La. Admin. Code tit. 4 § III-101
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).
La. Admin. Code tit. 4, § III-101