, are to be completed by program participants annually.
Cardholders should notify the Program Administrator if any fraudulent activity is noticed as the
card may need to be cancelled and another card issued. In addition, the cardholders should notify
the Program Administrator if card use has changed and if lower or higher limits are necessary.
Requests for higher credit limits must be approved by the cardholder’s Business Manager or
Department Head. Cash should never be accepted in lieu of a credit to a cardholder’s account.
b. What is the department’s role?
The Business Manager or another appropriate party designated by the Department Head will be
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responsible for reviewing transactions of individual cardholders to ensure the transactions are
legitimate business expenses and are charged to the appropriate PS account/speed type. Business
Managers or responsible parties must receive training before any employees in the department
obtain a card as well as attending the appropriate training if they themselves are cardholders.
Responsibilities include:
1. Reviewing all LaCarte transactions and attaching all supporting documentation to the
transaction log.
2. Reallocating the PS speed type in WORKS if a purchase is to be charged to a speed type
other than the default.
3. Reallocating the default PS account chart field to the appropriate expense account in
WORKS.
4. Attaching electronic receipts to transactions in WORKS; however, this responsibility may be
given to the cardholder at the discretion of the department.
5. Electronically signing off on transactions as an approver in WORKS.
6. Submitting a maintenance request for changes to a user’s profile or account information.
7. Completing and sending the Disputed Item form for disputes with vendor and/or Bank of
America.
8. Notifying the LaCarte Administrator of any disputed charges.
9. Notifying the LaCarte Administrator of lost or stolen cards.
10. Requesting the LaCarte Administrator cancel a cardholder’s card (e.g., terminated
employees, transferring departments, or loss of LaCarte Card privileges).
11. Collecting canceled cards from cardholders and forwarding to the LaCarte Administrator.
12. Ensure all receipts and supporting documentation are obtained for LaCarte charges belonging
to a departing/terminated employee.
13. Retaining copies of LaCarte Card receipts and supporting documentation-at departmental
discretion.
14. Send copies of taggable asset receipts to Asset Management and ensure proper reallocation.
15. Ensure travel prior approval forms are complete and marked with the appropriate form of
payment. Cross check any travel expenses paid on the p-card with a traveler’s reimbursement
voucher to make sure expense is not claimed.
16. Ensure department cardholders have gone through proper LaCarte training.
17. Assisting cardholders with erroneous declines and emergency transactions.
18. Provide appropriate cross-training within the department to ensure coverage.
c. To which budget PeopleSoft chart string will cards be assigned?
Each card is assigned a default PeopleSoft speed type approved by the Department Head/Business
Manager. All purchases will be charged against this default speed type. The cardholder or department
Business Manager may change this speed type for a specific purchase or split the charge to multiple
chart strings. Likewise, each card is assigned the following default PeopleSoft expense account547250. All charges must be reallocated in WORKS from this account to an appropriate PeopleSoft
account by the end of the monthly billing cycle. Only one card will be issued to each cardholder.
d. Who will reconcile the LaCarte Card transactions?
The cardholders should retain all original receipts. The cardholder will be responsible for tracking,
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and reconciling all purchases to their monthly memo statement. The cardholder should then provide
all receipts to their Business Manager or responsible party who will review all information for
accuracy and completeness and submit the documentation to the LaCarte Administrator in Accounts
Payable.
e. Who will perform expense reallocations?
The Business Manager 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.
LaCarte Cardholder Users’ Guide
The Cardholder Users’ Guide provides general guidelines for using the LaCarte Purchasing Card.
Please read it carefully. Your signature on the Cardholder Agreement shows that you understand the
intent of the program and agree to follow the established guidelines. The success of the LaCarte
Purchasing Card Program and its continued use depends on your participation and cooperation.
Please be sure to read and follow the program guidelines as specified within this Guide.
The LaCarte Card may be issued to any full-time employee authorized by the Department Head/Business
Manager.
The LaCarte Card should be safeguarded with the same level of care that is given to personal credit cards.
Sign the card immediately upon receipt.
Keep the LaCarte Card in an accessible but secure location.
Guard 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.
LaCarte is a University corporate charge card program and will not affect your personal credit. However,
it is the cardholder’s responsibility to ensure that the LaCarte Card is used within guidelines stated herein.
Failure to comply with program guidelines may result in:
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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 LaCarte Administrator reserves the right to revoke or request the retrieval of the LaCarte Card at any
time and the card must be returned upon request.
1. Ethics
The Cardholder, as an authorized purchaser for LSU Health Sciences Center, 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 LaCarte Purchasing Card must follow
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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 LSUHSC. A cardholder must not give, or even appear to give, a preference to
anyone at the expense of LSUHSC. Showing personal favoritism to any supplier always has the
potential effect of damaging the University’s reputation.
Suppliers/vendors are LSUHSC’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 LaCarte
Administrator (page 16).
2. Works
WORKS URL address: https://payment2.works.com/works/
WORKS is a secure, web-based 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. This system will interface with PeopleSoft.
All cardholders will be issued a user ID with security rights and a password.
3. Card maintenance
Contact with Bank of America for card set up will be handled by the LaCarte Administrator located
in Accounts Payable. On occasion, it may be necessary to change information on a card. This
should be done by sending an e-mail to dburli@lsuhsc.edu. The e-mail must be from or forwarded by
the cardholder's Department Head/Business Manager.
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 three 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 CARDHOLDER must report a stolen, lost, or misplaced LaCarte Card IMMEDIATELY
by calling Bank of America at 1-888-449-2273 (24 hours a day, 7 days a week, 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 LaCarte Administrator and
complete the Card Replacement section of the maintenance form and send to the LaCarte
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 LaCarte 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 LaCarte Card may result in the University seeking reimbursement from the
cardholder for unauthorized charges. See page 15 for contact phone numbers.
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The LaCarte 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. In addition to the above reasons for closing an account, a cardholder may be subject to
disciplinary action, up to and including termination, for any of the following reasons:
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The LaCarte Card is used for personal or unauthorized purposes.
The LaCarte Card is used to purchase alcoholic beverages or any substance, material, or
service violating policy, law or regulation pertaining to the State of Louisiana or LSU Health
Sciences Center.
The Cardholder splits a purchase to circumvent procurement regulations and the
limitations of the LaCarte.
The Cardholder continually fails to adhere to all of the LaCarte policies and procedures.
4. Card use and limits
LSUHSC requires that certain types of suppliers/vendors be blocked from LaCarte use—tuition
reimbursement, personal purchases, alcohol, cash advances, gifts, personal travel and entertainment
related expenses. Transactions will be blocked at the point-of-sale level via Merchant Category
Codes encoded in the card. Please refer to the listing on page 18 for a list of restricted items.
Small Purchase Executive Order, Section 6, reads “In the absence of a good faith business basis, no
purchase or procurement shall be artificially divided within a cost center or its equivalent, to avoid
the competitive process or the solicitation of the competitive sealed bids.” No competition is required
for purchases not exceeding the $5,000 single transaction limit. Purchases should never be
artificially divided to avoid the LaCarte policy limits. Current Purchasing policies, rules and
regulations, Louisiana Statutes and/or Executive Orders must always be followed during the use of
the LaCarte p-card. The standard single purchase limit (SPL) for a single transaction is $5,000.
However, some Business Managers or Department Heads may elect to authorize only a $1,000 single
purchase limit for certain cardholders within their departments. The University’s Procurement Rules
and Regulations must always be followed when using the LaCarte purchasing card regardless of the
cardholder’s single purchase limit. LaCarte is simply a payment method and the “procurement need”
as a whole must be evaluated to ensure LaCarte is the appropriate payment method. Whenever the
“procurement need” exceeds $5,000, competitive pricing may be required and the “requisition to
purchase order” process should be followed. Questions regarding competitive pricing procedures
should be addressed to the Purchasing Department at (504) 568-4814.
Cardholder single transaction and monthly credit limits will be reviewed annually to ensure
appropriate utilization. In collaboration with the department Business Managers, the Program
Administrator may adjust limits to better coincide with the cardholders previous and anticipated
spending patterns.
Exceptions to Single Purchase Limit:
With the approval of the Department Head and the LaCarte Program Administrator, the standard
single purchase limit can be increased to $25,000 to allow the cardholder to make scientific and
laboratory purchases. Cardholders granted the single purchase limit of $25,000 to purchase
scientific and laboratory supplies are subject to the $5,000 limit for all other purchases.
With the approval of the LaCarte Program Administrator and the Office of State Purchasing,
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exceptions to the $5,000 single transaction limit can be made for non-competitive purchases. These
exceptions are given consideration on a case by case basis. Please contact Danielle Burlison for
guidance through this process.
Fraud Purchase – Any use of the procurement card which is determined to be an intentional attempt
to defraud the University.
An employee suspected of having misused the procurement card with the intent to defraud LSUHSC
will be subjected to an investigation. Should the investigation result in findings which show that the
actions of the employee have caused impairment to the state service, and should those findings be
sufficient to support such actions, the employee will be subject to disciplinary action. The nature of
the disciplinary action will be the prerogative to the appointing authority and will be based on the
