1. finance
2. accounting and auditing

Office of Accounting Services
Monthly Newsletter
2 0 4 T h om as B o y d H a l l B a t o n R o u g e , L A 7 0 8 03 ( 2 2 5 ) 5 7 8- 33 2 1
w w w . f a s . l s u . e d u/ A c ct S e r v ic e s
Financial Accounting & Reporting
1099 Tax Forms
1099 forms issued to LSU should be forwarded to Jen Richard in
Financial Accounting & Reporting, 204 Thomas Boyd Hall.
Petty Cash
Petty cash funds are governed by FASOP: AS-03 which can be found at
http://www.fas.lsu.edu/fas/fasOps/FASOP_AS-03.pdf. All petty cash
entries must include documentation of items purchased including, but
no limited to, the following:
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Issue 363
January 2015
Ther e wi l l be NO
J anuar y meet i ng due
t o t he hol i day br eak .
The nex t meet i ng
wi l l be hel d
Tues day , Febr uar y 10
f r om 9: 30 am - 11: 00 am
i n t he At c haf al ay a
Room, LSU St udent Uni on .
Date of purchase
Clear description of item purchased
Name of vendor
Amount paid
Signature and printed name of employee making purchase
Description of purpose
Restricted Accounts
The Board of Supervisors approved resolutions in 2013 allowing
departments to establish restricted accounts to record the following:
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Registration fees collected in departments and colleges that offer
training, academic sessions, camps, professional development and
conferences; and
Space usage fees collected in departments to be used exclusively for
the operation and maintenance of these venues.
A memo was distributed on August 21, 2013 that provides additional
information. The memo can be found at http://www.fas.lsu.edu/
AcctServices/forms/officeadmin/DDD%20Memos/AS-14-02.pdf. Departments requesting a restricted account must complete an AS505
“Request for Restricted Self-Generated Account” and forward it to
Financial Accounting & Reporting, 204 Thomas Boyd Hall. The form can
be found at http://www.fas.lsu.edu/AcctServices/forms/far/AS505.pdf.
Inside this Issue
Administration
2
SPA
4
Procurement
5
Payroll
6
LaCarte
9
Travel
10
LSU Acronyms
12
Financial Accounting & Reporting continued...
Administration
Reporting Tools
Online ledgers/reports can be accessed by:
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February Business Managers’ Meeting
There will be NO January meeting due to the holiday
break. Meetings will resume in February. The topics to
be presented at the February 10th meeting are as
follows:
Logging into myLSU
Selecting Financial Services
Selecting Reporting Tools
Important Notes
 Populate all parameters marked with an asterisk
(*).
 Verify the data being entered is in the proper
parameter format – for example December 31,
2014 month end date should be entered as
20141231 (YYYYMMDD).
 Verify mainframe access for that account,
department or college.
 Adjust the print area through the Print Preview
toolbar function when printing reports.
Security Access – GLS
Individuals requiring access to GLS must submit a
request through the online Security Access Request
System. The View and Initiate GLS Entries (GLSVIEW)
function will allow individuals to view information in
GLS and Reporting Tools and bring an entry to
incomplete status for their designated account scope.
The View/Initiate/Balance GLS Entries (GLSUPDATE)
function will provide all of the functions of GLSVIEW
and allow an individual to bring an entry to pending
status (F3).
Bank Reconciliation
Contact us at [email protected] for questions/
requests related to bank reconciliation to include the
following:
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Stop payment requests
Check copy requests
Check status requests
Unclaimed property
Unrecorded deposits
Expected wire or ACH payments
In addition, the AS32: Stop Payment Request and
AS500: Request for Copy of an LSU Check forms can be
found at http://www.fas.slu.edu/AcctServices/far_b/
form.asp. Please ensure the most recent version is
used when requesting information. Completed forms
can be scanned and e-mailed to [email protected].
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Risk Management Autonomy Transition
Student Employment Best Practices & FASOP
Tentative – Demo of Applying Unused Tickets on
STO
Meeting dates for the remainder of the fiscal year are as
follows: March 10, April 14 and May 12 (Fiscal Yearend
Seminar). Meetings are normally held in the Atchafalaya
Room of the LSU Union (room 339) at 9:30 – 11:00 am.
To be added to the Business Managers Mailing List,
submit an idea for a future topic, or submit specific
questions on topics announced for future meetings,
please contact Maria Cazes at [email protected].
Information on prior meetings can be found at http://
www.fas.lsu.edu/acctservices/archive.html.
