Cases of coronavirus disease (COVID-19) have been reported in all states, and some areas are experiencing community spread of the disease. Travel increases your chances of getting and spreading COVID-19.
CDC recommends you stay home as much as possible, especially if your trip is not essential, and practice social distancing especially if you are at higher risk of severe illness. Don’t travel if you are sick or travel with someone who is sick.
- Personal travel outside of your local area is discouraged, however not restricted;
- Employees who engage in travel outside of their local area must notify their Department Head (Supervisor) and the Office of Human Resources (HRConsultancy@louisiana.edu), prior to travel;
- If the employee begins showing signs of symptoms related to COVID-19, they will again notify their Department Head (Supervisor) and the Office of Human Resources (HRConsultancy@louisiana.edu).
If an employee must travel, they will be required to follow any state and local travel restrictions currently in place. It is possible that some state and local governments may put in place travel restrictions, stay-at-home or shelter-in-place orders, mandated quarantines upon arrival, or even state border closures while you are traveling.
Employees should check with the state or local health department along their route, and at their planned destination. There may be no restrictions at the time they plan to leave, however that does not mean there won’t be restrictions in place when they arrive.
Promotional Approval Form
As a reminder, promotional items, or items that include a University logo or verbiage need approval from the Office of Communications and Marketing prior to purchase. Any items purchased from the UL Lafayette Bookstore, whether stock items or special order items, will not require the form unless the items are being given away.
Once approved, this information will be electronically sent to Purchasing.
Purchasing, LaCarte, Chrome River, Travel, & Direct Deposit (Updated 3/26/2020)
Protocol for Emergency Purchases
Gov. John Bel Edwards has declared a state of emergency for COVID-19. An emergency condition is a situation that creates a threat to the public health, welfare, safety, or public property as defined in accordance with regulations.
During this time, any emergency purchase related to COVID-19 must be entered into Banner on a purchase requisition and have CV19 listed as the activity code in the Accounting section. You should attach firm quotes from three or more vendors to the requisition if at all possible along with the Emergency Procurement Justification Form. (Word and Fillable pdf are also available). At this time, it is not necessary to get original signatures on this form as it will be attached to the requisition.
Departments may use LaCarte cards to purchase up to $5,000 per transaction. They must follow as closely as possible standard procurement and LaCarte card policies, and emergency procedures as well. Employees must do their due diligence to ensure the University is not overcharged on purchases.
Home delivery is allowed during the emergency. When entering your requisition, add “INSTRU” as the Ship to address and add the physical address for delivery in the comment section. This will be communicated to the vendor on the Purchase Order.
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 in the Public Comments section 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
As home delivery is being allowed during the emergency, additional steps are needed to establish a home delivery address for Staples Advantage. To request a temporary change of address to your home address, an email must be submitted to the Office of Purchasing at firstname.lastname@example.org. The email must state the complete physical address for delivery. 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.
Purchase Order Change Request and Contract Alteration Process
University departments are asked to follow the electronic submittal guidelines below for routing a Purchase Order Change Request Form or a Contract Alteration Form.
- The University department’s contact should complete the fillable Purchase Order Change Request form (PUR-114) / Contract Alteration form (PUR-117). No physical signatures are required at this time.
- University department contact must forward completed form with documentation to Department Head or designee for approval (via email).
- Department Head or designee must forward email indicating “approved” with documentation to the Comptroller at email@example.com for approval.
- Comptroller must forward email indicating “approved” with documentation to Purchasing for processing.
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 firstname.lastname@example.org. Scanning of packing slips would be preferred too if possible.
Employees who need to scan paperwork and other documents while working remotely can download and use the following smartphone apps:
In addition, iPhones and iPads are equipped with document reproduction features that enable digital images to be emailed. Learn more about scanning features on an Apple product.
Cameras on Android phones also have document-scanning and emailing features. Learn more about scanning features on an Android phone.
Email email@example.com with questions.
Chrome River Assistance
The Office of Purchasing has suspended its in-person help sessions on Wednesdays and Thursdays to minimize face-to-face gatherings.
Purchasing personnel will provide assistance via teleconferences, webinars, and email. You will receive an email when these services become available.
If you need immediate assistance, email firstname.lastname@example.org.
Effective immediately and until further notice, all state-supported international travel is prohibited.
Out-of-State travel, whether by ground transportation or air, must be approved in advance by the Louisiana Commissioner of Administration and will be evaluated based on business necessity.
In-state travel is strongly discouraged and will be denied unless it is essential and there are no other means of conducting business.
These restrictions apply to new and all previously approved travel requests. All requests for the Commissioner's consideration and any questions should be emailed to email@example.com.
The Office of Purchasing requests that all LaCarte logs (Firm Paid Expense Reports) and statements are to be held in the cardholder’s department until further notice. Additionally, Office of Purchasing will not be issuing new LaCarte cards until the University reopens.
If you need immediate assistance or if you have questions email firstname.lastname@example.org.
Direct Deposit for Vendors
Download the Direct Deposit Authorization Form.
A scan of a voided check or letter from your bank with the banking information must be attached. To combat fraudulent activity, someone from accounts payable will call the vendor at the telephone number on file to verify banking information prior to setting up direct deposit.
University departments are asked to scan all receiving reports and/or partial receiving reports and email them to email@example.com.
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 firstname.lastname@example.org.
Email questions to email@example.com.
All University news and updates regarding the COVID-19 response are available at https://louisiana.edu/covid19-updates.
Office Supply Contracts
The Office of Purchasing is negotiating new catalogs for ordering small purchases and will be adding available vendors on a regular basis. Please access each of the vendors to explore their offerings. All office supplies should be ordered from the University Bookstore or the Staples contract. If you have any questions, please contact the Office of Purchasing at 337-482-5396.
Partial Receiving Reports
Beginning December 14, 2017 departments will be able to use the online fillable pdf partial receiving report in place of the three part copy. If you have any questions please call Purchasing at 337-482-5396.
Banner Requisition Entry
See Banner section for video and printable training material.