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Andrea Hubbard

Tel: (225) 342-0713
Fax: (225) 342-1650
Email: Andrea.Hubbard@la.gov

Mailing Address:
P.O. Box 94095
Baton Rouge, Louisiana 70804-9095

Physical Address:
1201 North Third Street
Claiborne Bldg. Suite 3-210
Baton Rouge, Louisiana 70802

DOA Toll-Free Number
1-800-354-9548

Get A Game Plan Louisiana Recovery Authority LaTrac Report Fraud

STATEWIDE VENDOR APPLICATION PROCESS

The Office of State Uniform Payroll is responsible for the administration of the rules governing state employee payroll deductions. Products that are authorized through the Office of State Uniform Payroll are for all state employees and all state agencies of the executive branch of state government as defined under R.S. 36:4. The only exception to this is higher education facilities overseen by a Governing Board. The Governing Board has the authority to approve additional products or remove any product per the Boards' established policies.

Initial Requests
Current vendors requesting to add additional products or to add additional policy forms or service plans under currently approved products, or new entities interested in having a payroll deduction slot to offer individual policies/service plans (where the employee is the owner of the policy) to State of LA employees should forward a written request on company letterhead to the following address:

Attn: Andrea P. Hubbard, Director
Division of Administration
Office of State Uniform Payroll
PO Box 94095
Baton Rouge, LA 70804-9095

Please indicate:
1) your interest in having a payroll deduction slot,
2) the name of your company,
3) the company home office address and phone number,
4) a contact name, phone number and email address, and
5) the products that you are interested in having payroll deducted.

NOTE: This does not apply to State of LA employees employed by a higher education facility overseen by a governing board.  Contact the facility's governing board for their policy and procedures for new products.

Vendors interested in having a payroll deduction slot for group plans (where the state is the owner of the policy) should contact the Office of Group Benefits at the following address:

Attn: Chief Executive Officer
Office of Group Benefits
PO Box 44036
Baton Rouge, LA 70804-4036
(800) 272-8451

Payroll Deduction Rule
The Rule Governing Payroll Deductions (LAC 4:III. Chapter 1) provides the detailed policies for vendor applicants and current vendors. Vendors interested in obtaining a payroll deduction slot should review this rule and be prepared to comply with the policies of the rule.

The current Rule can be accessed on page 9 of the Louisiana Administrative Code, Title 4, Administration at the Office of State Register's web site. 

A Notice of Intent regarding the Payroll Deduction Rule was published in the October 20, 2011 edition of the October Louisiana Register.  On November 20, 2011, an Emergency Rule in regards to the Payroll Deduction Rule was also published in the November Louisiana Register.  The statewide vendors were sent a letter containing details about the changes included in the Notice of Intent, as well as, the details in regards to the Emergency Rule.  The Final Rule was published in the March 20, 2012 register.  The March Louisiana Register can be accessed at the Louisiana Register's Website at: http://www.doa.louisiana.gov/osr/reg/register.htm.  A summary of these changes can be reviewed in the documents below.

Timeline for New Requests received prior to July 1, current year

  • On or before August 1, current year - Applications and instructions will be mailed to all vendors who sent letters prior to July 1, current year.
  • August 1, current year - August 31, current year - Vendors can submit completed applications to the Office of State Uniform Payroll (OSUP). {106.D} 
  • September 1, current year - April 1, next year - Employee Payroll Benefits Committee (EPBC) shall review applications. {106.F} 
  • April 1, next year or sooner - Employee Payroll Benefits Committee shall issue an opinion of the results of the annual review along with recommended actions to the Commissioner of Administration. {106.G and 106.H}
  • May 1, next year or sooner - Commissioner of Administration shall advise OSUP whether EPBC recommendations relative to products and new applications have been accepted or denied. {106.I}
  • May 1, next year - May 31, next year - OSUP shall notify all applicants whether requests were approved or denied and notify LaGov  HCM paid user agencies and other departments/agencies of authorized deductions. {106.J.1 and 106.J.3}
  • July 1, next year - Deduction authorization for new products will be established and continue in upcoming plan year. Eligible products may become part of the flexible benefits plan in January 2nd year.

Timeline for Enhancements to Approved Products

  • Requests for enhancements to existing vendor products, policies or service plans must be submitted to OSUP for review and approval by April 1 and October 1 annually.
  • Enhancements to policies occur when:
    a) a vendor requests to broaden an existing, solicited policy's benefit coverage;
    b) a vendor requests the existing, solicited policy to be replaced by the enhanced policy;
    c) the vendor stops soliciting the existing policy;
    d) current policyholders may choose to keep the existing policy or convert to the enhanced policy; and
    e) new policyholders must purchase the enhanced policy.
  • OSUP and the EPBC will review the request and notify the vendor of approval or denial by June 1 and December 1 annually.
    a) If approved, OSUP will include the procedures for implementing the enhancement in the approval notification for July 1 and January 1 annually.
    b) If denied, OSUP will add the vendor to the file of vendors for new applications.  (See Sec 106 for new application process).

Timeline for Changes to Approved Products

  • The deadline for policy changes to be submitted to OSUP is July 1 annually.
  • Changes, including but not limited to, rate changes, co-payment changes and reduction in benefits occur when:
    a) a vendor requests an existing, solicited policy to be changed;
    b) current policyholders must choose to either accept the changed policy or terminate the policy; and
    c) new policyholders must purchase the changed policy.
  • OSUP will notify the vendor by September 30 of the acceptance and procedures for implementing the policy change for January 1.

Additional questions should be directed to the Benefits & Financial Administration Unit.

OSUP/F35 - Vendor Direct Deposit Enrollment Authorization Form
Administrative Coordinator Responsibilities
Sample Solicitation Policy
SED5 Refund Form