investigation findings and the record of the employee. Any such investigation and ensuing action
shall be reported to the Legislative Auditor and the Director of the Office of State Purchasing.
Any recognized or suspected misuse of the p‐card program should be immediately
reported to the program administrator and may be anonymously, reported to the
LSU System www.lsu.ethicspoint.com or through the State of Louisiana Inspector General’s Fraud
and Abuse Hotline at 1‐866‐801‐2549
Non-Approved Purchase – A purchase made by a cardholder for which payment by LSUHSC is
unapproved. A non-approved purchase differs from a fraud purchase in that it is a non-intentional
misuse of the procurement card with no intent to deceive the University.
An example of a non-approved purchase could occur when the cardholder mistakenly uses the
procurement card rather than a personal card. In this situation, the cardholder will be counseled and
given the opportunity to submit a personal check to repay the University for the non-approved
purchase. Any personal purchases charged to the LaCarte card should be reimbursed via check and
include the 9% sales tax. If a check is not received timely, per the cardholder agreement, steps will be
taken to pursue a payroll deduction; the 9% sales tax will be included with this amount.
If incidents of non-approved purchases reoccur within a twelve month period, card revocation will be
considered.
SUSPENSION / REVOCATION OF P-CARD PRIVILEGES
The responsibility of the individual cardholder is a critical component of the LaCarte P-Card
Program. This includes using the card for allowable purchases, staying within the $5,000 maximum
per transaction limit, allocating, signing off and attaching scanned receipts in WORKS, and
submitting the monthly cardholder report package with all receipts on time.
Late Monthly Submissions:
A cardholder who fails to submit her/his monthly cardholder report package five business days after
the close of the billing cycle (5th of every month) is considered late in the submission.
Cardholder accounts for which the LaCarte documentation is not received by the beginning of
the next billing cycle (6th of each month) will be automatically suspended. An email will be sent
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to advise the cardholder (and their approver) that their P-Card privileges will
be suspended until the completed monthly report package has been received. Once it has been
received and reviewed, the P-Card Administrator may reinstate the card privileges. If receipts are
never received, the cardholder may be held personally responsible for the reimbursement of the
charges incurred within the billing cycle. Also, if the P-Card Administrator determines that the
cardholder has established a pattern of late submissions, the card privileges may be permanently
revoked. This decision is made at the discretion of the Administrator, based on the number of late or
incomplete submissions and may take into account possible mitigating circumstances for any given
cardholder.
Incomplete Monthly Submissions:
There are times when a cardholder may submit the monthly cardholder report package on time, but
during the course of auditing, it is determined that the submission is incomplete.
This could be due to a missing itemized receipt, missing documentation, etc.
At the point the submission is determined to be incomplete, the P-Card Administrator advises the
cardholder (and LaCarte card log sign off supervisor) by e- mail that the submission is incomplete
and explains what is needed to correct the submission. If extenuating circumstances for the missing
receipt/supporting documentation do not exist, LaCarte documentation that is not received by the
beginning of the next billing cycle (6th of each month) will be automatically suspended. If the
problem is not rectified, a final e-mail attempt will notify the cardholder (and the approver) that
they will be held personally responsible for the charges incurred on the missing documentation (i.e.
a payroll deduction will be taken). As with all late submissions, the P-Card Administrator has the
authority to suspend or permanently revoke card privileges if it is determined that a pattern exists of
missing/incomplete submissions.
Misuse:
If during the monthly audit process, the P-Card Administrator determines that there has been misuse
of the card, the P-card Administrator may revoke the cardholder’s P-Card privileges.
Misuse can take a number of different forms. For example, the following could be considered
misuse: using the card for a restricted or prohibited transaction; splitting purchases in order to
circumvent the per transaction limit; making personal purchases.
If, in the opinion of the P-Card Administrator, the misuse is deemed minor, the P-card Administrator
will send an e-mail notification to the cardholder (and their approver) of the misuse, informing them
that restitution for the violation in the form of a credit to their account, a check, or a payroll
deduction must be obtained.
If a pattern of minor misuse is identified, permanent revocation of cardholder privileges may be
considered.
If the misuse is determined to be major, the P-Card Administrator will discuss the violation(s) with
the Executive Director of Supply Chain Management. Revocation of card privileges, payroll
deduction, and other disciplinary action may be considered.
Suspension/Cancellation- card activity monitoring:
Accounts will be monitored for inactivity and spending authority adjusted based on changes in need.
Cards held by Business Managers, Department Heads and other essential personnel that have not had
activity within a twelve month period may be moved to a “suspended” card profile and moved to an
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active profile should the need arise (i.e. hurricane preparation, evacuation) and will remain active as
long as necessary. Other cardholder accounts not utilized within a twelve month period will be
reviewed and considered for cancellation. Employment status is also monitored via the LSUHSC
employee notification of separation email distribution list and a monthly report provided by Human
Resource Management. Cardholders’ accounts appearing on either of these reports are reviewed and
cancelled.
5. Placing orders using LaCarte
Cardholders may use their LaCarte Card only for job-related purchases less than $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.
Call, visit or fax the supplier/vendor selected to place the order or place the order on line via the
world-wide-web. The vendor will require the following information:
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Name on the card
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LaCarte Card number and expiration date
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State of LA sales tax exempt status.
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Billing address- the billing address is:
Your campus delivery address
Attn: LaCarte P-Card
Before the transaction begins, inform the vendor that the purchase is exempt from sales tax. LSU
Health Sciences Center 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
LaCarte purchases. The LaCarte exemption number is embossed on the front of every card. Most
merchants accept the LaCarte Card 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 504-568-7695 or e-mail a request to dburli@lsuhsc.edu or
mmart5@lsuhsc.edu.
Merchants are not required to honor the exemption from State sales tax but cardholders should make
every effort at the time of purchase to avoid being charged the tax. In the event state sales tax is
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.
LSUHSC 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.
Online accounts such as Amazon and PayPal, while appropriate for p-card use, must have a
standalone business account and should not be associated with an individual’s personal information
(i.e. home address, personal credit card).
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Note:
The State has worked with a few frequently used vendors to establish customer identification
numbers to designate the tax-exempt status for LaCarte Card purchases. The numbers for WalMart, Lowe’s, and Home Depot are printed on the back of the card’s sleeve. Please provide
these numbers at the time of checkout to ensure tax is not charged.
Shipments to the cardholder’s home are NOT allowed. Shipments to other LSUHSC locations
and/or approved affiliated entities are permissible, provided there are arrangements with the
employee receiving the items to send the itemized receipt. This documentation will be needed to
attach to the LaCarte transaction log.
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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.
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If the LaCarte 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 LaCarte Administrator (dburli@lsuhsc.edu or 568-4554) in
Accounts Payable 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 LaCarte Administrator during normal business hours.
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7. Required Documentation:
Receipts:
In every situation, cardholders are required to obtain a receipt when using their LaCarte Purchasing
Card. It is the cardholder’s responsibility to ensure there is a receipt for each purchase. Retain
LaCarte Card sales slips, itemized receipts, or supporting documentation (such as brochure,
advertisement, subscription order form, etc) showing what was ordered and the dollar amount.
Once workflow is implemented, each transaction must have both a paper receipt and an electronic
copy of that receipt attached to the transaction in WORKS. To ease documentation gathering and
minimize the occurrence of lost receipts, we recommend keeping receipts and other documents in an
envelope and label the envelope “LaCarte Receipts” and indicate the billing cycle on the front of the
envelope. If a receipt is misplaced, contact the vendor directly and attempt to get a copy. Copies are
acceptable only when originals are not available.
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. Handwritten receipts are not acceptable.
Transaction Log:
The transaction log works as a summary of your purchases for a given billing cycle and can be used
to easily reconcile against the Cardholder Memo Statement. This log should be printed from
WORKS and should include all transactions from the billing cycle. The log allows the responsible
party to identify the expense account code to be charged for the purchase. The transaction log also
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different speed type other than the default. All logs must be signed by the cardholder and his or her
helps the responsible party document the alternate speed type if the purchase is to be charged to a
Business Manager, Department Head, or designated reviewer. These signatures validate all
transactions have been made for University related business and have been received by the
department. Cardholders are not allowed to approve their own logs.
Cardholders and department Business Managers will have access to WORKS, and therefore the
ability to verify and/or reallocate purchase transactions. The departmental Business Manager will be
able to see all cardholder transactions within their respective department. Regular cardholders can
view their transactions only. We recommend reviewing, reconciling, and reallocating transactions
once a week. Remember- all purchases must be reallocated from the default account code
547250.
All receipts and documentation should be submitted no more than five business days following
the close of the billing cycle (5th of every month). Please ensure timely document submission to
avoid card suspension.
Ensure that support documentation is adequate and sufficient to adhere to State and LSUHSC
Purchasing guidelines for recording of expenditures by containing the following:

