reglab/statecodes huggingface dataset:
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 3 - Direct Deposit of Employee Pay › Section III-305 - Direct Deposit of Employee Pay to a Third Party's Account

Current through Register Vol. 50, No. 6, June 20, 2024
A. Direct deposit of employee pay cannot be
				set up to go to a third party's account. This includes any account where the
				employee is not named on the account. Exceptions may be made by the employing
				agency for deposits to a dependent's account or to the account of a
				parent/guardian, when the employee is a dependent of the
				parent/guardian.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:247.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 3 - Direct Deposit of Employee Pay › Section III-307 - Condition of Employment

Current through Register Vol. 50, No. 6, June 20, 2024
A. Direct
				deposit of pay must be considered a condition of employment, and agencies shall
				not submit job offers to prospective employees who are not willing to receive
				their wage and compensation payments via direct deposit.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:247.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 3 - Direct Deposit of Employee Pay › Section III-309 - Request for Direct Deposit Waiver

Current through Register Vol. 50, No. 6, June 20, 2024
A. Employees may request a waiver of the
				requirement for direct deposit by completing and submitting to the employee
				administration office of the employing agency a request for direct deposit
				waiver on an approved waiver form. The approved form can be obtained from the
				employee administration office of the employing agency. The employee
				administration office is required to submit all requests for waivers to the
				department head or representative. The department head or representative must
				approve or deny the waiver based on reasonableness of the request. Approved
				waivers must be submitted to the Office of State Uniform Payroll for final
				approval/denial. The Office of State Uniform Payroll will approve, or deny, the
				request for waiver and return the form to the agency who must then notify the
				employee of the status of the request for waiver. The agency must maintain a
				copy of the waiver form with the employee's records with a notation as to when
				the employee was notified of the waiver status. Waivers may be approved for
				geographical barriers, physical/mental disability barrier, or inability to
				establish an account at any financial institution.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:247.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 3 - Direct Deposit of Employee Pay › Section III-311 - Enforcement of Rule

Current through Register Vol. 50, No. 6, June 20, 2024
A. Wage and
				compensation payments will be placed in a holding account until such time that
				employee completes an approved direct deposit enrollment authorization form and
				forwards said form to the employee administration office of the employing
				agency.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:247.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 3 - Direct Deposit of Employee Pay › Section III-313 - Department/Agency Responsibility

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				Departments/Agencies are responsible for incorporating within the hiring
				process notification of direct deposit as a condition of employment, enforcing
				compliance with this rule, reviewing and approving/denying employee requests
				for waivers, forwarding approved waivers to the Office of State Uniform Payroll
				for final approval/denial of waivers, notifying employees of the final decision
				on the waivers, maintaining record of waivers, reporting to the Commissioner of
				Administration any employees not complying with this rule, and withholding job
				offers to prospective employees failing to comply with this rule.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:247.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 5 - Direct Deposit of Vendor Payments and Electronic Receipt of Supporting Data › Section III-503 - Direct Deposit of Vendor Payments and Electronic Receipt of Supporting Data

Current through Register Vol. 50, No. 6, June 20, 2024
A. Effective July
				1, 2002, all vendors having either voluntary or involuntary payroll deductions
				through the ISIS Human Resource System must accept payments for deductions via
				direct deposit or other approved electronic means and must accept supporting
				data via an approved electronic means. Vendors must complete an approved direct
				deposit enrollment authorization form and forward said form to the Office of
				State Uniform Payroll to establish direct deposit of vendor payments to the
				vendor's bank account at an approved financial institution. Approved direct
				deposit enrollment forms can be obtained from the Office of State Uniform
				Payroll. Prior to a new vendor being approved and established in the ISIS Human
				Resource System, the Office of State Uniform Payroll must receive a completed
				approved direct deposit enrollment authorization form.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:455.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 5 - Direct Deposit of Vendor Payments and Electronic Receipt of Supporting Data › Section III-505 - Request for Direct Deposit Waiver

Current through Register Vol. 50, No. 6, June 20, 2024
A. Vendors may request a waiver of this rule
				by submitting in writing a formal request to the Director of the Office of
				State Uniform Payroll. Upon receipt of formal request, the Office of State
				Uniform Payroll will approve or deny the request for waiver and notify the
				vendor in writing within 15 days of receipt of request for waiver. Waivers may
				be approved if the vendor can prove that use of direct deposit and/or
				electronic receipt of supporting data will cause an undue hardship or will
				significantly increase payment processing costs.
B. Vendors receiving payments for
				garnishment, child support, and levies are exempt from the requirements of this
				rule.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:455.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 5 - Direct Deposit of Vendor Payments and Electronic Receipt of Supporting Data › Section III-507 - Enforcement of Rule

