Current through Register Vol. 50, No. 9, September 20, 2024
A. The using agency shall be responsible for
accepting delivery of the equipment from the vendor and inspecting the
equipment to determine if the equipment complies with the specifications and is
in satisfactory condition. If an acceptance period is involved a certificate of
acceptance shall not be transmitted to the trustee bank until such time that a
successful acceptance period has been concluded.
B. Upon acceptance, the using agency shall
transmit to the trustee bank the following.
1. Original Invoice. The original invoice
must always be submitted unless it has been lost. In this case, a copy will be
accepted only if it has been signed and dated and "A True Certified Copy of the
Original Invoice" appears on the face of the invoice.
2. Pink Copy of Purchase or Release Order.
When submitting a complete payment request (when all items on the purchase
order are being paid for at one time), the number 2 pink copy must be attached.
When submitting a partial payment request, a photocopy of the number 2 pink
copy of the purchase order must be attached to the invoice. Submit the original
number 2 pink copy when the final payment is requested.
3. Receiving Report. The receiving report
must be completely filled out indicating the item(s) received, quantity of each
item, date received, and the authorized receiving agent's signature. When a
purchase order is paid in partials, the final payment request must show where
all the merchandise has been received, highlighting the item(s) submitted for
payment at that time.
4. Equipment
List. Submit a copy of the page of the selected equipment list for which the
item(s) apply. Highlight on the page the item(s) and amount for which payment
is requested.
5. Certificate of
Approval and Acceptance. The certificate must adhere to the format as set out
in Attachment A to these rules and regulations. Section 1 of the certificate
shall be approved by the Division of Administration, Office of the State
Budget, or Office of Facility Planning and Control, whichever is applicable,
and Section 2 of the certificate shall be completed by a duly authorized
official of the using agency prior to being remitted to the trustee
bank.
6. Title Document. When
applicable, include documents to place legal title of the item or piece of
equipment with the Louisiana Public Facility Authority.
C. Payment will not be processed by the
trustee bank unless each of the above described documents are remitted with the
invoice. All incomplete packages shall be returned to the using agency by the
trustee bank.
AUTHORITY NOTE:
Promulgated in accordance with R.S.
39:1761-1771.
