Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part III - Payroll › Chapter 1 - Payroll Deductions › Section III-101 - Definitions

Current through Register Vol. 50, No. 6, June 20, 2024
Administrative Contract
- contractual
				  agreement entered into by the state with an entity which meets or exceeds the
				  requirements to manage a flexible benefits plan.
Administrative Coordinator
- a statewide
				  vendor designated representative who provides the single authorized contact for
				  communication between the vendor and state departments/agencies, company
				  representatives, the Division of Administration, Office of State Uniform
				  Payroll, payroll systems outside of the LaGov HCM payroll system and any
				  administrative contract(or).
Agency Number
- three digit identifier
				  representing a single agency in the LaGov HCM payroll system which serves as a
				  key for processing and reporting.
Annual Renewal Application
- the process
				  through which a statewide vendor requests continued deduction authorization by
				  providing verification of company status, employee participation, remittance
				  reconciliation, designated coordinator, etc.
Applicant
- any entity which has submitted
				  an application to be approved as a statewide vendor for state payroll deduction
				  or a statewide vendor which has submitted an application for approval of an
				  additional product.
Billing Coordinator
- statewide vendor
				  representative appointed by the administrative coordinator to handle the areas
				  of billing, reconciliation problems and refunds.
Data File
- the body of information
				  documented by copies of correspondence between the Office of State Uniform
				  Payroll, the Office of Group Benefits, administrative contractor,
				  departments/agencies, vendors, Department of Insurance, and state employees
				  relative to employee solicitation, participation and service from
				  vendors.
Deduction
- any voluntary reduction of net
				  pay under written authority of an employee, which is not required by federal or
				  state statute, or by court ordered action.
Department/Agency
- as referenced herein
				  shall be any one of the major departments of the executive branch of state
				  government or any subdivision thereof as defined under
				  R.S.
				  36:4.
Department Head
- as referenced herein shall
				  be any elected official, department secretary or their designee for those
				  agencies as defined under
				  R.S.
				  36:4.
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
.
Employee Payroll Benefits Committee (EPBC)
-the group designated in
				  §103 to review
				  current and prospective payroll deduction benefits.
Entity
- the individual or organization
				  which renders service, provides goods, or guarantees delivery.
Flexible Benefits Plan (FBP)
- the program
				  initiated by the state under which employees may participate in tax reduction
				  benefits offered under Internal Revenue Code (IRC) § 125.
Flexible Benefits Plan Year
-the annual
				  period of time designated for participation (e.g., January 1 through December
				  31).
Governing Board
- as referenced herein shall
				  mean any one or all of: Board of Regents; Louisiana State University Board of
				  Supervisors; Southern University Board of Supervisors; University of Louisiana
				  Board of Supervisors; and Board of Supervisors of Community and Technical
				  Colleges.
Guidelines for Review
- as referenced herein
				  shall mean the set of criteria established for the annual evaluation
				  process.
Insurable Interest
- as referenced herein
				  shall be as defined in
				  R.S.
				  22:613.C.(1) and (2), e.g., an individual
				  related closely by blood or by law, or a lawful and substantial economic
				  interest in having the life, health or bodily safety of the individual insured
				  continue.
Intra-Agency Deduction
- a deduction
				  established by the department/agency for cost effective collection of funds
				  from employees for benefits provided, such as meals, housing, uniforms,
				  etc.
Intra-Agency Vendors
- any entity having the
				  Office of State Uniform Payroll's approval for an intra-agency
				  deduction.
LaGov Human Capital Management Payroll System (LaGov
				  HCM)
- the statewide system administered by the Division of
				  Administration, Office of State Uniform Payroll to provide uniform payroll
				  services to state agencies.
Louisiana Sales Coordinator
- statewide
				  vendor representative appointed by the administrative coordinator to handle the
				  areas of solicitation and educational responsibilities.
New Application
- the process through which
				  an entity submits a request to be approved as a statewide vendor to offer a
				  specific product, or a current statewide vendor requests authorization to offer
				  an additional product, policy form, or service plan.
Office of State Uniform Payroll (OSUP)
- the
				  section within the Division of Administration primarily responsible for the
				  administration of the rules governing state employee payroll deductions.
Policy Form
- referenced herein shall mean a
				  contract of an individual insurance plan, and all its components, which is
				  submitted to the Department of Insurance and subsequently approved for sale in
				  Louisiana by the Commissioner of Insurance.
Premium Due
- the amount of money the vendor
				  expects to receive for the product or service provided to the employee.
Product
- referenced herein shall mean the
				  specific insurance authorized through the statewide vendor annual renewal or
				  new application process as defined in
				  §106 This may
				  include multiple policy forms and service plans under the product.
Product Code
- the code assigned by the
				  Office of State Uniform Payroll to specific products authorized through the new
				  application process.
Reconciliation
- referenced herein refers to
				  the resolution of differences resulting from a monthly match or comparison of
				  vendor accounts receivable/invoice records to the state deduction/remittance
				  records at the product level.
SED-3
- referenced herein shall be the
				  standard form, Department Request for Payroll Deduction Vendor, required to be
				  submitted with any new application.
SED-4
- as used herein shall mean the
				  standard State Employee Payroll Deduction Authorization form developed by the
				  Division of Administration, Office of State Uniform Payroll used to process
				  employee statewide vendor deductions.
Service Plan
- plans of insurance where
				  benefits are the actual services rendered to the covered individual rather than
				  a monetary benefit.
Statewide Vendors
- any entity having
				  deductions other than statutory or intra-agency specific.
Statutory Vendors
- any entity having
				  deductions mandated or permitted by federal or state statute which includes,
				  but is not limited to union dues, credit unions, IRC § 457 and §
				  403(b) plans, health and life insurance products sponsored by the Office of
				  Group Benefits, retirement systems, Student Tuition Assistance and Revenue
				  Trust Program (START), and qualified United Way entities.
University
- any one of the state higher
				  education facilities which falls under the jurisdiction of appropriate
				  "governing board."
Vendor Representative
- as referenced herein
				  shall be any licensed agent or duly appointed representative designated by a
				  vendor to market that vendor's authorized product(s).
AUTHORITY NOTE:
				  Promulgated in accordance with
				  R.S.
				  42:455.