Current through Register Vol. 50, No. 6, June 20, 2024
A. Vendor payments
				will be placed in a holding account until such time that vendor completes an
				approved direct deposit enrollment authorization form and forwards said form to
				the Office of State Uniform Payroll.
B. Failure to adhere to this rule will result
				in termination of payroll deduction privileges.
C. Current and prospective vendors requesting
				to receive new payroll deductions through the Payroll Deduction Rule (LAC
				4:III.Chapter 1) will be denied acceptance for refusal to receive payments via
				direct deposit or other approved electronic means and receive supporting data
				via an approved electronic means.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:455.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 7 - Recoupment of Overpayments › Section III-701 - Definitions

Current through Register Vol. 50, No. 6, June 20, 2024
Active Employee
-employee currently working
				  for the agency that overpaid the employee.
Agency
-any one of the 20 major departments
				  of state government and the executive office or any subdivision thereof and any
				  other entity paid through one of the 20 major departments of state government
				  or the executive office. This includes those agencies using ISIS HR for payroll
				  and those agencies not using ISIS HR for payroll.
Deduction
-any voluntary/involuntary
				  reduction in net pay (e.g., health insurance, united way, taxes)
Direct Deposit Reversal
-a formal request to
				  the financial institution to return funds deposited into an account.
Division of Administration (DOA)
-the
				  Louisiana state agency under the executive department which provides
				  centralized administrative and support services to state agencies as a whole by
				  developing, promoting, and implementing executive policies and legislative
				  mandates.
Gaining Agency
-the agency to which the
				  overpaid employee is transferring.
ISIS Human Resource System (ISIS HR)
-the
				  integrated statewide information system administered by the Division of
				  Administration, Office of State Uniform Payroll to provide uniform payroll
				  services to state agencies.
ISIS HR Non-Paid Agency
-a state agency who
				  uses a system other than the ISIS HR system to process payroll.
ISIS HR Paid Agency
-a state agency who
				  processes payroll through the ISIS HR system.
Losing Agency
-the agency from which the
				  overpaid employee is terminating/separating.
Net Pay
-the amount of compensation due to
				  the employee after withholding all voluntary and involuntary deductions from
				  his wages and compensation earned.
Office of State Uniform Payroll (OSUP)
-the
				  section within the Division of Administration primarily responsible for the DOA
				  statewide payroll system and administration of the rules governing state
				  employee payroll deductions.
Overpayment
-unearned compensation of state
				  funds to employees.
Recoupment
-reimbursement of overpayment
				  that was not due an employee.
Separated Employee
-employee no longer
				  working for the agency that overpaid the employee.
Wage
-payment for services to an
				  employee.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:460.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 7 - Recoupment of Overpayments › Section III-703 - Introduction

Current through Register Vol. 50, No. 6, June 20, 2024
A. Overpayments
				occur when compensation that is not owed to the employee is paid in error. This
				includes but is not limited to overpayment of wages, annual leave paid in
				error, as well as, erroneous refunds of deductions. Unearned payments to
				employees are prohibited by Article 7, Section 14 of the Louisiana State
				Constitution which prohibits the donation of public funds. As a result, state
				agencies are required to make a reasonable effort to recoup overpayments to
				both active and separated employees. Agencies must also establish internal
				controls to prevent overpayments. State agencies are to develop specific
				policies regarding recoupment of overpayments incorporating these procedures
				into their policy.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:460.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 7 - Recoupment of Overpayments › Section III-705 - Notification to Employee of Overpayment

Current through Register Vol. 50, No. 6, June 20, 2024
A. Employees must be notified immediately
				once an agency determines that an overpayment has been made. Written
				notification must be provided prior to withholding the recoupment from a future
				payment(s). The notification to the employee must include the following:
1. pay date(s) the overpayment
				occurred;
2. amount of the
				overpayment;
3. reason for
				overpayment;
4. agency plan of
				action for recoupment;
5. employee
				options for reimbursement of overpayment, as appropriate; and
6. agency procedure by which the proposed
				recoupment can be disputed.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 7 - Recoupment of Overpayments › Section III-707 - Recoupment from Active Employees

Current through Register Vol. 50, No. 6, June 20, 2024
A. The following repayment options are
				available:
1. direct deposit reversal:
a. agencies paid through ISIS HR must follow
				OSUP policy for direct deposit reversals;
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 7 - Recoupment of Overpayments › Section III-709 - Recoupment from Employees Transferring to Another State Agency