Vendor name

Detailed listing of what was purchased, including item description and quantity

Total dollar amount of purchase

Transaction date

Shipping address, if applicable
Supporting documents may include, but are not limited to:

Original sales receipt

Original cash register receipt

Original copy of order form or application

E-mail notification confirming order placed, item ordered, amount purchased
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 LaCarte receipt.

Verify that sales tax was not charged to the invoice; if tax was charged, call the vendor
immediately for a credit.

Save the LaCarte sales slip/itemized receipt
8. Paying for LaCarte 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
signed transaction log, original receipts, and other available documentation to the LaCarte
Administrator in Accounts Payable.
12
Reconcile purchases reflected on the monthly memo statement. This memo statement is available
through WORKS. Review each charge to verify it is correct and agrees with the actual receipt.
Submit receipts, both paper and electronic, for each purchase reflected on the transaction log.
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 LaCarte statement.

If only a partial shipment is received, only a partial charge should appear on the LaCarte
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.
Send the signed transaction log and all supporting documentation to the LaCarte Administrator in
the Accounts Payable. The transaction log must be signed by the cardholder and department Business
Manager or responsible party. The LaCarte Administrator will review the transactions and retain the
information for seven years.
Be certain to track returns, credits, or disputed items for future monthly 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.
9. Handling returns, credits, and disputed items
Returns: If items are returned for any reason, the cardholder is responsible for contacting the
merchant and arranging for the return for credit. Request a “Return Goods Authorization Number”
from the supplier, record that number on the supplier’s merchandise return form and send it directly
to the supplier. Keep a copy of the return form with the purchase receipts in case further follow-up is
required. The Bank of America LaCarte Statement must be paid in full so any vendor credits will
appear on future statements.
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 LaCarte account.
Request a copy of the credit slip from the supplier. Keep it with the other LaCarte receipts and note
the return information on the transaction log. This credit may appear on a subsequent LaCarte
monthly statement.
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.
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
13
contact the merchant to try to resolve the problem.
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
and WORKS for credit.
If the problem with the vendor is not resolved, the item in question can be disputed via WORKS or
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 LaCarte Program Administrator, Danielle
Burlison, at 504-717-2943.
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 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) or through WORKS; cardholder also notifies the LaCarte Administrator
(dburli@lsuhsc.edu) 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 LaCarte Administrator and re-bill the account.

Contact the LaCarte 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).
14
Nearly all issues can be resolved using this process. If the cardholder is unable to obtain an
acceptable resolution, contact the department’s Business Manager or responsible party for assistance.
The total amount billed by Bank of America should be charged to the individual departmental
accounts and credits for disputed transactions should 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 Accounts Payable office. Departments using LaCarte must do so in
accordance with the internal controls and audit standards set forth by LSUHSC. Approval of an
application for the use of the LaCarte program by the appropriate Director, Dean, Department
Head, or Business Manager 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 LaCarte transactions. Audit
and review of LaCarte 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.

