Frequently Asked Questions

Accounts Payable

Travel and Direct Pay

LaCarte Purchasing Card

Accounts Payable

What procedure should I follow to assure signature approval of staff/personnel?
A memo, signed by the department head, with the name of the individual with approval authority, and their signature should be provided to all pertinent areas of Supply Chain Management.

What address do the vendors use to mail their invoices, and what happens if the vendor mails the invoice directly to the department instead of AP?
All POs are typed to indicate that all invoices should be mailed to Accounts Payable, 433 Bolivar Street Box B6-6 New Orleans, LA 70112. Occasionally, vendors will mail their invoices directly to the department. When this happens, it is important that the department send the approved invoice to AP as soon as possible.

What happens if the PO number referenced on the invoice does not exist in the system?
If the PO number (on an invoice received in AP) does not exist in the system (i.e. requisition not approved), AP notifies Purchasing. No AP action can be taken until Purchasing creates the PO.

What happens if the vendor fails to provide a PO number on the invoice?
If there is no PO number referenced on the invoice AP will make every effort to identify by address, department and/or individuals names, where to direct the invoice. If unsuccessful, the invoice is returned to the vendor, with a form letter attached defining what is needed for AP to proceed with payment.

Travel and Direct Pay

Travel

May I receive an advance for airfare expenses?                                                                                                          

Yes, as long as your flight is paid 30 days or more before your trip

Where are travel advance expenses charged to?

Travel advance expenses are charged against the chartstring indicated on the prior approval form.

I don't see my destination city listed on the travel regulations. How is the reimbursement rate determined?

If a traveler's destination city is not listed within a tier per the State's travel regulations, then the "out of state" rate is applied (under Tier II).

If I need to travel more than 99 miles, am I required to use Enterprise Rent-A-Car State Contract?

The state contract must be used unless a specific approval is granted ultimately by the Commissioner of Administration.  Requests for this exception must be routed thru Department Head, Dean, and Chancellor before being presented to the Commissioner’s Office.  If an employee desires to use their own vehicle, the maximum reimbursement can not exceed 99 miles roundtrip at 48 cents per mile.

Can I use the state travel card for fuel?

You may use the state travel card, the LaCarte p-card, or a personal credit card for fuel purchases with Enterprise vehicles.

 How do I obtain a state fuel card?

The state fuel card is to be used for University vehicles.  State fuel cards have been issued to departments with University vehicles.

 Are there state motor pool vehicles located in New Orleans?

The vehicles referred to in the Enterprise Rent-A-Car State Motor Pool Contract are located at the various Enterprise Rent-A-Car locations.  These are standard Enterprise vehicles and not state owned vehicles with a state emblem on the door.

Is a pool of state vehicles available to LSUHSC employees to draw upon in lieu of renting a car or using my personal vehicle?

No, a pool of state vehicles is not available.

Can I go to the Enterprise airport location to make my reservation?

Do not make reservations at an airport location, as this adds unnecessary costs to your rental.  You should make your reservation at least 24 hours in advance by calling 1-800-736-8222 or http://www.enterprise.com/car_rental/deeplinkmap.do?bid=002&cust=NA1403&referedPage=multiDivOffer

 The State’s Corporate ID # is NA1403 and PIN # is STA.

Is a prior approval required for in-state rental cars?

Yes, written prior approval is required prior to the rental of vehicles; however, blanket prior approval may be submitted on a fiscal year basis if work duties require frequent travel. 

What type of insurance coverage if offered on Enterprise rental cars?

CDW/ Damage Waiver Insurance and $1 Million Liability Protection Coverage is included in the State Motor Pool Rental Contract price through Enterprise Rent-A-Car.  NO OTHER INSURANCE WILL BE REIMBURSED WHEN RENTING, EXCEPT WHEN RENTING OUTSIDE THE 50 UNITED STATES.

How can I pay for my Enterprise rental car?

Enterprise payments can be made with the LaCarte p-card, the state travel card, or a personal credit card. 

I frequently leave my home very early in the morning to arrive at my in-state meeting destination on time. Will Enterprise charge for two rental days if I pick up the car the evening before?

In the event that the state traveler has need for the vehicle before Enterprise’s normal hours of operation, Enterprise will start rental charges at 7:30 A.M. the morning in which the rental is needed with pickup before the close of business the night prior.

Are non-state employees allowed to rent cars?

Any non-state state employee designated as an authorized traveler for the University must sign an Indemnification Form (http://www.doa.louisiana.gov/osp/travel/forms.htm) prior to riding in or driving a state-owned vehicle or rental vehicle on behalf of the State.  Students are not authorized to rent vehicles for use on official state business.

What type of car may I rent for my in-state travel?

Only the rental cost of compact vehicles is reimbursable unless 1.) non-availability is documented, 2.) the vehicle is used to transport more than two people, 3.) or if the cost of a larger vehicle is no more than the cost of a compact model. When a larger vehicle is chosen in cases where scenarios 1 and 2 are applicable, the upgraded car shall be the next smallest size and lowest price necessary to accommodate the number of people traveling or equipment and/or materials being transported.