Current through Register Vol. 50, No. 6, June 20, 2024
A. If an overpaid
				employee is transferring to another state agency, and the losing agency has not
				completed the recoupment process, the losing agency must notify the gaining
				agency that the employee has an outstanding balance due the losing agency. The
				losing agency must provide pertinent documentation regarding the details of the
				overpayment and the recoupment plan established:
1. employee transferring from ISIS HR paid
				agency to another ISIS HR paid agency:
a. the
				gaining agency must continue any payment plan that was established at the
				losing agency. If a payment plan was not established, the losing agency and
				gaining agency must coordinate the recoupment of the overpayment through the
				payroll system. Agencies must follow guidelines established by the Division of
				Administration for transferring the funds received at the gaining agency back
				to the losing agency;
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 7 - Recoupment of Overpayments › Section III-711 - Recoupment from Separated Employees

Current through Register Vol. 50, No. 6, June 20, 2024
A. Agencies must notify employee of
				overpayment according to guidelines in
				§705 The written
				notice to the employee must include a demand for repayment.
B. The following repayment options are
				available:
1. one-time personal payment from
				employee (i.e., check, money order); or
2. payment plan:
a. employee may submit multiple payments as
				agreed upon with the agency;
b. the
				period of recoupment may not exceed 12 months. Agencies paid through ISIS HR
				must obtain approval from OSUP for exceptions to the 12 month period.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 7 - Recoupment of Overpayments › Section III-713 - Condition of Employment

Current through Register Vol. 50, No. 6, June 20, 2024
A. Prior to
				submitting job offers to prospective employees, a signed statement must be
				obtained from the prospective employee acknowledging his/her understanding of
				the agency recoupment policy and that, if overpaid, the overpayment may be
				recouped in a future pay period after notification from the agency in
				accordance with the agency policy. Prospective employees include new hires and
				employees who have transferred from one agency to another agency.
B. Departments/Agencies are responsible for
				incorporating this condition of employment within the hiring process and
				withholding job offers to prospective employees failing to comply with this
				rule.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:460.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 7 - Recoupment of Overpayments › Section III-715 - Agency Policies and Procedures

Current through Register Vol. 50, No. 6, June 20, 2024
A. Agencies must develop polices with
				specific procedures to follow when an employee has been overpaid. The
				procedures in this rule must be incorporated into the agency policy.
1. OSUP shall provide specific details on
				recoupment procedures as related to the ISIS HR Payroll system via OSUP
				memoranda.
2. Agencies not paid
				through ISIS HR must develop policies as related to their payroll
				system.
3. Agencies must
				incorporate into their recoupment policy the policies and procedures for the
				collection and reporting of accounts receivable which are published in the
				November 20, 2002 edition of the
Louisiana
Register
.
4.
				Agencies must incorporate into their recoupment policy a dispute procedure for
				an employee to follow if the employee does not agree with the agency claim of
				overpayment.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 9 - 403(b) Tax Shelter Annuity Program › Section III-901 - Establishment

Current through Register Vol. 50, No. 6, June 20, 2024
A. The following
				identified agencies may sponsor and participate in 403(b) plans for the benefit
				of their qualified education employees through payroll deductions and services
				afforded by the ISIS Human Resource System:
1.
				Board of Supervisors for the University of Louisiana System;
2. Louisiana School for the Deaf (renamed as
				Louisiana Schools for the Deaf and Visually Impaired);
3. Louisiana School for Math, Science and the
				Arts;
4. Board of
				Regents;
5. New Orleans Center for
				Creative Arts;
6. Louisiana
				Universities Marine Consortium;
7.
				Department of Education State Activities;
8. Recovery School District; and
9. any other ISIS HR paid agency which meets
				the Internal Revenue Code requirements applicable to 403(b) plans.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 11 - State Combined Charitable Campaign (SCCC) Deductions › Section III-1103 - Deduction Rule Authority

Current through Register Vol. 50, No. 6, June 20, 2024
A. OSUP
				is responsible for the administration of the rules governing state employee
				payroll deductions. Nonprofit community health and human services charity
				deductions that are authorized through OSUP are for all state employees and all
				state agencies of the executive branch of state government as defined under
				R.S.
				36:4 who are paid through the central payroll
				system, LaGov HCM. The rules established hereunder do not create substantive
				rights in favor of any charitable organization or PCFO, nor do they create a
				cause of action in favor of any charitable organization or PCFO against or
				among themselves, or against the state, any participating agency, a campaign
				coordinator or any other employee, person or entity.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:456(A)(3).
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 11 - State Combined Charitable Campaign (SCCC) Deductions › Section III-1105 - Fees