All LaCarte transactions will be audited/reviewed on a monthly basis for propriety of
purpose. Charges not in compliance with University and State policies will be immediately
reported to the cardholder's supervisor and the LaCarte Administrator.

All LaCarte transactions will be audited for proper documentation (receipts, invoices, etc.)
valid chart strings, and that all corrections and adjustments are made in a timely manner.

After auditing all cardholder purchases, the Office of Procurement will maintain records of
each LaCarte transaction and the supporting documentation in an auditable state for a period
of seven full fiscal years. (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.
11. Key Contacts- Who can I call?
TO REPORT A LOST OR STOLEN CARD, contact Bank of America:
Phone: 1-888-449-2273
Also notify the LaCarte Administrator
The LaCarte Administrators for LSU Health Sciences Center are:
Danielle Burlison
Assistant Director AP, Travel, Direct Pay
433 Bolivar Street
Phone: (504) 568-4554
Fax: (504) 717-2943
Email: dburli@lsuhsc.edu
15
Monica Martin
Staff Accountant
433 Bolivar Street
Phone: (504) 568-4965
Email:mmart5@lsuhsc.edu
12. LaCarte Restricted Purchases
If you present your Purchasing Card for payment to vendors on the restricted list, the authorization request will be
declined. If you feel a particular purchase has been erroneously declined, contact the LaCarte Administrator. NOTE:
Just because a vendor may not be restricted does not mean that it is an acceptable purchase.

Accessories for personally owned devices (smart phones, iPads, tablets, computers, etc.)

Alcoholic Beverages

Alimony

Apps/software -for smartphones and tablets (does not include software for PC’s)

Bail bond payments

Bars, lounges

Cash advances, wire transfers, money orders

Capital equipment (see next page for information regarding taggable assets)

Cap & gown

Cell Phones, cellular phone service contract, blackberries

Child support

Clothing (Uniforms are allowed)

Computers, laptops

Compressed gases

Court costs

Decorations (posters, plants, etc.)

Discretionary expenses

Donations

Entertainment costs- tours, theatre, golf etc.

Explosives, ammunition, and weapons

Facility type purchase (room modifications, wall/ceiling mounts, carpet etc.)

Fines, late fees, penalties (including parking tickets)

Flowers for any occasion (CM-18 rescinded)

Frames

Fuel

Furniture including desks, chairs, bookcases, stands

Gifts

Gift cards and/or gift certificates

General contractors

Holiday items (decorations for office, cards)

Insurance premiums

Internet service

I-Tunes accounts

Legal services

On-line auction sites (ex. E-Bay)

On-line Subscription Services (AOL etc.)

Pawn shops

Personal, professional, and consulting service contracts

Personal purchases of any kind

Picture frames, posters

Plaques, awards, trophies

Refreshments (unless purchased in conjunction with an on-campus, prior approved meal, see Section 13 & Appendix E)

Smartphones (including accessories that do not come with initial purchase i.e. protective covers, car chargers, other
accessories)

Tablets (including I-Pads)

Tax payment

Temporary help services

Tuition for employees

Unusual items (any items appearing inconsistent with a department’s mission)
***ALL RECEIPTS MUST BE ITEMIZED***
16
13. Items Requiring Special Documentation
LaCarte Purchases Requiring Prior Approval:
On campus business meals/Catering :
The LSU System’s Policy in PM-13 provides directives on Special Meals which are commonly referred to as business meals
on this campus. On-campus business meals and other function food and beverage expenses funded by University sources
must be for the purpose of supporting the teaching, research or clinical service missions of the University. All special meals
must have prior written approval from the Department, through the School, to the Campus Head or designee in order to be
reimbursed. The prior approval must include a listing of the names, titles, and affiliations of the individuals who are
receiving the meal. Reimbursement limits are outlined in PM-13, paragraph X, Special Meals.
Here is a link to PM-13: http://www.lsuhsc.edu/administration/pm/pm-13.pdf
Reimbursement authorization requests must include the following:

Detailed breakdown of all expenses incurred, with appropriate receipts

Subtraction of cost of alcoholic beverages

Original prior written approval from Campus Head or designee

Original itemized receipts
Allowed Travel Expenses:
Submit a copy of the completed travel prior approval authorization.
o Conference registration- copy of registration fee form
o Airfare- flight itinerary from Short’s showing payment received
o Lodging- itemized zero balance hotel receipt
Enterprise Car Rental:
Along with your Enterprise receipt, submit the completed Travel Prior Approval form with “p-card” marked as the
payment method and the last four digits of the p-card used (see section 3 of the travel prior approval form). Please
note- Enterprise Rent-A-Car is the only car rental agency allowed for in-state travel.
Section 3
Auto Rental Requested
Yes - Estimated Cost
Automobile Type:
Compact
Number of
Days
$
Full Size
Sedan
Other
Justification
:
Rental Car Payment
Method:
LaCarte P-Card
Last 4
digits
Approve
d
Personal CC
Department Head (or designee)
(Only the cost of rental of sub-compact or compact models is reimbursable, unless non-availability is documented or the
vehicle will be used to transport 3 or more
persons).
17
Date


Employment Recruitment Ads – Any recruitment ad may be paid for with a LaCarte card. However, a prior approval
from Human Resources showing the ad is EEO approved must be submitted along with a copy of the ad.
Taggable equipment- items with an acquisition cost of $1,000 to $4,999. Copies of these receipts must be set to Asset
Management for tagging purposes. Please indicate the name of the department and the item location. All equipment with
an acquisition cost of $1,000 to $4,999 should be coded to a taggable acquisition code (540100-540126).
14. Definitions














