News and Updates
Office of Purchasing now uses PaymentWoks for vendor self-registration for all vendors
The University has selected PaymentWorks to manage vendor and payee information in Banner. PaymentWorks creates efficiencies in the process of obtaining business details and payment information from vendors. It will enable vendors to register, self-report their W-9/W8-BEN information, and maintain their own information through an invited self-service account.
Departments are asked to inform new vendors to look for emails from the University and PaymentWorks so they can self-register. Email questions to purchasing@louisiana.edu.
Year-End Deadlines
Announcment for deadlines for the 2024-2025 Fiscal Year-End can be found in its entirety on the FIscal Year-End Deadlines page.
University to use federal GSA rates for travel. (Updated 7/19/22)
The University has been approved to use federal General Services Administration rates for lodging, meals, mileage, and incidentals for allowable travel. The reimbursable mileage rate has increased to $0.625/mile when using a personal vehicle and the traveler’s reimbursement is no longer limited to 99 miles. The preferred method to travel is the one that is the lowest cost to the University. A traveler can request reimbursement for their actual mileage when traveling out of state and choosing to use their personal vehicle, but they must include a justification of why this is in the best interest of the University and the lowest cost option. If justification is not provided, the reimbursement will be limited to 99 miles at the GSA mileage rate.
Changes are being made in the Chrome River Travel and Expense system to accommodate the calculation at GSA rates, but this will not be implemented until mid-August. In the meantime, please research the rates on the GSA website and ensure that sufficient funds have been added for additional expense due to the change in rates. If a preapproval has already been approved in Chrome River and the travel has not taken place, please review the preapproval to determine whether the estimations need to be increased. If so, please recall or expire the preapproval and resubmit it with revisions.
As a reminder, when estimating lodging costs on a preapproval of travel, please include all lodging taxes for trips out of state and Louisiana city, parish, and occupancy taxes. Louisiana state taxes should not be charged to the University.
Email questions to purchasing@louisiana.edu
Home Delivery
Home delivery is no longer allowed unless prior approval is obtained from the Director of Procurement, Kristi Montet. To obtain approval an email must be submitted to the Office of Purchasing at purchasing@louisiana.edu, the email must state the reason for home delivery.
Vendor E-Mail Addresses
Departments are asked to provide an email address for all vendors when submitting a requisition through Banner. The email will facilitate electronic delivery of the purchase order document. Vendor email address is to be typed on the Vendor Information tab of the requisition. This information will be communicated to Purchasing staff to assist in the sending of the Purchase Order.
Staples Advantage Home Delivery Instructions
Home delivery is not longer allowed unless prior approval is obtained from the Director of Procurement, Kristi Montet. To request a temporary change of address to your home address, an email must be submitted to the Office of Purchasing at purchasing@louisiana.edu. The email must state the complete physical address for delivery and a justification for the need. Do not email Staples Advantage directly for an address change, the Office of Purchasing must request the change.
To access the Staples Advantage catalog follow this link.
Receiving Reports/Partial Delivery Reports and Scanning
University departments are asked to scan all receiving reports and/or utilize the online fillable pdf partial receiving reports and email them to accountspayable@louisiana.edu. Scanning of packing slips would be preferred too if possible.
Email purchasing@louisiana.edu with questions.
Chrome River Assistance
Purchasing personnel will provide assistance via teleconferences, webinars, and email. You can request a Teams meeting by sending a request to Purchasing@louisiana.edu with your availability to schedule.
If you need immediate assistance, email purchasing@louisiana.edu.
Direct Deposit for Vendors
Vendors should register through PaymentWorks to securely upload their direct deposit inforamtion that will allow them to receive invoice payments via ACH.
Direct Deposit for Employee Reimbursement
Employees who are not set up to receive direct deposit for out-of-pocket expenses are encouraged to do so at this time. Download the Direct Deposit Authorization Form for employees.
If you do not wish to have your check deposited in the same account as your payroll, a copy of a voided check or letter from your bank with the banking information must be attached. Completed forms should be emailed to accountspayable@louisiana.edu.
Email questions to accountspayable@louisiana.edu.