Current through Register Vol. 50, No. 6, June 20, 2024
A. Fees incurred as
				a result of the state combined charitable campaign shall be handled in
				accordance with the procedures agreed upon by OSUP and the PCFO as outlined in
				the MOU.
1. The PCFO shall deduct all fees
				from the employee's contribution prior to distributing contributions to
				charitable organizations.
2.
				Disclosure of any and all fees shall be included on the standard state combined
				charitable campaign deduction form (SED-8) and included in campaign material,
				and displayed on any electronic enrollment site.
3. The PCFO shall provide OSUP with a
				breakdown of fees withheld on an annual basis.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 11 - State Combined Charitable Campaign (SCCC) Deductions › Section III-1107 - Charitable Organization Application Process

Current through Register Vol. 50, No. 6, June 20, 2024
A. Applications must be submitted annually
				and will be accepted by OSUP between January and March 1 each year. The
				standard application form (SED-7) can be obtained from OSUP.
1. Applications must meet all requirements
				established by OSUP and the PCFO as outlined in §1111
2. Charitable organizations that do not
				provide all documentation and/or do not meet all eligibility requirements
				established by OSUP and the PCFO will not be considered. Charitable
				organizations who do not meet all requirements will receive written
				notification from OSUP of denial of their application.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 11 - State Combined Charitable Campaign (SCCC) Deductions › Section III-1113 - PCFO Requirements and Responsibilities

Current through Register Vol. 50, No. 6, June 20, 2024
A. The PCFO shall:
1. enter into a MOU with the Division of
				Administration through the Office of State Uniform Payroll;
2. be registered and in good standing with
				the Louisiana secretary of state;
3. maintain all records as required by
				federal and state laws;
4. provide
				to OSUP annually and as requested, reports containing data as required by
				OSUP;
5. provide the projected
				campaign budget to OSUP annually for approval;
6. report the fee structure to OSUP for
				approval. Any changes in the fee structure must be approved by OSUP;
7. disclose to OSUP any and all fees that are
				associated with the oversight of the campaign period, enrolling charitable
				organizations in the campaign, accepting funds from the LaGov HCM payroll
				system on behalf of donor employees, and disbursement of these funds to the
				participating charitable organizations;
8. submit a report to OSUP of total
				dollars/number of deductions sent to each charitable organization on a
				frequency agreed upon, with an option to obtain employee detail as
				requested;
9. review applications
				submitted by charitable organizations, ensure applicants meet all requirements
				and provide recommendations to OSUP;
10. submit campaign materials to OSUP for
				review and approval prior to the annual campaign period;
11. print and supply annual campaign and
				publicity materials;
12. include a
				list of charities in campaign materials that are approved for payroll
				deduction;
13. ensure campaign
				materials include disclosure of all fees/administrative costs that will be
				deducted from contributions. The State of Louisiana shall not be liable for any
				fees/administrative costs charged in association with the SCCC. All fees and
				administrative costs shall be assessed in accordance with federal and state
				law, and shall be consistent with nationwide charitable giving
				standards;
14. oversee the annual
				campaign period solicitation;
15.
				ensure employee solicitations are conducted only during duty hours using
				methods that permit true voluntary giving and shall reserve to the individual
				the option of disclosing any gift or keeping it confidential;
16. disburse contributions to charitable
				organizations in accordance with employee deduction authorizations less any
				agreed upon fees;
17. maintain
				records that indicate employee choice of specific charitable organization
				selected for payroll deduction.
18.
				provide documentation for audit purposes within 30 days of notification by OSUP
				or other state entity;
19. ensure
				that payroll deductions are submitted using the standard state combined
				charitable campaign deduction authorization form (SED-8) approved by OSUP and
				the PCFO for use by agencies/employees paid through the LaGov HCM payroll
				system or through other authorized electronic means.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 11 - State Combined Charitable Campaign (SCCC) Deductions › Section III-1115 - Deduction Guidelines

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				Deductions must be authorized by employees on the approved deduction form
				(SED-8) or through other authorized electronic means.
B. An employee shall not make a designation
				to a charitable organization not listed in the official approved charitable
				organizations authorized for payroll deduction list.
C. An employee shall be allowed to make a
				designation to any charitable organization listed in the official approved
				charitable organizations authorized for payroll deduction list regardless of
				the region they live or work in.
D.
				No deduction will be taken in any pay period in which the employee's net pay,
				after all legal and previously authorized deductions, is insufficient to cover
				the portion of the employee's pledge which would normally be deducted. No
				adjustments will be made in subsequent periods to withhold any missed
				deductions.
E. An employee may
				cancel their deduction at any time. No refunds will be issued to employees for
				any amounts withheld from a previous pay period prior to
				cancellation.
F. Deductions will be
				withheld from employee's paychecks every payday and funds will be remitted to
				the PCFO by OSUP on a monthly basis via electronic funds transfer
				(EFT).
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:456(A)(3).
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 11 - State Combined Charitable Campaign (SCCC) Deductions › Section III-1117 - Department/Agency Responsibility

