FORMS

INSTRUCTIONS

To electronically complete applicable forms, see the below steps. Please be aware that forms for which are required to be submitted in conjunction with another form are identified with an asterisk * and must be submitted via the prerequisite form indicated.

⬇️STEPS⬇️

Select form

Select the download option in the top right section of the screen

Once downloaded, necessary fields should now be available for your modification.

To submit, select the applicable SUBMIT button on the form and follow the email prompt.

For forms which do not have a submission/upload function, please refer to the prerequisite form indicated with the form to submit.

Additional Information

⚠️ Form(s) must be completely finalized with required signatures prior to submission. If you are having problems electronically signing a form, please ensure the signee has not opted to "Lock" documents after signature in Adobe, as this will not allow additional signatures.

⚠️ Form Names Containing RED Asterisk * - These forms are required to be submitted via their indicated prerequisite form, as an additional attachment. Please refer to the prerequisite form provided for instructions/submission.

⚠️ Forms should be saved in PDF format

Available Forms

Program Enrollment & Exit Forms

▶️ Approver/Accountholder Enrollment - For those wishing to enroll within the Purchasing Card & Travel Program.
▶️ Accountholder Exit Form - For accountholders who are pending separation from their agency and/or the purchasing program.

Purchasing Program Forms

📝 Emergency Declaration: Designation Form - Form used for agency heads to delegate emergency personnel requiring emergency limits during a Governor declared emergency.

📝 * Approver Agreement Form - Form required for enrollment and annual renewal of approver privileges that acknowledges they have received required training from the agency, completed the State’s online certification training and received a passing score of at least 90, understand all policies, both state and agency, and accept responsibility for compliance with all policies and procedures related to all card programs and PPM49.

PREREQUISITE: Approver/Accountholder Enrollment Form - Must be attached and submitted with enrollment form. Please see Program Enrollment Form for instructions.

📝 * Cardholder Agreement Form - Form required for enrollment and annual renewal of accountholder privileges that acknowledges they have received required training from the agency, completed the State’s online certification training and received a passing score of at least 90, understand all policies, both state and agency, and accept responsibility for compliance with all policies and procedures related to all card programs and PPM49.

PREREQUISITE: Approver/Accountholder Enrollment Form - Must be attached and submitted with enrollment form. Please see Program Enrollment Form for instructions.

📝 Missing Receipt Form - If the documentation for a transaction has been lost, it is the accountholder’s responsibility to obtain a duplicate from the vendor. If a duplicate cannot be obtained, the accountholder should complete the Missing Receipt Form to serve as the documentation. The form should contain the itemized information for the transaction and describe the accountholder’s attempt to obtain a duplicate from the vendor. Missing Receipt Forms may only be used on an exception basis.

📝 Sales Tax Reimbursement Form - If the vendor erroneously charges sales tax or sales tax is charged by the vendor due to the accountholder’s failure to present the tax-exempt form, accountholders should make every effort to obtain a credit directly from the vendor. Documentation of attempts to obtain credits should be maintained with the transaction documentation. If a credit cannot be obtained from the vendor, the accountholder must complete the Sales Tax Reimbursement Form (Sales Tax Reimbursement) and reimburse the sales tax to the agency.

📝 Non-Approved Purchase Form - Due to the contents & requirements of this form, it must be submitted via email manually to your agency's appropriate parties and to OFSS Cash Disbursement Section for dissemination. Each instance of a non-approved purchase discovered by the approver must be reported to the Program Administrator on the Non-Approved Purchase Form.

📝 Exception Request Form (FOR ALL EXCEPTIONS; EXCLUDING SPENDING LIMIT REQUESTS) - Form used for agency requests for exceptions to policy and procedure. This form must contain signature approval from the accountholder's designated Approver/Supervisor prior to submission to OFSS.

📝 Exception Request Form (FOR SPENDING LIMIT REQUESTS ONLY) - Form used for agency requests for exceptions to policy and procedure. This form must contain signature approval from the accountholder's designated Approver/Supervisor prior to submission to OFSS.