Special Accommodations for Training Courses
Please be reminded that employees should communicate the need for special accommodations in training
during the registration process via myLSU. When
registering for classes through myLSU, please note any
special needs or accommodations on the 'Profile' page,
which is the first page that appears after clicking on
"HRM Training Programs." Additionally, each of the instructors in any training offered by Accounting Services
can arrange one-on-one instruction of their topics to
accommodate such requests.
Newsletter Mailing List
The Accounting Services newsletter is no longer printed
and available electronically only. The .pdf version is
e-mailed by Danita King monthly once the newsletter is
available. In addition, the online version is posted to the
Accounting Services home page by the 5th of each month
– click “Newsletter”. Newsletters for the prior year can
be found at http://www.fas.lsu.edu/acctservices/archive
.html. To be added to the Newsletter Mailing List,
contact Danita King at [email protected].
W-9 Requests
All requests for a W-9 should be forwarded to Brenda
Wright at [email protected] or Desiree Esnault at
Administration continued...
[email protected]. This document must be signed by
Associate Vice Chancellor Donna Torres on behalf of
the university. The W-9 will be sent directly to the
vendor from Accounting Services with a copy sent to
the requesting department.
through the “Editor” in each department. Editors may
log in to their myLSU account, click Departmental
Directory link, click My Listings and edit accordingly.
New or additional directory editors should be sent to
Tamara Mizell in Communications & University Relations
at [email protected]. Departments may also consider the
following to “spread the word” and:
Vendor Applications
When LSU does business with an organization, the
University (department) must enroll or register in that
organization’s vendor database. This will oftentimes
be referred to as the vendor application or enrollment
process. During the registration process, various
documents may be requested by the vendor such as a
vendor application referenced above. It is the
responsibility of the department to initiate the vendor
application process by completing as much
information as possible on the vendor application or
enrollment form. This form will vary by vendor and
will ask for specific information pertaining to the
department, contact information, goods/services, etc.
Note: it is common for a W-9 to be requested during
this process. Upon completion, forms should be
forwarded to Maria Cazes at [email protected]. The
proper signature will be obtained and the documents
will be returned to the requesting department or
submitted directly to the vendor.
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Send an e-blast to various departments informing
them of their new address so that information may
be distributed among its unit to update any internal
databases or label sets.
Contact Communications & University Relations to
determine if a broadcast e-mail is an appropriate
option.
Update their website, business systems, etc.
Document Imaging
Various documents that route to Accounting Services,
Procurement and HRM are scanned by the Document
Imaging section of Accounting Services to be stored as
official University documents. Since these documents
are oftentimes retrieved by Accounting Services personnel and/or auditors, it is extremely important that the
documents are legible. The workflow involved in imaging
documents is a very tedious and time consuming process. In an effort to keep the workflow steady and avoid
having to manually edit images, please use the following
tips:
Unclaimed Property Notifications
If a department receives notification regarding
unclaimed property due to their department, please
submit the correspondence to Maria Cazes at
[email protected]. Any information or history related
to the referenced unclaimed property would be
helpful in determining if the claim is legitimate and
LSU is actually due any money. The claim will be
researched within Accounting Services. If LSU is due
the unclaimed property, Accounting Services will
complete the paperwork, obtain appropriate
signatures, and submit the claim. Maria will keep the
department informed of the claim status from
submission to the receipt of funds.
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Departments Moving Locations
When a department on campus moves from one
location/building to another, it is important that the
departmental address be updated by informing Hope
Rispone at [email protected].
Hope updates the
“Department Address” in COA as this address is pulled
for multiple purposes. There is also a web directory of
departments on the LSU website that is updated
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3
Use white paper.
Tape receipts to 8 ½ x 11 paper. The tape should not
cover the amounts on the itemized receipts since it
tends to fade the ink which may make it harder to
read once the document is imaged. Do not staple
the receipts to the 8 ½ x 11 white sheet of paper.
Use fluorescent yellow highlighter.
Other
highlighters such as pink, blue, purple, etc. cause the
information to be “blacked out” when imaged which
causes Imaging personnel to manually adjust each
individual page.
Use blue or black ink when writing on documents.
Avoid using red or other colored ink pens.
Ensure that the document you are sending to be
processed is legible. If an original is already difficult
to read, the imaged version will be even harder.
Signatures should be legible.
Ensure that copiers and desktop printers have dark
ink/toner.
