1. A. General Procedures

   1. 1. Cash may be accepted only as payment for a temporary 48-hour permit (when a fine is not also incurred), and for payment of gasoline and special fuels taxes and the $25 fines for violations of R.S. 47:718 and R.S. 47:812. The petty cash fund at each port-of-entry stationary unit at the out-of-state bound installation is for the purpose of making change while collecting gasoline and special fuels taxes. A locked cash box will be used for keeping the $25 fines, the tax collections, and the matching cash receipt forms.
   2. 2. The in-state bound port-of-entry installations will use a locked cash box to keep the collections from the sale of temporary 48-hour permits. The driver can use cash or a money order, certified check, cashier's check, Master Charge, Visa (BankAmericard), or department charge account (established when a bond has been posted for fines). The only cash fines accepted will be the $25 fines. Any time cash is received, a cash receipt shall be filled out in triplicate: the original for the driver, second copy to be mailed to headquarters, and third copy for the enforcement unit.
   3. 3. The portable units will have locked cash boxes bolted into the units for the purpose of collecting gasoline and special fuels taxes and the $25 dollar fines. If the sale of a temporary 48-hour permit also requires assessment of the $200 fine, the total amount shall be remitted by the driver in the form of a money order, certified check, cashier's check, Master Charge, Visa (BankAmericard), or DOTD charge account. If the driver has a valid Louisiana driver's license, he can surrender this in lieu of the fine and pay for the permit.
   4. 4. As cash is received, the officer shall note on the register of cash receipts the cash receipt number; amount of cash; whether for a temporary 48-hour permit, or fuel tax, or fuel tax and fine; the 48-hour permit number, or the amount of fuel tax and amount of fine, if any. Use the "Remarks" column to note the violation ticket number if a fine was assessed.
2. B. Reconciling Cash and Cash Receipts at the End of each Shift. At the end of each shift at the stationary locations both the officer going off duty and the officer coming on duty shall count the money in the petty cash fund, and both shall verify the amount. The monies in the cash box shall also be counted by both officers and checked with the matching cash receipt forms to make sure the monies collected are equal to the cash receipt forms written. Both officers shall stay on duty until the money and cash receipt forms are reconciled and a reconciliation form for that shift is made out in duplicate; one copy to be kept at the unit and a copy to be mailed to headquarters. Then both shall sign the reconciliation form verifying the monies and cash receipt forms.

3. C. Submission of Monies and Reports by Unit Supervisors

   1. 1. The unit supervisor shall remit the monies and a copy of the reconciliation form for the previous 24 hours to headquarters daily. The daily mailing to headquarters shall contain a copy of the summary report of daily weighing operations, a copy the reconciliation form, a copy of all the tickets written, all monies collected and a copy of all cash receipt forms issued for the previous 24 hours. All monies and cash receipt forms shall be verified and reconciled, with no errors or omissions, and the supervisor shall sign the reconciliation form. One copy of the form shall be retained at the enforcement unit.
   2. 2. A money order shall be purchased to cover the amount of cash collected for the 24-hour period with the money order being purchased by the supervisor or designated representative. The cost of the money order shall be taken out of the petty cash fund and copies of all receipts for money orders shall be attached to the request for reimbursement of petty cash.
   3. 3. Portable unit supervisors shall reconcile the monies and cash receipt forms at the end of the day's shift, and both officers shall be responsible for verifying and reconciling the receipts. The supervisor shall purchase a money order and transmit a copy of the reconciliation form to headquarters after each shift and before going home. The cost of the money orders shall be taken from the petty cash fund as described in §113.C.2.
   4. 4. If no receipts are collected for a particular day at either a stationary or portable unit, a form from that unit showing the hours of operation and "no receipts collected" shall be sent to headquarters.

4. D. Procedures for Handling Credit Card Payments

   1. 1. The officer shall check the expiration date and the name on the Master Charge or Visa (BankAmericard) and verify that it is valid and current. Under no circumstances may an officer use a card which has expired.
   2. 2. If the amount to be charged is over $50, the officer shall call the toll free number for an authorization code
      (1-800-362-6742). When calling for the authorization code, give the type card (Master Charge or Visa), the card number, the expiration date, the total amount of the charge, and the merchant's account number. The merchant's account number is on the plate of your imprinter (01106747).
   3. 3. Use the imprinter to impress the card on the charge slip.

   4. 4. Fill in the following information:

      1. a. date;
      2. b. department―your unit number;
      3. c. authorization code―the authorization number given you when you call the toll free number on amounts over $50. If the amount is less than $50, draw a horizontal line through that blank;
      4. d. clerk―your initials;
      5. e. description―use a separate line for each item (violation ticket, temporary 48-hour permit, DOTD permit) and the corresponding number of the forms and accounts; and give the total (see examples).
   5. 5. Have the driver (or whoever actually presents the credit card) sign it. His or her name, or the name of the company, should be on the card.
   6. 6. Give the individual the credit card and the original copy of the charge slip. Attach the yellow copy and the white hard copy to the headquarters copies of the violation ticket.
   7. 7. In the "Remarks" section of the violation ticket write the credit card number. (Example: Paid by Master Charge Number 813419839)
   8. 8. The charge slips are numbered. These numbers do not serve any purpose. In the event an error is made, destroy the charge slip in the presence of the individual and use another slip.
   9. 9. In some instances the individual will not actually have the credit card but will be able to supply the account number. In all such instances, call the toll free number
      (1-800-363-6742) for approval, regardless of the amount involved. Write in the information normally imprinted by the credit card, and this information should include the expiration date if possible.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 32:2 et seq.

Historical Note

HISTORICAL NOTE: Promulgated by the Department of Transportation and Development, Office of Highways, LR 5:34 (February 1979).