Agency - Arranges with the card issuer, Bank of America, for the issuance of LaCarte cards to authorized employees
and agrees to accept liability for their employees' use of the cards.
Billing Cycle – Is considered the 30-day period in which LSUHSC is billed by Bank of America. This 30-day period
runs from the 6th to the 5th of each month.
Cardholder - LSUHSC employee whose name appears on the card and who is approved by his/her Department
Head or Business Manager to use LaCarte to execute purchasing transactions on behalf of the agency. This person is
accountable for all charges made with the card.
Cardholder Agreement Form - This form states that the cardholder has read and understands the policies and
procedures of the State and his/her Agency relative to the procurement card use and agrees to comply with all of
these established procedures. This form must be signed by the Cardholder prior to issuance of the card.
Cardholder Enrollment Form - This form 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 LaCarte 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.
Default PS Speed Type - The code assigned to an individual cardholder's card. It consists of a string of numbers
comprised of an employee’s Department, Fund, Program, Class and Project/Grant number. All charges made by the
cardholder will default to this PeopleSoft speed type until reallocated by appropriate personnel.
Memo Statement of Account - A listing of all transactions charged to the cardholder's account through the end of
the monthly billing cycle. This is not a bill. The Cardholder Memo Statement may be printed using WORKS.
Cardholder must reconcile and forward to supervisor/reviewer for approval.
Merchant Category Code (MCC) - Codes assigned by the Bank to suppliers that indicate their type of business.
Each LaCarte card is encoded with the types of MCC's that a cardholder is authorized to purchase from. Attempts to
purchase at either prohibited or restricted suppliers will be denied.
Monthly Spending Limit - A maximum dollar limit assigned to the cardholder for the total of all charges made
during the monthly billing cycle.
Purchasing Card - Louisiana LaCarte 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.
Single Purchase Limit - Amount set by the State Program Administrator as the maximum dollar amount (total
amount of sale) allowed for any single transaction made with the LaCarte card.
Supervisor/Reviewer - Individual(s) within an agency who is responsible for requesting purchasing cards for
Departmental employees who make official purchases. The Supervisor 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.
WORKS- Web based card management and reporting system provided by Bank of America for reconciliation and
reallocation purposes
18
Appendix A
LaCarte Enrollment Form
Section One: Cardholder Information:
Employee Name(name on card)
Department-
LSUHSC Employee ID-
LSUHSC Address -
Social Security Number(last four digits)
Building/Room# -
Phone Number-
LSUHSC Email-
Default PeopleSoft SpeedtypeSection Two: to be completed and signed by Department Head/Business Manager
Purchasing Authority
Single Transaction Limit (maximum $5,000)- $
Monthly Credit Limit (maximum $40,000)-
Airfare
Lodging
$
NO CASH
ACCESS
*
Travel Authority
Car Rental
Single Transaction Limit (maximum $5,000)- $
*Monthly Credit Limit (maximum $40,000)-
$
NO CASH
ACCESS
*monthly credit limit will be
same for Purchasing &
Travel (if authorized)
I approve the above-named individual’s use of an LSUHSC LaCarte card.
____________________________________________________________________________________Date
Dept. Head/Business Manager Signature
Title
For office use only
Processor
Date:
Appendix B
STATE OF LOUISIANA
STATE LIABILITY LaCARTE PURCHASING AND CBA
PROGRAM CARDHOLDER AGREEMENT FORM
As a cardholder of the State Liability LaCarte Purchasing Card and CBA Program for LSU Health Sciences Center New Orleans
(agency) I am accepting responsibility for the assurance that all charges against the card were properly charged for legitimate State of
Louisiana business needs as initialed and outlined in this agreement. I agree that I have read and completely understand each
purchase is to be in accordance with all purchasing rules and regulations, statutes, executive orders and PPM49, if applicable, and all
state and agency policies.
I further agree:
As a cardholder, to accept responsibilities listed, obtain, understand and comply with all state
and agency policy
requirements, responsibilities and procedures, PPM49, all purchasing rules,
regulations, statutes and executive orders in
regards to the State Liability LaCarte Purchasing Card and CBA Program.
As a cardholder, to ensure that every transaction complies, with the terms and conditions of this agreement, the State’s
Purchasing Card and CBA Policy, my agency policies, all purchasing rules, regulations, statutes and executive orders and State
Liability Travel Card Policy and PPM49, if applicable.
As a cardholder, to ensure that I received a copy of, or provided a link, for download, of all state and agency policies, rules,
regulations and procedures applicable to the State Liability LaCarte Purchasing Card and CBA program and have read and
understood all.
As a cardholder, to sign the Cardholder Agreement Form, annually, acknowledging responsibilities associated with the State
Liability P-Card Program. The original will be given to agency program administrator and I will receive a copy for myself.
As a cardholder, to obtain annual cardholder certification through the State’s online certification training program with a
passing grade of at least 90.
As a cardholder, to secure all assigned WORKS application User IDs and passwords. To never share User ID and passwords
and/or leave work area while logged into the system or leave log-in information in an unsecure area.
As a cardholder, to ensure that I will keep well informed of program updates from the agency program administrators or
anyone associated with the State Liability LaCarte Purchasing Card Program.
As a cardholder, I understand that a card will only remain active, if used in a 12 month period. I understand that if dormant for
twelve months, justification and approval from the Office of State Travel would have to be given to continue to possess a card.
As a cardholder, to ensure that all online accounts, such as Amazon, PayPal, EBay, etc, if necessary and allowed by my agency,
has a standalone business account or registration and is not combined with any individual personal account. By doing this, it
will allow the agency access to view the accounts online while verifying that all purchases were business related, email
receipts were not altered and that all purchases are being delivered directly to the agency.
As a cardholder, to immediately notify the agency’s program administrator or approver upon separation, change in
department/section or during extended leave, ensuring that proper procedures, as outlined in the agency policy, are being
followed and card is returned to the program administrator to cancel and destroy.
As a cardholder, to complete all necessary monthly requirements in accordance with my agency’s internal policy if I am absent
or on extended leave during a reconciliation process.
As a cardholder, to complete exit procedures including providing and reviewing current transactions with my
approver/supervisor and/or program administrator, verifying that all necessary supporting documents, receipts and required
signatures has been provided.
As a cardholder, to immediately notify the agency’s program administrator if the card is lost, stolen or has fraudulent charges
to immediately report to Bank of America.
As a cardholder, to monitor abuse whether intentional or non-intentional. I understand, depending on the findings,
management, law enforcement, any appropriate personnel and the Office of State Travel will be notified, if applicable.
As a cardholder, to immediately report any fraud or misuse, whether actual, suspected, or for personal non-business related
purchases to the agency’s program administrator as well as the head of the agency, and other personnel/agencies as required.
I agree to any disciplinary actions, as outlined in my agency policy which may be deemed appropriate.
As a cardholder, I acknowledge that any recognized or suspected misuse of the P-Card program may be anonymously reported
to the State of Louisiana Inspector General’s Fraud and Abuse Hotline at 1-866-801-2549 or for additional information I may
visit http://oig.louisiana.gov/index.cfm?md=pagebuilder&tmp=home&nid=3&pnid=0&pid=4&catid=0
As a cardholder, to notify the agency program administrator if I have not received the monthly memo statement timely, this is
normally around the 12th of the month.
As a cardholder, to ensure transactions do not include state sales tax, as transactions are state tax exempt.
As a cardholder, to ensure that each transaction has an appropriate business purpose and need
for state business
purchase, that all approvals were obtained for the purchase, that each