📝*PowerPoint Presentation: DOA Internal Card Policy Training - Training course to ensure program participants understand their responsibilities within the Purchasing and Travel programs. Must be completed for all new enrollments and annual renewals.

PREREQUISITE: Approver/Accountholder Enrollment Form - Must be attached and submitted with enrollment form. Please see Program Enrollment Form for instructions.

Travel Program Forms

📝 Hotel Tax Exemption Form - (External Use Only) This certificate is for use by employees of the United States government and the State of Louisiana and its political subdivisions. It is used to document employee eligibility for exemption from payment of state sales taxes on hotel lodging charges that are directly reimbursable by the government employer.

📝 Emergency Declaration: Designation Form - Form used for agency heads to delegate emergency personnel requiring emergency limits during a Governor declared emergency.

📝 *Travel Card Approver Agreement Form - Form required for enrollment and annual renewal of approver privileges that acknowledges they have received required training from the agency, completed the State’s online certification training and received a passing score of at least 90, understand all policies, both state and agency, and accept responsibility for compliance with all policies and procedures related to all card programs and PPM49.

PREREQUISITE: Approver/Accountholder Enrollment Form - Must be attached and submitted with enrollment form. Please see Program Enrollment Form for instructions.

📝 *Travel Cardholder Agreement Form - Form required for enrollment and annual renewal of accountholder privileges that acknowledges they have received required training from the agency, completed the State’s online certification training and received a passing score of at least 90, understand all policies, both state and agency, and accept responsibility for compliance with all policies and procedures related to all card programs and PPM49.

PREREQUISITE: Approver/Accountholder Enrollment Form - Must be attached and submitted with enrollment form. Please see Program Enrollment Form for instructions.

📝 Missing Receipt Form - If the documentation for a transaction has been lost, it is the accountholder’s responsibility to obtain a duplicate from the vendor. If a duplicate cannot be obtained, the accountholder should complete the Missing Receipt Form to serve as the documentation. The form should contain the itemized information for the transaction and describe the accountholder’s attempt to obtain a duplicate from the vendor. Missing Receipt Forms may only be used on an exception basis.

📝 Sales Tax Reimbursement Form (NO SUBMIT BUTTON) - This form is required to be submitted physically to the Office of Finance & Support Services, Cash Disbursements Section with appropriate funds. If the vendor erroneously charges sales tax or sales tax is charged by the vendor due to the accountholder’s failure to present the tax-exempt form, accountholders should make every effort to obtain a credit directly from the vendor. Documentation of attempts to obtain credits should be maintained with the transaction documentation. If a credit cannot be obtained from the vendor, the accountholder must complete the Sales Tax Reimbursement Form (Sales Tax Reimbursement) and reimburse the sales tax to the agency.

📝 Non-Approved Purchase Form - each instance of a non-approved purchase discovered by the approver must be reported to the Program Administrator on the Non-Approved Purchase Form.

📝 Exception Request Form (FOR ALL EXCEPTIONS; EXCLUDING SPENDING LIMIT REQUESTS)- Form used for agency requests for exceptions to policy and procedure. Must be signed by the designated head of your agency/board.

📝 Exception Request Form (FOR SPENDING LIMIT REQUESTS ONLY) - Form used for agency requests for exceptions to policy and procedure. This form must contain signature approval from the accountholder's designated Approver/Supervisor prior to submission to OFSS.

📝*PowerPoint Presentation: DOA Internal Card Policy Training - Training course to ensure program participants understand their responsibilities within the Purchasing and Travel programs. Must be completed for all new enrollments and annual renewals.

PREREQUISITE: Approver/Accountholder Enrollment Form - Must be attached and submitted with enrollment form. Please see Program Enrollment Form for instructions.

🛑 Travel Authorization Form - 🛑DO NOT UPLOAD/SUBMIT IN THIS PROGRAM PORTAL 🛑 - All non-routine travel must be authorized with prior approvals, in writing, by the department head or his/her designee, from whose funds the traveler is paid. Agencies must maintain a file on all approved travel authorizations. Electronic files and approvals are acceptable using certified electronic signatures.