How should my mileage reimbursement be documented?

When claiming mileage, in addition to an odometer reading and/or MapQuest print out of your to and from locations, specific addresses must be included on your mileage log. For example, if you travel from your home to Baton Rouge and back, "from Metairie" "to Baton Rouge" (an vice versa) will not be accepted. The following is a correct example on how to document such a trip:

Also, if you make frequent trips to the same city and location and the mileage varies by more than 5 miles, an explanation must be submitted for the discrepancy. For example, if you frequently travel to the Baton Rouge addresses listed above and one way is listed as 60 miles while the return trip is listed as 75 miles, an explanation must be submitted for the difference. When personal vehicles are used for in-state travel, mileage reimbursement will not exceed 99 miles round trip.

What is a reference number or voucher number?                                                                                                           

It is a number used for tracking purposes and starts with "TV" your department ID and ends with four characters of your choice. For example TV1234560DB01. These numbers can not be duplicated. Reference numbers exceeding this length may not be fully legible on the traveler's reimbursement check.

How quickly will I receive my travel reimbursement check?                                                                                  

Normal processing time is 5 business days given that all of the proper documentation and signatures are provided. Processing time may extend to 12 business days during peak season (calendar & fiscal year end).

Are copies of receipts acceptable documentation?

No, original, itemized receipts are needed for all Travel reimbursement requests. Originals are needed to avoid duplicate payment issues.

Are there any annual fees associated with the new Visa travel card?
No. State issued corporate travel cards do not have an annual fee. (NOTE: when cards were mailed to employees, there was an information page that stated: Annual Fee: An annual fee of up to $40, as agreed upon by your employer, will be charged to your Account during the first billing cycle and annually thereafter. Based on the contract terms for the State of Louisiana, our annual fee will be $0 zero.)

Why should I apply for a Visa Corporate Card?
The card will provide you with an easy method to pay for travel expenses. By using the Visa Corporate Card to pay for airline tickets, University employees will be covered by free accident and baggage insurance. State travel policy mandates the use of either the corporate card or the CBA (Centrally Billed Account) to purchase State contracted airfare.

How do I obtain a Visa Corporate card?
Complete the Visa application and fax to 568-7695- Attn Danielle Burlison or mail it to 433 Bolivar St. Rm #615A

What if I have another charge or credit card?
It is not intended that the Visa Corporate Card replace your personal credit/charge card(s) but rather provide a means to keep your personal and business expenses separate. You won't have to worry about "overloading" your personal credit cards with business trip expenses. If you expect to travel for the University, you should apply.

Is there a pre-set spending limit on the Visa Corporate Card?
Yes. Each card has a monthly spending limit of $5,000. If your travel requirements are in excess of $5,000 per month, you should contact Danielle Burlison, Procurement/Travel Card Manager, to request a higher limit. Your account should be paid in full at the close of each billing cycle; thus, the $5,000 limit should be sufficient.

How will I use it for my travel expenses?
The Visa Corporate Card is widely accepted by virtually all travel and car rental agencies, airlines, and at many hotels, motels, and restaurants. It may be used to pay for your travel expenses wherever possible.

How about personal expenses?
The Visa Corporate Card is intended for business travel expenses and if used for personal purchases, you are responsible for the bill. Each card contains a retail limit of $250. This should allow for the purchase of incidentals that may occur on a business trip. Retail spending is subject to purchases made at retail merchant establishments; i.e. department stores, variety stores, sporting goods stores, etc.

Will LSUHSC pay the monthly bill for me?
No. Visa will bill you at the address you indicate on the card application. You will pay your Visa bill directly.

When do I have to pay the bill?
The entire Visa Corporate bill must be paid in full before the next billing date to avoid delinquency.

What is the delinquency assessment if an account is past due?
There is a 60 day grace period after the statement closing date within which payment is due. After that, an interest rate of Prime plus 1% and a $29.00 late fee will be accessed. Both begin to take effect on the 61st day the account is past due.

If I incur a delinquency assessment for any reason, will LSUHSC pay the charge for me?
No. The University will only reimburse official travel expenses to the traveler, in accordance with University travel regulations.

What if I terminate my LSUHSC employment ?
The Card should be cut in half and returned to the Office of Procurement. You are eligible to participate in the Card program only so long as you are employed by LSUHSC and your account is in good standing.

Direct Pay

Are tips a reimbursable on a direct pay when paid in conjunction with an entertainment expense?                        

Yes, tips are an allowable expense up to the limits set by the University

Are taxes applied to alcohol and spirit charges at restaurants?                                                                                

Yes, taxes are applied to liquor and alcohol. Alcohol and the associated taxes are deducted from reimbursement.

When are contracts paid?                                                                                                                                         

 Contracts are paid after the ending contract date.

