Division of Administration “La Carte” Purchasing Card Cardholder’s Overview

1. Division of Administration“La Carte”Purchasing CardCardholder’s Overview State of Louisiana “La Carte” Purchasing Card Program

2. PURPOSE: • Provides alternative method of payment • Streamlines purchasing & payment process • Less expensive than Purchase Orders or reimbursements • Increases productivity • Eases purchasing in emergency situations • Empowers employees to manage expenditures State of Louisiana “La Carte” Purchasing Card Program

3. VISA State of Louisiana “La Carte” Purchasing Card Program

4. VISA • No fees • No interest • Official Business use only • No cash State of Louisiana “La Carte” Purchasing Card Program

5. VENDOR’S INCENTIVE • Improve cash flow • Paid within 2 - 3 days by bank • No invoices • Eliminate payment research State of Louisiana “La Carte” Purchasing Card Program

6. REMEMBER: • A CREDIT CARD PURCHASE IS NEVER USED TO REPLACE PURCHASING RULES & REGULATIONS!!!!!!! State of Louisiana “La Carte” Purchasing Card Program

7. CREDIT CARDS: • Issued in individual’s name • Must receive prior training • Must sign cardholder’s agreement • Agency liability • Upon termination - must be cancelled State of Louisiana “La Carte” Purchasing Card Program

8. PERSONAL RESPONSIBILITIES: • Must sign cardholder’s agreement • Safeguard the card • Not transferable; only useable by the cardholder • Upon termination or transfer - must be cancelled State of Louisiana “La Carte” Purchasing Card Program

9. Lost/Stolen Cards • Notify Bank of America immediately by calling 1-888-449-2273 • No liability to the state for cards that are reported lost or stolen immediately State of Louisiana “La Carte” Purchasing Card Program

10. Card Misuse: • Any misuse or abuse of p-cards may result in disciplinary action and/or termination of card privileges. State of Louisiana “La Carte” Purchasing Card Program

11. Card $ Controls: • State determines maximum single transaction limit • Agency determines all limits within maximum • Cycle/Monthly Limits • Single Transaction Limits • Daily Transaction Limits State of Louisiana “La Carte” Purchasing Card Program

12. WHY FOCUS ON PURCHASES LESS THAN $500? • 228, 092 Orders out of 277,495 orders • 82.20% • $34 million out of $411 million • 8.28% State of Louisiana “La Carte” Purchasing Card Program

13. Merchant Category Codes • Codes are established by bank to identify types of businesses • Vendor accepting Visa enrolls as a MCC • Agency Reviews Proposed Cardholder spending requirements • Agency determines MCC Codes to be blocked State of Louisiana “La Carte” Purchasing Card Program

14. Making Purchases: • You must follow department purchasing procedures. • Obtain necessary approvals. • Procurement card purchases are tax-exempt. State of Louisiana “La Carte” Purchasing Card Program

15. Documentation: • Cardholder maintains log/receipts • Cardholder reconciles individual billing statement each month • Requires supervisor review and approval • Accounting reviews/post cost allocations State of Louisiana “La Carte” Purchasing Card Program

16. Purchasing Logs: • Requires adequate attached receipts • Vendor Name • Date of transaction / Date of receipt • Quantity • Description • Amount • Additional Comments as necessary State of Louisiana “La Carte” Purchasing Card Program

17. Remember: • Transactions do not appear on bank statements until the vendor submits their charges to the bank. At the close of a billing cycle, there may be discrepancies from your log that will need adjusting. Transactions not appearing on your statement may require that you move them forward to the next billing cycle. State of Louisiana “La Carte” Purchasing Card Program

18. Disputes: • In the event a charge is on your billing statement and there is a discrepancy or it is not a valid charge: • 1st- Try to resolve the issue with the merchandise vendor • 2nd- Determine if a Dispute Form is necessary • NOTE: Tax is not – disputable State of Louisiana “La Carte” Purchasing Card Program

19. Returns / Exchanges: • Cardholder is responsible for contacting the merchandise vendor to issue credits for returns or exchanges. • You can not just delete that charge from your bill. State of Louisiana “La Carte” Purchasing Card Program

20. Q U E S T I O N S ??? State of Louisiana “La Carte” Purchasing Card Program