transaction has a receipt, appropriate supporting
documentation and each transaction’s
supporting documentation is scanned into Workflow and tied to each applicable transaction,
once agency has been implemented into Workflow. In the event that a transaction is being investigated, I fully understand
that I must explain and justify any transaction being questioned.
As a cardholder, to ensure that no transaction is a duplication of a personal request and/or reimbursements through the
individual travel reimbursement process (travel expense form or travel system), and in accordance with PPM49, if applicable.
As a cardholder, I will understand and will be responsible for state, city and parish tax reimbursements to applicable hotel,
city, parish and/or State to handle hotel charges which are not allowed but were charged resulting in an unauthorized tax
exemption.
As a cardholder, to ensure that every transaction has a receipt and receipt’s date is verified, ensure amount is correct and
within PPM49 allowance, if applicable and the receipt date is accurate and matches a legitimate business purchase and need
and/or approved business trip allowance and dates. (travel authorization form or travel system), if applicable
As a cardholder, to ensure the P-Card log has a complete description of each purchase charged to the program if the receipt
does not contain an adequate description, both on paper or electronic in Workflow, once agency has been implemented.
As a cardholder, to ensure transactions have been coded properly, if applicable, for payments as outlined in the agency policy
and procedures and as required in Workflow for ISIS and LaGov interfaced agencies, once agency has been implemented into
Workflow.
As a cardholder, to ensure that my email address is my State of Louisiana business email address and that my name and my
email address match in Workflow.
As a cardholder, to ensure that I am NEVER the final approver of my own monthly transactions.
As a cardholder, to ensure the P-Card log, all receipts/supporting documentation and the monthly statement coincides.
As a cardholder, to ensure that once my reconciliation/approval/accounting codes are verified and completed, all receipts,
supporting documentation, cardholder log and monthly statement with both mine and my approver’s signature, findings and
justifications, are forwarded to the agency’s fiscal office for review and maintenance of the files, in a timely manner and in
accordance with all agency policy requirements.
As a cardholder, that I may never use the State P-Card for personal or non-business purchases.
P-Card is for state business use only.
As a cardholder, that I may never loan the card to anyone for use.
As a cardholder, to ensure that all required transaction documentation, (both paper and un-editable electronic format, (once
Workflow has been implemented), special approvals, etc., is timely and in accordance with the agency’s internal policy. Every
transaction must have a receipt with a full description, not a generic description such as “general merchandise” or item should
be fully documented/described elsewhere. (both paper and un-editable electronic format, once Workflow has been
implemented)
As a cardholder, that I may not exceed $5,000 per contract per day.
As a cardholder, that I may never include full P-Card account number in emails, fax, reports, memos, etc.
As a cardholder, that I may never attempt to access cash, as cash is not allowed through this program.
As a cardholder, that I may never accept cash in lieu of a credit to the P-Card account.
As a cardholder, that I may never place incidentals on State P-Card without Office of State Travel/agency prior approvals, if
applicable.
As a cardholder, that I may never purchase gift cards or gift certificates on the State P-Card.
As a cardholder, that I must never use P-Card for alcohol, food or entertainment services without prior approval from Office of
State Travel/agency.
As a cardholder, that I must present a personal credit card when checking into a hotel to cover any incidentals.
As a cardholder, that I should never use the P-Card for fuel or vehicle maintenance if the agency is part of the Fuel Card and
Maintenance Contract. If I am in a geographical location where the contract is not covered, I may use P-Card to purchase
gasoline, but only for a rental or state owned vehicle, never for a personal vehicle.
As a cardholder, that I must never use the P-Card to avoid procurement or payment procedures.
As a cardholder, that I have obtained agency program training.
As a cardholder, that I must never make a payment directly to the bank if unauthorized charges or accidental personal charges
are placed on the card. If this should happen I must immediately contact the agency program administrator.
As a cardholder, that I must immediately notify Bank of America and the agency program administration if fraudulent charges
are noticed on the State P-Card.
As a cardholder, I should always notify my approver or the agency program administrator if higher or lower limits are
necessary to perform duties.
As a cardholder, I understand that failure to properly fulfill my responsibilities, or in the case of willful and negligent default of
my obligations, as a P-Card cardholder, could result, at a minimum, in the following:
Written counseling which would be placed in my employee file for a minimum of 12 months.
Reimbursements to my agency and/or deduction for any unauthorized charges and allowance overages until all
unauthorized charges are paid in full.
Any remedy for recovery of unpaid amounts, including referring of unpaid amounts to an attorney for collection.
Cancellation of P-Card. Once card is cancelled I will not be allowed to receive a new card for the state’s program.
Consultation with agency program administrator, and possibly head of the agency and internal auditor section.
Disciplinary actions, up to and including termination of employment.
Legal actions, as allowed by the fullest extent of the law.
I have read and understand all my responsibilities as initialed above, along with all guidelines, policies and procedures, rules and
regulations, PPM49, statutes and executive orders, if applicable, associated with the State Liability LaCarte Purchasing and CBA
Program.
Cardholder Name (please print): ____________________________________________
Cardholder Signature: _________________________________________________
Cardholder Agency/Section/Department Name: _______________________________________________
Cardholder Title: ________________________________________________________________
Cardholder Email Address: ________________________________________________________
Cardholder Phone Number: ______________________________________________________
Cardholder Fax Number: ________________________________________________________
Date: ______________________________________________________
Appendix C
STATE OF LOUISIANA
STATE LIABILITY LaCARTE PURCHASING AND CBA
PROGRAM APPROVER AGREEMENT FORM
As a designated cardholder approver of the State of Louisiana LaCarte Purchasing Card and CBA Program for
____________________________________________________(agency) I am accepting responsibility for the assurance that all
charges against the card which I am approving, to the best of my knowledge, were properly charged for
legitimate State of Louisiana business needs and travel as initialed and outlined in this agreement, and are in
accordance with all purchasing rules and regulations, statutes, executive orders and PPM49, if applicable, and
all state and agency policies, which I have read and completely understand.
I further agree:
In addition to the responsibilities listed, obtain, understand and comply with all state
and agency
policy requirements, responsibilities and procedures, PPM49, all
purchasing rules, regulations, statutes
and executive orders in regards to the State Liability LaCarte Purchasing Card and CBA Program.
To ensure that cardholder’s state/agency contract purchases do not exceed $5,000 per day/per contract.
To ensure that every transaction complies with the terms and conditions of this agreement, the State’s
Purchasing Card and CBA Policy, my agency policies, all purchasing rules, regulations, statutes and
executive orders and State Liability Travel Card Policy and PPM49, if applicable.
To obtain agency program training and sign an Approver Agreement Form, annually, acknowledging
responsibilities associated with the State liability P-Card Program, with originals given to agency
program administrator and will receive a copy for myself.
To obtain annual approver certification through the State’s online certification training program with a
passing grade of at least 90.
To ensure that any card requested be for an employee with a need for a card and not an automatic
process.
To secure all assigned WORKS application User IDs and passwords. Never sharing User ID and passwords
and/or leaving work area while logged into the system or leaving log-in information in an unsecure area.
To ensure that I will keep well informed of program updates from the agency program administrators or