Current through Register Vol. 50, No. 6, June 20, 2024
A. The
				department/agency shall:
1. designate a
				campaign coordinator;
2. provide
				time during normal working hours for volunteers to perform their assigned
				campaign responsibilities and for campaign presentations to all
				employees;
3. only accept the
				standard state combined charitable campaign deduction authorization form
				(SED-8);
4. forward all SED-8 forms
				to the PCFO.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 11 - State Combined Charitable Campaign (SCCC) Deductions › Section III-1119 - Rule Transition

Current through Register Vol. 50, No. 6, June 20, 2024
A. All
				existing United Way entities receiving payment through payroll deduction on the
				LaGov HCM payroll system on the effective date of this rule shall continue to
				receive payment separately from the PCFO until January 2015. Beginning January
				2015 all payments will go through the PCFO.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:456(A)(3).
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 11 - State Combined Charitable Campaign (SCCC) Deductions › Section III-1121 - Removal of Charitable Organization from the SCCC for Cause

Current through Register Vol. 50, No. 6, June 20, 2024
A. OSUP, in
				coordination with the Division of Administration's commissioner's office, may
				remove a charitable organization from the SCCC for violating the provisions of
				this Rule, other applicable provisions of law, or any directive or instruction
				from OSUP.
B. OSUP will consider
				previous violations, harm to state employee confidence in the SCCC, and any
				other relevant factors in its decision to remove a charitable organization from
				the SCCC.
D. A charitable
				organization will be notified in writing of OSUP's intent to remove them from
				the current campaign and will have 10 business days from the date of the
				receipt of the notice to submit a written response.
E. OSUP's final decision will be communicated
				in writing to the charitable organization, with a copy being sent to the
				PCFO.
F. A charitable organization
				removed from the SCCC under any provision of this rule must demonstrate to the
				satisfaction of OSUP that they have taken corrective action to resolve the
				reason for removal and they have implemented reasonable and appropriate
				controls to ensure that the situation will not occur again prior to being
				allowed to participate in subsequent SCCCs.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:456(A)(3).
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 11 - State Combined Charitable Campaign (SCCC) Deductions › Section III-1123 - Appeal Process

Current through Register Vol. 50, No. 6, June 20, 2024
A. Any
				charitable organization participating in the SCCC that is removed from the SCCC
				for any reason shall have the right to have that action reviewed by filing a
				written request for review with the commissioner of administration.
B. Any charitable organization filing an
				application to become a participating charitable organization in the annual
				SCCC that is subsequently denied from participating in the SCCC shall have the
				right to have that action reviewed by filing a written request for review with
				the commissioner of administration.
C. Written requests sent to the commissioner
				of administration must be:
1. filed within 10
				days from the notice of removal / denial;
2. a written decision shall be rendered by
				the commissioner of administration on any request for review within 14 days of
				receipt of the written appeal;
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 11 - State Combined Charitable Campaign (SCCC) Deductions › Section III-1124 - Closure or Merger of Charitable Organizations

Current through Register Vol. 50, No. 6, June 20, 2024
A. Any charitable organization, which ceases
				its operations or merges with another organization, shall be ineligible to
				receive donations from the SCCC. Exceptions may be requested by the charitable
				organization and will be reviewed for approval by the PCFO and OSUP.
B. An ineligible charitable organization
				shall give written notice to OSUP, through the PCFO, within two weeks of the
				charitable organizations decision to close or merge through governance action.
				Such notification shall come from the organizations board of
				directors.
C. OSUP shall notify any
				ineligible charitable organization that it shall no longer receive donations
				from the SCCC.
D. OSUP, in
				coordination with the PCFO, shall establish guidelines for
				designations/deductions made by employees to an organization deemed
				ineligible.
E. The PCFO shall
				notify affected employees in writing of such organizational change and shall
				provide options for handling the employees designations/deductions. The PCFO
				will manage the charitable organizations payouts accordingly.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:456(A)(3).
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 13 - Rulemaking Petitions › Section III-1301 - Submission of a Rulemaking Petition