Replace ribbon on adding machines as soon as it
Administration continued...
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becomes light.
Send originals when available (no carbon copies).
Only send pages that are relevant to the document
being processed. For example, if an e-mail is used
as back-up and only a phone number or a graphic is
printed on the second page, the second page
serves no relevant purpose and should not be sent
to Accounting Services as part of back-up
documentation. If “scratch paper” is being used to
print documentation, then the pages containing
irrelevant text will also be scanned and part of
official University documents – so be cautious
when recycling paper.
Mark page numbers accordingly such as page 1 of
3, page 2 of 3, and page 3 of 3.
Shredder
Accounting Services has an industrial-sized shredder
located on the 4th floor of Thomas Boyd Hall that departments can reserve. To reserve the shredder,
please send an e-mail to [email protected]. The e-mail
should include the day and time of your requested appointment. In an effort to allow all departments across
campus to utilize the shredder and maintain the work
flow internal to our office, we have limited the use to 2
-hour increments. Appointments can be made for 8:00
to 10:00 am, 10:00 to 12:00 pm, and 1:00 to 3:00 pm.
If a department is more than 15 minutes late, the appointment may be rescheduled. If a department has a
project that includes a large amount of paper to be
shredded and a timeline to abide by, we will do our
best to accommodate. Any departments using the
shredder will be trained on how to safely operate the
shredder, clean the general area, and proper disposal
of the bags of shredded paper. Note that the shredded
bags of paper must be transported to the dumpster
outside T Boyd & Middleton Library and can be fairly
heavy when being moved. Also, due to budget constraints, departments with a large amount of shredding
may be required to purchase and replenish shredder
bags and oil. Note: this equipment does not dispose of
microfilm or microfiche - it is intended for paper only.
4
Sponsored Program Accounting
Fixed Price Agreements
Fixed price agreements should be treated like cost
reimbursable agreements during the agreement
period. If the work is not completed by the expiration
date, a no cost extension should be requested through
your campus Office of Sponsored Programs (OSP) to the
sponsor.
Normally, a fixed price agreement should have a 10% or
less unexpended balance when the project is
completed. A large unexpended balance could mean
that project charges were charged to another sponsored
agreement or to state funds. It could also mean that the
proposed budget was improper (non-project related
costs were included).
Tentative Account numbers
When completing an AS494 “Request for Tentative
Account Number” form, please ensure a contact name
and phone number are listed on the form. The contact
person will be notified when the account number is
established.
Please contact Keri Tweed at
[email protected] or 578-2032 with any questions.
Board of Regents (BOR) Graduate Fellows
Status reports and invoices are due to BOR by
January 31, 2015, for continuing LEQSF graduate
fellowship and doctoral contracts. Please submit the
status reports to Sponsored Program Accounting by
Friday, January 9 as they are needed for invoice
preparation. Reports must be submitted timely to SPA in
order for the reports and invoices to be mailed to BOR by
the due date. If you have any questions, please contact
Brad Zimmerman at 578-4879 or [email protected].
Travel expenditures charged to a sponsored agreement
must benefit the project. Please ensure that the Travel
Expense Reimbursement Request (AS300) is complete
and a description of the travel is included.
Overdrawn accounts
University policy states that restricted accounts are the
responsibility of the department and should not be in an
overdraft status. However, some accounts may be in an
overdraft status which are acceptable due to extenuating
circumstances (such as, a multi-year agreement,
incrementally funded agreement or a pending request
for additional funding). It is imperative that immediate
attention be given to such accounts and appropriate
Sponsored Program Accounting continued...
Procurement
action taken to clear the overdrafts.
Source Documents
All requests from sponsors for source documents must
be routed to the appropriate SPA contact. Please do
not provide source documents to the sponsors because
the official financial records for the University are
located in Accounting Services. The SPA contact can be
found on the COASPA screen (F3 key) of the Chart of
Accounts (COA). The SPA contact can also be found by
accessing the Grant/Contract Account Information
query under Reporting Tools through Financial Services
in myLSU.
Request to Establish Scholarship/Fellowship (AS498)
must be completed for sponsored agreements paying
scholarships and/or fellowships. The form can be found
on SPA’s webpage or http://www.fas.lsu.edu/
AcctServices/forms/spa/as498.pdf. In order to expedite
processing, please ensure that the following criteria
information is provided:
 Name of Scholarship/Fellowship
 College and Department
 Student classification and major
 GPA for original award and GPA to be retained
 Time frame of scholarship/fellowship and whether
part-time or full-time enrollment is required
 Semester(s) awarded
 Other requirements
 Amount
Personnel Activity Reports (PARs)
Please certify and return all outstanding FY 2014 and
the below FY 2015 PARs now. If applicable, ensure cost
sharing is documented before returning the PARs. In
addition, all signatures must be in blue or black ink and
contain the date of certification.