Is parking reimbursable for local conferences?                                                                                                                

Yes, parking is reimbursable; however, the request must be submitted through Travel and a travel prior approval form must be submitted.

Are copies of receipts acceptable documentation?

No, original, itemized receipts are needed for all Direct Pay reimbursement requests. Originals are needed to avoid duplicate payment issues.

La Carte P-Card

Who is eligible to receive a card?
Any full-time university employee will be eligible to receive a card. Cards should be issued to those employees that purchase within the scope of their job.

Who is responsible for payment of the La Carte P-Card charges?
The charges are direct payments by LSUHSC. However, the employee is responsible for verifying that all charges are for valid business purchases, and that they have the authority to make such purchases. Unauthorized purchases may become the responsibility of that employee, and the university will handle reimbursement of the unauthorized charge by either a personal check or payroll deduction.

Who is liable if a card is lost or stolen?
If a card is reported lost or stolen, immediately (which means as soon as the cardholder is aware that is has been lost or stolen) there is no liability. It is the cardholder's responsibility to call the proper authorities to report the card lost or stolen.

As a cardholder for the state, what are my liabilities?
The program policy requires at a minimum that each employee, prior to receiving a card, must receive card holder training. Training will provide the employee with a copy of the agency's guidelines and give the employee an opportunity to ask questions. Also prior to receiving a card, each employee must sign a Cardholder's Agreement form. This form requires signature by the cardholder indicating that they take responsibility for the security of the card and that they will use the card for only authorized, business related purchases.

What purchases are currently allowed to be made by use of the credit card?
 The Office of State Purchasing, Division of Administration has authority on the overall use of the 'La Carte' Procurement Card Program. Purchases can currently be made at any participating merchant where the "single purchase amount" does not exceed $5,000. Remember, purchasing requirements shall not be artificially divided so as to constitute orders less than $5,000.

How can I control the types and amounts of purchases made by each employee assigned a card?
Controls can vary for each individual cardholder. Depending on the individual's responsibilities you can set controls to allow spending at specific merchant types and you can control spending monthly by the dollar amount and/or number of transactions.

How can I get a card?
Follow the How do I get a P-Card link.

What type of credit card is issued?
The State of Louisiana has partnered with Bank of America. The credit card issued is a VISA, which is accepted world-wide.

What about business owners who don't accept Visa?
Ask them to call their bank to learn how acceptance of a credit card can improve their cash flow. You may also notify the La Carte Administrator and have Bank of America contact them. Remember, if Visa is not acceptable, you would process your purchase as you do today.

What happens if I accidentally charge a personal cost?
You should immediately inform your supervisor and reimburse LSUHSC. Remember: Any pattern of "accidents" may cause you to lose your privilege; a deliberate attempt to use the card for personal purchases is considered theft.

What action must I take if I change agencies or leave state service?
The card must be turned in and cancelled with the La Carte Administrator. Each card's charges are tied to an accounting code that are tied to that agency's funds. If you are required to carry a card under the new agency, they must request a new card. Upon termination from the state, all cards must be cancelled.

Is the credit card issued in an agency's name or the employee's name? Credit cards are issued in the individual's name. The card is the responsibility of the employee.

Will I have to pass a credit check?
 No.

Where do I report a card lost or stolen?
You must telephone Bank of America Customer Service at 1-888-449-2273 immediately. This number is available 24 hours a day, 7 days a week, 365 days a year. Lost cards reported by telephone are blocked immediately. Replacement cards should be issued within 24 hours. You must also notify the LA Carte program administrator.

Is sales tax exempt for card purchases?
Yes, this is a direct payment by the state. The state has applied for one statewide tax-exempt number for credit card purchases. This tax-exempt number is printed on the face of the credit card. Each cardholder will be liable for advising the merchant of the exemption and ensuring that tax is not charged.

Can the credit card be used to obtain cash?
 No.

Are credit card purchases exempted from purchasing requirements?
No. Credit card purchases are never to circumvent purchasing regulations. The Procurement Card Program is not intended to replace current Purchasing Policies, Rules and Regulations, Louisiana Statues, or Executive Orders.

Is it a risk to purchase items over the telephone and the Internet?
No. Generally, 80 percent of all purchases are made over the telephone. When using the Internet, take caution to purchase from known vendors, or to check credentials. Most websites have an indicator if they are a secure website. Check to ensure the site you are using is secure.

What is the difference between the La Carte Purchasing Card and the Visa Corporate Travel Card?
La Carte is a university credit card issued to authorized employees for the purpose of making small dollar purchases. La Carte is neither tied to your personal credit nor will it be affected. Charges made on La Carte are direct payments by the university. The Visa travel card is a credit card intended for university travel related expenses, such as airlines, hotels/motels, and auto rentals. The travel card is an individual liability credit card and is tied to your personal credit history.

What p-card documentation is required for FedEx charges?
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