1. A. The PCFO shall:

   1. 1. enter into a MOU with the Division of Administration through the Office of State Uniform Payroll;
   2. 2. be registered and in good standing with the Louisiana secretary of state;
   3. 3. maintain all records as required by federal and state laws;
   4. 4. provide to OSUP annually and as requested, reports containing data as required by OSUP;
   5. 5. provide the projected campaign budget to OSUP annually for approval;
   6. 6. report the fee structure to OSUP for approval. Any changes in the fee structure must be approved by OSUP;
   7. 7. disclose to OSUP any and all fees that are associated with the oversight of the campaign period, enrolling charitable organizations in the campaign, accepting funds from the LaGov HCM payroll system on behalf of donor employees, and disbursement of these funds to the participating charitable organizations;
   8. 8. submit a report to OSUP of total dollars/number of deductions sent to each charitable organization on a frequency agreed upon, with an option to obtain employee detail as requested;
   9. 9. review applications submitted by charitable organizations, ensure applicants meet all requirements and provide recommendations to OSUP;
   10. 10. submit campaign materials to OSUP for review and approval prior to the annual campaign period;
   11. 11. print and supply annual campaign and publicity materials;
   12. 12. include a list of charities in campaign materials that are approved for payroll deduction;
   13. 13. ensure campaign materials include disclosure of all fees/administrative costs that will be deducted from contributions. The State of Louisiana shall not be liable for any fees/administrative costs charged in association with the SCCC. All fees and administrative costs shall be assessed in accordance with federal and state law, and shall be consistent with nationwide charitable giving standards;
   14. 14. oversee the annual campaign period solicitation;
   15. 15. ensure employee solicitations are conducted only during duty hours using methods that permit true voluntary giving and shall reserve to the individual the option of disclosing any gift or keeping it confidential;
   16. 16. disburse contributions to charitable organizations in accordance with employee deduction authorizations less any agreed upon fees;
   17. 17. maintain records that indicate employee choice of specific charitable organization selected for payroll deduction.
   18. 18. provide documentation for audit purposes within 30 days of notification by OSUP or other state entity;
   19. 19. ensure that payroll deductions are submitted using the standard State Combined Charitable Campaign Deduction Authorization form (SED-8) approved by OSUP and the PCFO for use by agencies/employees paid through the LaGov HCM payroll system or through other authorized electronic means.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 42:456(A)(3).

Historical Note

HISTORICAL NOTE: Promulgated by the Office of the Governor, Division of Administration, Office of State Uniform Payroll, LR 39:3275 (December 2013).