anyone associated with the State Liability LaCarte Purchasing Card Program.
To ensure that all online accounts, such as Amazon, PayPal, EBay, etc, if necessary and allowed for use by
an employee, have a standalone business account or registration and is not combined with an individual’s
personal account. By doing this, it will allow me/agency access to view the accounts online while
verifying that all purchases were business related, email receipts were not altered and that all purchases
are being delivered directly to the agency.
To immediately notify the agency’s program administrator upon separation, change in
department/section or during extended leave for any cardholders for which I am responsible. Ensuring
that proper procedures, as outlined in the agency policy, are being followed regarding how to handle
approvals properly, etc.
To complete exit procedures including collecting and returning card to program administrator, upon
termination of the employee. Exit procedures include a review by the cardholder, supervisor and/or
program administrator of all current charges on the account, verifying that all necessary supporting
documents, receipts and required signatures have been obtained.
To ensure that the P-Card is retrieved from the employee upon separation or change in
department/section; returning card to the agency program administrator. Ensure that agency program
administrator makes necessary changes to cancel the card and to remove me as the employee’s approver
and/or employee from my list of cardholders for which I am responsible.
To immediately notify the agency’s program administrator if the card is lost, stolen or has fraudulent
charges and to direct the cardholder to immediately report to Bank of America.
To ensure that, at a minimum, annually, I will review cardholders and cardholder’s limits for all that I am
an approver, to ensure appropriate utilization of the card and program intent and that a file is maintained
showing compliance with this requirement. Review will also include cardholders limits, MCC Codes, etc.,
making certain that the card is working properly for the cardholder. If limits or codes are not allowing
the cardholder to perform duties, I will contact the agency program administrator to make necessary
adjustments.
To immediately report any fraud or misuse, whether actual, suspected, or for personal non-business
related purchases to the agency program administrator as well as the head of the agency, and other
personnel/agencies as required. I agree to participate in any disciplinary actions which may be deemed
appropriate, if necessary.
To acknowledge that any recognized or suspected misuse of the P-Card program may be anonymously
reported to the State of Louisiana Inspector General’s Fraud and Abuse Hotline at 1-866-801-2549 or for
additional information you may visit
http://oig.louisiana.gov/index.cfm?md=pagebuilder&tmp=home&nid=3&pnid=0&pid=4&catid=0
To educate my cardholders that monthly memo statements should be received around the 10th of the
month, and if it is not, they should notify me and/or the agency program administrator.
To ensure transactions do not include State sales tax.
To ensure, to the best of my knowledge, that each approved transaction have an
appropriate
business purpose and need for state business purchase, that each
transaction has a receipt and appropriate
supporting documentation and each
transaction’s supporting documentation is scanned into Workflow,
once the agency has been implemented, tied to each applicable transaction and that the paper documents match
what was scanned into Workflow. In the event that a transaction is being investigated, the cardholder
must explain and justify the transaction being questioned.
To ensure that every transaction is not a duplication of a personal request and/or reimbursements
through the individual travel reimbursement process (travel expense form or travel system), if
applicable.
To ensure that every transaction has a receipt, receipt’s date is verified to ensure the amount is correct
and within PPM49 allowance, if applicable, and that the receipt date is accurate and matches a legitimate
business purchase and need and/or known business trip allowance and dates. (travel authorization form
or travel system), if applicable
To ensure the P-Card log has a complete description of each purchase charged to the program if the
receipt does not contain an adequate description, both on paper or electronic, once the agency has been
implemented into Workflow.
To ensure transactions have been coded properly, if applicable, for payments as outlined in the agency
policy and procedures and as required in Workflow for ISIS and LaGov interfaced agencies, once
Workflow implementation is completed.
To ensure that each cardholder’s email address is the State of Louisiana business email address and that
the cardholder and cardholder’s email address match in Workflow, once the agency has been
implemented into Workflow.
To ensure that a cardholder is NEVER the final approver of his own monthly transactions.
Ensure the P-Card log, all receipts/supporting documentation, monthly statement and scanned
documentation, once your agency has been implemented into Workflow, coincides.
To ensure that all audits/approvals/accounting codes are verified and completed timely for proper
payment and forwarded to the agency fiscal section for review and file maintenance, as outlined in the
agency policies.
To ensure that, once my audits are complete, all receipts, supporting documentation, cardholder log and
monthly statement with both cardholder and my signature, findings and justifications, are forwarded to
the agency’s fiscal office for review and maintenance of the files, in a timely manner and in accordance
with all agency policy requirements.
AS AN APPROVER, I RECOGNIZE THE RESPONSIBILITIES OF CARDHOLDERS ARE SUCH:
Cardholder must never use the State P-Card for personal or non-business purchases.
P-Card is for State business use only.
Cardholder must never loan the card to anyone for use.
Cardholder is to ensure that all required transaction documentation, both paper and un-editable
electronic format, (once Workflow has been implemented), special approvals, etc., are timely and in
accordance with their agency’s internal policy. Every transaction must have a receipt with a full
description, not a generic description such as “general merchandise” or item should be fully
documented/described elsewhere (both paper and un-editable electronic format, (once Workflow has
been implemented). Failure to do so should result in cancellation of P-Card. All paper supporting
documentation, including the signed P-Card log or approved electronic log, along with any findings and
justifications are to be scanned into Workflow and tied to each applicable transaction, will be sent to the
supervisor/approver for required audit and signatures, and to be forwarded to the agency’s fiscal office
for review and file maintenance.
Cardholders may not exceed $5,000 per contract per day.
Cardholder must never include full P-Card account number in emails, fax, reports, memos, etc.
Cardholder must never attempt to access cash.
Cardholder must never accept cash in lieu of a credit to the P-Card account.
Cardholder must never place incidentals on State P-Card without Office of State Travel/agency prior
approvals, if applicable.
Cardholders must never purchase gift cards or gift certificates on their State P-Card.
Cardholder must never use P-Card for alcohol, food or entertainment services without prior approval
from Office of State Travel/agency.
Cardholder must present a personal credit card when checking into a hotel to cover any incidentals, if
applicable.
Cardholder should never use P-Card for fuel or vehicle maintenance if the agency is part of the Fuel Card
and Maintenance Contract. If cardholder is in a geographical location where the contract is not covered,
cardholder may use P-Card to purchase gasoline, but only for a rental or state owned vehicle, never for a
personal vehicle.
Cardholder must never use P-Card to avoid procurement or payment procedures.
Cardholder must obtain agency program training and sign a Cardholder Agreement Form, annually, with
originals given to agency program administrator along with cardholder receiving a copy.
Cardholder must obtain annual cardholder certification through the State’s online certification training
program with a passing grade of at least 90.
Cardholder must secure all assigned WORKS application User IDs and passwords. Never share a User ID
and passwords and/or leave a work area while logged into the system or leave log-in information in an
unsecure area.
Cardholder must never make a payment directly to the bank if unauthorized charges or accidental
personal charges are placed on the card. They should immediately contact the agency program
administrator.
Cardholder must immediately notify approver, Bank of America and the agency program administrators
if fraudulent charges are noticed on the State P-Card.
