News and Updates
Office of Purchasing will soon roll out new self-registration feature to 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.
In the coming weeks, the Office of Purchasing will begin inviting new vendors to register through PaymentWorks as departments submit the Vendor Information form. Departments are asked to inform new vendors to look for emails from the University and PaymentWorks so they can self-register. Additional instructions will be provided as Purchasing rolls this feature out to existing vendors. Email questions to purchasing@louisiana.edu.
Year-End Deadlines
Announcment for deadlines for the 2023-2024 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
Travel
All travel is currently allowed. However, be aware of any restrictions or guidelines in your travel location. It is possible that some 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.
International Travel
All international travel must have a letter of justification approved by the University Vice President for Administration & Finance before making any travel arrangements.
Attach the letter in Chrome River which will be routed to the Vice President. Status of the preapproval can be checked within Chrome River.
Any questions should be emailed to purchasing@louisiana.edu.
Home Delivery
Home delivery is no longer allowed unless prior approval is obtained from the Assistant Vice President for Administration, Marie C. Frank. 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 Assistant Vice President for Administration, Marie C. Frank. 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
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 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.
LaCarte Cards
The Office of Purchasing requests that all LaCarte logs (Firm Paid Expense Reports) and statementsbe sent to the Purchasing Travel Office electronically (use purchasing@louisiana.edu) or by interoffice mail.
If you need immediate assistance or if you have questions email purchasing@louisiana.edu.
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 accountspayable@louisiana.edu.
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.
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.