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				In accordance with
				R.S.
				49:953(C)(1), any interested
				person may petition an agency to adopt a new rule, or to amend or repeal an
				existing rule.
B. To petition an
				agency within the Division of Administration for changes to the agency's
				current rules, or for the adoption of new rules within the agency's purview, an
				interested person shall submit a written petition to the Division of
				Administration, Office of the Commissioner. The petition shall include:
1. the petitioner's name and
				address;
2. the name of the
				promulgating agency for the rule in question;
3. specific text or a description of the
				proposed language desired for the adoption or amendment of a rule, or the
				specific rule and language identified for repeal;
4. justification for the proposed action;
				and
5. the petitioner's
				signature.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 13 - Rulemaking Petitions › Section III-1303 - Consideration of a Rulemaking Petition

Current through Register Vol. 50, No. 6, June 20, 2024
A. Upon receipt, a rulemaking petition shall
				be forwarded to the promulgating agency for review.
B. Within 90 days of receipt of the
				rulemaking petition, the agency shall either:
1. initiate rulemaking procedures to adopt a
				new rule, or to amend or repeal an existing rule; or
2. notify the petitioner in writing of the
				denial to proceed with rulemaking, stating the reason(s) therefore.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 1 - Issuance of Policy and Procedure Memoranda-PPM Number 1 › Section V-101 - Authority

Current through Register Vol. 50, No. 6, June 20, 2024
A. All memoranda
				setting forth fiscal policy and procedures issued by the Commissioner of the
				Division of Administration shall be compiled in manual form, with copies
				provided to each state agency. Copies shall be maintained by the agency head
				and by the chief fiscal officer for the agency. Two binders will be provided by
				the Division of Administration for the retention of policy and procedure
				memoranda.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:4.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 3 - Responsibility for Fiscal Approval-PPM Number 7 › Section V-301 - Fiscal Review of Proposed Disbursements

Current through Register Vol. 50, No. 6, June 20, 2024
A. In all instances where responsibility for
				fiscal review of proposed disbursements has been assigned to an employee
				subordinate to the agency administrator, and where such employee in practice
				must act to approve or disapprove proposed disbursements, that employee will be
				held accountable for his acts of approval. As specific examples:
1. approval or payment should be withheld
				when known to be contrary to law or regulation as in the cases of compensation
				for dual employment, split purchase orders to avoid bid procedures, and illegal
				objects of expenditure;
2. approval
				and payment of travel reimbursements to an employee, officer, board member,
				etc., should be given only when in conformity with prescribed travel
				regulations and approved travel policies;
3. no approval or payment should be given for
				any services or goods without sufficient evidence that such goods or services
				were actually received.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 5 - Property Insurance Claims Recover Funds-PPM Number 10 › Section V-501 - Purpose

Current through Register Vol. 50, No. 6, June 20, 2024
A. It is the
				purpose and intent of this memorandum to establish procedures in handling
				reimbursement for losses, including automobile physical damages losses,
				incurred under property insurance policies.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:4 and
				  R.S.
				  39:1527, et
				  seq.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 5 - Property Insurance Claims Recover Funds-PPM Number 10 › Section V-503 - Funds for Property Claims

Current through Register Vol. 50, No. 6, June 20, 2024
A. Funds
				for all property claims payable to state agencies under property policies,
				commercially insured or self-insured by the Office of Risk Management, shall be
				held in the Self-Insurance Fund by the Office of Risk Management, Division of
				Administration, until the damaged property or equipment has been repaired,
				reconstructed, or replaced.
B.
				Agency and state purchasing procedures and policies shall be followed, and
				invoices submitted to the Office of Risk Management for payment to vendors. In
				the event an agency has paid for a covered loss, the Office of Risk Management
				shall reimburse the agency for its payments where paid invoices can be
				produced, and any agency receiving payments from the Office of Risk Management
				shall receive such as reimbursement of expenses or available income. Payment by
				Risk Management to agencies for purposes other than reimbursement of expenses
				or available income may be made upon an approved BA-7. Should the estimate of
				repairs or replacement represented on an executed Proof of Loss exceed the
				actual costs incurred, the excess shall remain with the Self-Insurance Fund
				within the Department of Treasury and shall not be reflected in the actual loss
				experience of the affected agency.
C. Commercial and self-insurance fund loss
				recoveries from policies purchased by the state shall be payable to the state
				treasury if payment is not otherwise made pursuant to other provisions of this
				Section.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:4 and
				  R.S.
				  39:1527, et
				  seq.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 5 - Property Insurance Claims Recover Funds-PPM Number 10 › Section V-505 - Repair or Replacement of Property

