Current through Register Vol. 50, No. 9, September 20, 2024
A. All currently
approved statewide vendors shall file an annual renewal application with the
Division of Administration, Office of State Uniform Payroll as scheduled by
that office.
B. Written notice of
requests for a new statewide vendor payroll deduction or for current vendors to
add additional products or to add additional policy forms or service plans
under the current products should be sent to OSUP prior to July 1 annually, in
order for the vendor to receive an application form from OSUP. Applications for
the purpose of providing deductions for IRA's, annuities, noninsurance
investment programs or group plans are not permitted.
C. On or before August 1 annually, OSUP will
provide deduction application forms along with instructions for completion to
each renewal and new entity on file.
D. On or before August 31 annually, renewal
and new applications must be completed and submitted to the Division of
Administration, Office of State Uniform Payroll, P.O. Box 94095, Baton Rouge,
LA 70804 or 1201 North Third Street, Ste. 6-150, 70802.
1. Application shall be made by the entity
which is the provider of the product or recipient of monies and shall be signed
by two principal officers of the applicant entity.
2. The application shall:
a. be submitted on a currently approved
application form provided by OSUP to the vendor;
b. indicate whether the application is an
annual application (renewal) or a new application for a product, policy form or
service plan not previously approved for deduction;
c. identify each policy form for specific
product provided on the application form;
d. include certification (SED-3 form) from
the department head of the requesting department for new applications.
Department certification attests that said applicant has provided evidence that
the vendor meets or exceeds the requirements of
R.S.42:455, that said applicant
has knowledge of the requirements of this rule, and that the department/agency
believes this product/policy/service plan would be a benefit for the employees
of the department/agency. Certification does not represent endorsement of
product by state or department. Administrative responsibilities of this rule
shall preclude the DOA from sponsoring applicants for vendor deduction
authorization;
e. indicate whether
the request is for participation within a specific department/agency by choice
(ability to service or applicability), or for statewide authority limited to
certain payroll system(s);
f.
designate an "administrative coordinator" to represent the vendor as primary
contact. Refer to Statewide Vendor Requirements and Responsibility
§
114 for complete
details;
g. include responses to
all applicable items (designated in instructions) on the application form for
new and annual renewal applications.
E. On or before October 1 each year, OSUP
will conduct a compliance review and shall notify vendors of any products that
will be removed due to not meeting the participation requirements in
§114.
C.3 In a separate letter, the vendor will be
notified whether their annual application has been conditionally
approved.
F. Between September and
April each year, the EPBC shall conduct a thorough review of all products
authorized for deduction and new applications.
1. EPBC shall maintain basic guidelines for
review to follow in the conduct of the annual review of statewide vendor
products. These guidelines are on file at OSUP and available upon
request.
2. The EPBC shall utilize
the data file maintained by OSUP to evaluate user satisfaction with products
and vendors and the guidelines for review to evaluate product quality.
a. OSUP shall maintain a data file of
documentation provided each year by user agencies, employees, vendors, and FBP
administrator relative to product utilization, services provided, and adherence
to department/agency policy and this rule.
b. OSUP shall copy to the data file all
correspondence relating to resolution of problems with and between vendors,
employees, and departments/agencies.
c. OSUP shall include the basic information
from annual application process and from new applications in the data file
provided to EPBC.
3.
Vendor shall respond to all additional questions as required by EPBC.
G. On or before April 1 annually,
the EPBC shall issue a summary report of opinions resulting from the annual
review of products and new applications, along with recommended actions to the
commissioner of administration.
H.
OSUP shall provide the Commissioner of Administration recommendations from EPBC
and information relative to vendor/product compliance with all other provisions
of this rule.
I. On or before May 1
annually, the commissioner of administration shall advise OSUP whether EPBC
recommendations relative to current products and new applications have been
accepted or denied.
J. On or before
May 31 annually, OSUP will:
1. notify those
vendors with new applications whether their requests were approved or denied.
Approval of an applicant in no way constitutes endorsement or certification of
the applicant/vendor by the state;
2. notify the affected vendors if any
problems were identified during the EPBC review and advise on any necessary
actions;
3. notify LaGov HCM
payroll system user agencies and other departments/agencies and governing
boards of authorized deductions by vendor and product name, providing LaGov HCM
system information and the effective date. Governing boards shall notify
universities.
K. Payroll
systems outside of the LaGov HCM payroll system will advise vendors whether the
deduction will be established.
AUTHORITY NOTE:
Promulgated in accordance with
R.S.
42:455.