PAR 3 — FY 2014
PARs A & B — FY 2015
PARs C & D — FY 2015
PAR 5 — FY 2015
Due date 10/27/14
Due date 11/17/14
Due date 12/01/14
Due date 11/24/14
Please contact the appropriate PAR analyst with any
questions. Meg Wesson is the contact for wage PARs
(PARs A – L) and Sarah Ulkins is the contact for
Academic and Fiscal PARs (PARs 1 – 3 and 5 – 8). Meg
can be reached at 578-2144 or [email protected].
Sarah can be reached at 578-1430 or [email protected].
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Expenditure Freeze
Departments are reminded to add a comment and
attach necessary documentation in the Remarks section
in PRO or in the Internal Notes section in LSU
GeauxShop to identify the exemption the purchase falls
under PRIOR to submitting orders. Failure to add the
exemption note will result in processing delays.
NOTE: The AS900 form is only needed if the purchase
falls under one of the 4 exemptions noted on the form
OR if the purchase does not meet the criteria of any
exemption and you are requesting an exception.
Click here for more information on the spending freeze
and LSU’s implementation plan.
Professional, Personal and Consulting Services
 For contracts that are subject to the Office of
Contractual Review (OCR), it takes approximately 4
weeks for the review and approval process to take
place. This time frame is in addition to obtaining
the vendor’s signature. Please be aware that
payment cannot be made until OCR has approved
and returned these contracts to LSU.
 To check the status of a purchase order or contract
that is pending, click continue on the PO header
screen and view the status under “PPCS
Information.”
 When creating a requisition from a purchase order,
verify and modify the pertinent information on the
new requisition, such as the cost, dates and
attachments. Delete attachments that may not
apply to the new requisition.
 Photography, videography, or graphic design
services will ALWAYS require a contract (regardless
of the dollar amount) due to ownership issues.
Procurement Reminders
 NO COMPETITION IS REQUIRED FOR ALL ITEMS LESS
THAN $5,000. However, to ensure that equipment
items are tagged in accordance with State Property
laws, per FASOP: PUR-05 equipment is NOT to be
charged to LaCarte. To purchase equipment items
between $1,000 and $5,000, a requisition must be
released to Procurement with a single quote
attached.
Procurement continued...
Payroll continued...
 Before attaching any documents in the PRO
Otherwise, process a Separation form to terminate the
student from employment.
system, please ensure that they are NOT
password protected.
If an attachment is
password protected, an error message will be
displayed when attempting to send the purchase
order.
Please process separation forms for any students who
graduated in December or who did not return to work
after the semester break.
Training
All PRO Demo and LSU GeauxShop training classes will
resume February 2015. Register for classes via myLSU
(PAWS), under Employee Resources - HRM Training
Programs.
Student Timesheets due early:
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Payroll
Voucher #
Timesheets Due
Student
075-27
Friday, January 16, 2015
2014 W-2's Delivered Through myLSU
The 2014 W-2 forms will be delivered electronically
through myLSU for all current employees who have a
myLSU account. Paper copies of W-2's will be generated
for current employees who do not have a myLSU account,
and for terminated or retired employees. The electronic
W-2 forms will be available on or before January 23.
Paper copies for current employees will be sent to
departments via campus mail by January 31. Paper
copies for terminated and retired employees will be
mailed directly to the employee on January 31.
Payroll
Academic Pay Basis
Please use pay basis 14 for spring semester only
academic employees and pay basis 84 for spring
semester only academic graduate assistants. These
employees will receive four equal checks with the first
payday on Thursday, February 21. If an employee is
starting during the spring semester but is in a ninemonth position, then pay basis 11 rather than 14, and
pay basis 81 rather than 84, should be used.
To access W-2 forms through myLSU, select Financial
Services, then Tax Documents.