Cardholder should always notify approver or the agency program administrator if higher or lower limits
are necessary to perform duties.
Cardholder must immediately notify Bank of America, approver and the agency program administrator if
the P-Card is lost or stolen.
Cardholder is to submit signed P-Card log along with all supporting documentation for audit so that
approver may forward to the agency fiscal office upon approval.
I understand that failure to properly fulfill my responsibilities as a P-Card approver could result, at a
minimum, in the following:
Written counseling which would be placed in my employee file for a minimum of 12 months.
Consultation with agency program administrator, and possibly head of the agency and Internal
Auditor.
Disciplinary actions, up to and including termination of employment.
Legal actions, as allowed by the fullest extent of the law.
I have read and understand all my responsibilities as initialed above, along with all guidelines, policies and
procedures, rules and regulations, PPM49, statutes and executive orders, if applicable, associated with the State
Liability LaCarte Purchasing and CBA Program.
Approver (please print): ____________________________________________
Approver Signature: _________________________________________________
Approver’s Agency/Section/Department Name: _______________________________________________
Approver’s Title: __________________________________________________________________
Approver’s Email Address: ________________________________________________________
Approver’s Phone Number: ______________________________________________________
Approver’s Fax Number: ________________________________________________________
Date: ______________________________________________________
I am responsible for the following cardholders:
Cardholder Name: ______________________________________________________________________________
Cardholder Name: ______________________________________________________________________________
Cardholder Name: ______________________________________________________________________________
Cardholder Name: ______________________________________________________________________________
Cardholder Name: ______________________________________________________________________________
Cardholder Name: ______________________________________________________________________________
COMMERCIAL CARD CLAIMS STATEMENT OF DISPUTED ITEM
Appendix D
Instructions:
 Your company should first make good-faith efforts to settle a claim for purchases directly with the merchant.
 If assistance from Bank of America is required, please complete this form.
 Mail completed form with required enclosures within 60 days from the billing close date to:
Bank of America – Commercial Card Services Operations
P. O. Box 53101
Phoenix, AZ 85072-3101
or
FAX (888) 678-6046
Company Name:
Account Number:
Cardholder Name:
This Charge appeared on my statement, billing close date:
Transaction Date:
Reference Number:
Merchant Name/Location:
Posted Amount:
Original Sales Slip Requested: ____Yes ____No
_______________________
(Cardholder Signature)
Disputed Amount:
_______________________
(Authorized Participant Signature)
__________
(Date)
__________
(Phone Number)
Please Check Only One
1._____ Unauthorized Transaction: I did not authorize, nor did I authorize anyone else to engage in this transaction. No goods or
services represented by the above charge were received by me or anyone I authorized. My Bank of America card was in my
possession at the time of the transaction.
2._____ Charge Amount Does Not Agree With Order Authorizing the Charge: The amount entered on the sales slip was increased
from $__________ to $__________. I have enclosed a copy of the unaltered sales slip.
I have not received the merchandise or services represented by the above
3._____ Merchandise or Services Not Received:
transaction. The expected date of delivery of services was __________. (Please describe your efforts to resolve this matter
with the merchant, the date(s) you contacted them and their response.)
4._____ Defective or Wrong Merchandise: I returned the merchandise on __________ because it was (check one):
_____ defective; _____wrong size; _____wrong color; _____wrong quantity.
(Please describe your efforts to resolve this matter with the merchant, the date(s) you contacted them, their response and proof
of the return of merchandise. Please provide a detailed description of the wrong or defective nature of the merchandise.)
On __________ (date), I notified the merchant to cancel the monthly/yearly
5._____ Recurring Charges After Cancellation:
agreement. Since then my Bank of America account has been charged _____ time(s). (Please enclose a copy of the
merchant’s confirmation of your cancellation request.)
6._____ Recurring Charges Already Paid by Other Means: I already paid for the goods and/or services represented by the above
charge by means other than my Bank of America Commercial Card. (Please provide a copy of the front and back on the
cancelled check, money order, cash receipt, credit card statement, or other documentation as proof of purchase/payment.
Describe your efforts to resolve this matter directly with the merchant, the date(s) you contacted them, and their response.)
7._____ Credit Appears as a Charge: The enclosed Credit Voucher appeared as a charge on my Bank of America Commercial Card
account.
8._____ Credit From Merchant Not Received: I did not receive credit for the enclosed Credit Voucher within 30 calendar days from
the date it was issued to me by the merchant shown above. (Please describe your efforts to resolve this matter with the
merchant, the date(s) you contacted them and their response. Provide a detailed statement explaining your reason(s) for
disputing this charge.)
9._____ Hotel Reservation Cancelled: I made a reservation with the above hotel which I later cancelled on __________ (date) at
__________ (time). I received a cancellation number which is _______________. (Please describe how the reservation was
cancelled, proof of cancellation and attempts to resolve this issue with the merchant.
_____ I was not given a cancellation number.
_____ I was not told at the time that I made the reservation that my account would be charged for a “No Show”.
_____ I was not informed of the cancellation policy.
10.____ Double or Multiple Charges: My Bank of America Commercial Card Account has been double charged. The valid charge
appeared on __________ (date). The duplicate charge(s) appeared on _______________.
11.____ Do Not Recall the Transaction: The statement has an inadequate description of the charge. Please supply supporting
documentation.
12. ___
Appendix E
Prior approval form and sign in sheet required for
all on-campus meals
Appendix F
State of Louisiana
REQUEST FOR EXCEPTION TO
Office of State Purchasing
STATE P-CARD AND
And Travel
CBA POLICY/PROCEDURES
__________________________________________________________________________________________
Mail To:
State Purchasing and Travel Office
Post Office Box 94095
Baton Rouge, LA 70804-9095
Attn: Brenda Myers
Fax To: 225-342-5019
Attn: Brenda Myers
OR
Agency/College/University Official Name: _LSU Health Sciences Center New Orleans_______
Telephone: __________________________
Fax: ___________________________
Agency Program Administrator: ________________________________________________________________________________
Describe Exception Request for Approval and Justification for Need: (If necessary attach additional page)
_________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________
_________________________________________________________________________________________
Cite specific paragraph(s) of State P-Card/CBA Procedure and/or Guideline related to the exception:
Please specify the time period for which you are requesting the exception.
_____ One-time override (List MCC Code, if applicable, Override in Exception Above)
______ Permanently
______ From _____________ 20____ to ____________ 20____
The undersigned, duly authorized to sign on behalf of the state entity named herein, for the purpose of
requesting an exception to the State Purchasing P-Card/Card/CBA procedures, does hereby affirm that the
requested exception is necessary. Further, in the event this exception is approved, I understand it does not
relieve said state entity of its legal responsibilities to ensure that all issues associated with this request will be in
compliance with all applicable purchasing rules, regulations, PPM49, statues and executive orders.
___________________________________________________________________
Signature of Program Administrator
This request is hereby:
_____ Approved
___________________________________
Date
_____ Denied
Comments:_____________________________________________________________________________________________________
_________________________________________________________________________________________________________
__________________________________________________
State Purchasing & Travel
_______________________
Date
Appendix G