Current through Register Vol. 50, No. 6, June 20, 2024
A. Except for state-owned vehicles provided
				for in Paragraph B, infra, if repair or replacement of damaged, destroyed, or
				stolen state-owned property, to include buildings and improvements, boiler and
				machinery equipment, contents, inventories (including mobile equipment and
				excluding licensed vehicles), and marine hulls 26 feet and under, is not
				commenced within 36 months of the loss date, or if a proof of loss is not
				submitted within 36 months of the date of loss, the claim file will be closed.
				No liability will remain to the insurance fund, and the loss will not be
				charged to the loss experience of the affected agency.
B. If repair or replacement of damaged,
				destroyed, or stolen state-owned vehicles is not completed within 18 months of
				the loss date, or if a proof of loss is not submitted within 18 months of the
				date of loss, the claim file will be closed. No liability will remain to the
				insurance fund, and the loss will not be charged to the loss experience of the
				affected agency.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:4 and
				  R.S.
				  39:1527, et
				  seq.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 7 - Request for New or Substitute Positions PPM Number 33 › Section V-701 - Purpose

Current through Register Vol. 50, No. 6, June 20, 2024
A. It is the
				purpose and intent of this memorandum to incorporate a revised form, BA-8,
				10/76.
B. This revised form, BA-8,
				10/76, will be used, without exception, to request authorization for any new
				position not authorized in the executive budget and also to request
				authorization for any substitution of previously approved positions on the
				personnel position control.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:4.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 13 - Equipment Purchase Approval (BA-22)-PPM Number 43 › Subchapter A - General Provisions › Section V-1301 - Purpose

Current through Register Vol. 50, No. 6, June 20, 2024
A. It is the
				  purpose of this memorandum to provide for Form BA-22 (Revised) to be used in
				  all acquisitions of machinery and equipment allotted under Capital
				  Outlays-Acquisitions. This form must accompany each requisition, affecting this
				  allotment, submitted to the State Purchasing Section. After processing by the
				  purchasing section, it must then be approved by the Commissioner of
				  Administration.
AUTHORITY NOTE:
					 Promulgated in accordance with
					 R.S.
					 39:4.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 13 - Equipment Purchase Approval (BA-22)-PPM Number 43 › Subchapter A - General Provisions › Section V-1303 - Authority of State Purchasing Officer

Current through Register Vol. 50, No. 6, June 20, 2024
A. The state purchasing officer is hereby
				  directed to return, without action, any purchase requisition received without a
				  properly executed BA-22 (revised) attached.
AUTHORITY NOTE:
					 Promulgated in accordance with
					 R.S.
					 39:4.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 13 - Equipment Purchase Approval (BA-22)-PPM Number 43 › Subchapter A - General Provisions › Section V-1305 - Form BA-22 (Revised)

Current through Register Vol. 50, No. 6, June 20, 2024
A. Form BA-22
				  (revised) is designed so that the agency can indicate by a check ([]) mark
				  whether the purchase is a scheduled item or a substitution for a scheduled
				  item. It will further show by a check ([]) and property tag number the
				  equipment to be replaced. This equipment is to be turned in immediately to the
				  Division of Administration Purchasing and Property Control Section upon receipt
				  of the new equipment.
B. The
				  machinery and equipment balance section of Form BA-22 (revised) should indicate
				  allotment balance as of the last purchase requisition submitted.
C. Agencies may reproduce attached Form BA-22
				  (revised) as need dictates.
AUTHORITY NOTE:
					 Promulgated in accordance with
					 R.S.
					 39:4.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 15 - General Travel Regulations-PPM Number 49 › Section V-1501 - Authorization and Legal Basis

Current through Register Vol. 50, No. 6, June 20, 2024
A. In
				accordance with the authority vested in the Commissioner of Administration by
				Section 231 of Title 39 of the Revised Statutes of 1950 and in accordance with
				the provisions of the Administrative Procedure Act,
				R.S.
				49:950-968 as amended, notice is hereby given of
				the revision of Policy and Procedures Memorandum No. 49, the state general
				travel regulations, effective July 1, 2015. These amendments are both technical
				and substantive in nature and are intended to clarify certain portions of the
				previous regulations or provide for more efficient administration of travel
				policies. These regulations apply to all state departments, boards and
				commissions created by the legislature or executive order and operating from
				funds appropriated, dedicated, or self-sustaining; federal funds; or funds
				generated from any other source.
Please note that when political subdivisions are required to
				  follow PPM49 for any pass through money issued by the State of Louisiana, any
				  and all required approvals must be sent to the correct appointing authority,
				  not to the Commissioner of Administration.
B. Legal Basis (R.S.
				39:23 LB) "The Commissioner of
				Administration, with the approval of the governor, shall, by rule or regulation
				prescribe the conditions under which each of various forms of transportation
				may be used by state officers and employees in the discharge of the duties of
				their respective offices and positions in the state service and the conditions
				under which allowances will be granted for traveling expenses.
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  39:231.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 15 - General Travel Regulations-PPM Number 49 › Section V-1504 - Methods of Transportation

Current through Register Vol. 50, No. 6, June 20, 2024
A.
				Cost-Effective Transportation. The most cost-effective method of transportation
				that will accomplish the purpose of the travel shall be selected. Among the
				factors to be considered should be length of travel time, employee's salary,
				cost of operation of a vehicle, cost and availability of common carrier
				services, etc. Common carrier shall be used for out-of-state travel unless it
				is documented that utilization of another method of travel is more
				cost-efficient or practical and approved in accordance with these
				regulations.
B. Air
1. Private Owned or Charter Planes. Before
				travel by privately-owned or by chartered aircraft is authorized for
				individual's travel by a department head, the traveler shall certify that: at
				least two hours of working time will be saved by such travel; and no other form
				of transportation, such as commercial air travel or a state plane, will serve
				this same purpose.
a. Chartering a privately
				owned aircraft must be in accordance with the Procurement Code.
b.
i.
				Reimbursement for use of a chartered or un-chartered privately owned aircraft
				under the above guidelines will be made on the following basis:
(a). at the rate of $1.21 per mile;
				or
(b). at the lesser of coach
				economy airfare.
ii. If
				there are extenuating circumstances requiring reimbursement for other than
				listed above, approval must be granted by the Commissioner of
				Administration.
c. When
				common carrier services are unavailable and time is at a premium, travel via
				state aircraft shall be investigated, and such investigation shall be
				documented and readily available in the department's travel reimbursement
				files. Optimum utilization will be the responsibility of the department
				head.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 15 - General Travel Regulations-PPM Number 49 › Section V-1505 - State Issued Travel Credit Cards/CBA Accounts

Current through Register Vol. 50, No. 6, June 20, 2024
A. Use. All high cost expenditures (airfare,
				lodging, vehicle rentals, and registration) must be placed on the LaCarte
				Purchasing Card, Travel Card or agency CBA programs unless prior approval is
				granted from the Commissioner of Administration. The State Travel Office
				contracts for an official state corporate travel card to form one source of
				payment for travel. If a supervisor recommends an employee be issued a state
				travel card, the employee should complete an application through their agency
				travel program administrator. The State Travel Office contracts for an official
				state corporate travel card to form one source of payment for travel. If a
				supervisor recommends an employee be issued a state travel card, the employee
				should complete an application through their agency travel program
				administrator.
1. The employee's corporate
				travel card is for official state travel business purposes only. Personal use
				on the state travel card shall result in disciplinary action.
Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 15 - General Travel Regulations-PPM Number 49 › Section V-1507 - Parking and Related Parking Expenses

Current through Register Vol. 50, No. 6, June 20, 2024
A. Parking at the Baton Rouge Airport. The
				state's current contract rate is $3.50 per day (no receipts required) for
				parking in the indoor parking garage as well as the outside, fenced parking lot
				at the Baton Rouge airport. Documentation required to receive the contract
				price is the airport certificate and a state ID. If the agency does not issue a
				State ID, the traveler would need a business card and a driver's license along
				with the certificate to be eligible for the state contracted rate. Airport
				certificate may be found on State Travel Office's website at
				http://www.doa.louisiana.gov/osp/travel/parking/brairport.pdf [File Link Not
				Available]. At the agency discretion an employee may be paid actual expenses up
				to $5 per day with a receipt.
B.
				New Orleans Airport Parking. The state's current contract is with Park-N-Fly
				and the rate, inclusive of all allowable and approved taxes/fees, etc will not
				exceed $7 per day and $42 weekly (no receipts required for parking at
				Park-N-Fly in New Orleans). Promotional code 0050081 must be used to obtain
				this rate. For on-line reservations, no other documentation will be required to
				receive this rate. For all "pay when you exit" employees, a state issued ID or
				a valid ID with a state business card along with a tax exempt form is required
				to receive the state contracted rate. At the agency discretion an employee may
				be paid actual expenses, at another location, up to $7 per day with a
				receipt.
C. Travelers using motor
				vehicles on official state business may be reimbursed for all other parking,
				including airport parking except as listed in A and B above, ferry fares, and
				road and bridge tolls. For each transaction over $5, a receipt is
				required.
D. Tips for valet parking
				not to exceed $2 per day.
AUTHORITY NOTE:
				  Published in accordance with
				  R.S.
				  39:231.