Insurance
It is important for employees to review their
December and January paystubs to ensure the
coverage options elected during Annual Enrollment
are reflected correctly. For employees who elected
LSU First or Vantage Home HMO, coverage will be
effective January 1. For employees who elected an
OGB plan under Blue Cross, coverage will be effective
March 1, and deductions will be reflected in the their
February 2015 paychecks. If there is a discrepancy, it
should be reported to Human Resources (HR)
immediately. Employees should also report to HR if
they have not received ID cards for newly elected
coverage. This will ensure benefits are available when
needed.
Duplicate LSUID’s for Employees
An employee can only be paid under one LSUID number.
The process to merge LSUID numbers is time consuming
and may delay an employee’s payment.
To prevent creating a second LSUID number for an
employee with an existing LSUID number in Directory,
always enter the employee’s SSN when loading the new
appointment form. If the employee already has a LSUID
number on file then that number will automatically be
populated.
Employment of Minors
The Student Payroll Office is authorized to grant
Employment Certificates to LSU student employees who
have graduated from high school but not yet reached the
age of 18. Please contact Angie Ogle at [email protected]
for more details. Please direct students needing an
Employment Certificate to the Payroll Office.
Monitor work study and chancellor student aid yearto-date-paid amounts against the allocation
amounts. When a student has been paid their total
allocation amount, a Change in Source of Funds form
should be processed so that future earnings are
charged to the departmental budget account.
Any employer desiring to employ a minor must complete
an “Intention to Employ Form” which can be downloaded
6
Payroll continued...
from www.laworks.net. The form must be completed
describing the type of work to be performed and must
be signed by the minor’s parent or guardian, and
presented to an authorized issuing officer of the parish
Superintendent of Schools in the parish where the
work is to be performed. The minor must obtain an
“Employment Certificate” from the issuing officer
before beginning employment. The certificate cannot
be back dated since the system assigns the date when
entered. It is a violation, subject to fines if the
employer allows work to be performed prior to the
certificate period.
Minors aged 14-17 are prohibited from working in
hazardous jobs. They cannot work more than three (3)
hours on any day or eighteen (18) hours during any
week, in which school is in session. They cannot work
more than six (6) consecutive days in one (1) week or
more than eight (8) hours in any day when they are out
of school or school is not in session.
Sixteen year old minors may work until 11:00 pm, and
17 year old minors until midnight on days prior to a
school day. They may not, however, report to work
prior to 5:00 am on such days.
Helpful Hint when Completing the Electronic I-9 Form
If students are having problems accessing the form:
Check the Pop-Up blocker setting and ensure it is set to
allow Pop-Ups. The I-9 form will bring up a new
window. JAVA and cookies should also be enabled.
SSA Requirements for International Students
Any F-1 or J-1 student who will be employed by LSU
must apply for a social security number (SSN). The
procedures and requirements for international
employees to receive a SSN have recently been revised.
Detailed instructions for applying for a SSN can be
found at http://international.lsu.edu/IS/current/apply
forssn.php.
International Employees
International students and graduate assistants must
have a Work Permit approved by LSU’s International
Services Office before they can be employed on
campus. Newly appointed students will complete an
electronic Work Permit online through the HRS
Employee Information Page process. Once the Work
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Permit is approved by International Services, it is part of
the employee’s online record and will update the
required fields in the payroll system.
International employees eligible for tax treaty benefits
for tax year 2015, but who are not currently
participating, may complete the appropriate forms to
apply for these benefits in 204 Thomas Boyd Hall. A
passport, visa, and I-20 or DS-2019 form are needed in
order to complete the forms. A listing of the eligible
countries can be found on the Payroll website.
International student employees, including GAs, must
not work over 20 hours per week while school is in
session.
To ensure compliance with this federal
regulation, international graduate assistants are typically
not allowed to receive additional compensation. All
additional compensation for international graduate
assistants must be approved by the Graduate School
BEFORE the work is performed. This is a formal condition
listed on the Work Permit. Violations typically occur for
International GAs who hold a 50% effort assistantship.
50% effort assistantships are formally considered 20
hours per week of employment which is the maximum
amount of hours allowed under federal regulations.
Providing them with additional work beyond their
assistantship would exceed the 20 hours per week
limitation, and the student would be in violation of their
status in the United States. Any questions about the
work eligibility of international students or Graduate
Assistants should be directed to International Services.
I-9 Form Procedures for International Student Workers
and GAs
I-9 forms for international employees should be
completed online through the HRS Employee Information
Page process. The online system includes edits to
prevent the use of unacceptable documents while
completing the I-9.
In the rare case where it is necessary to attach the I-9
form departments should be sure to use acceptable
documents to certify employment. This is especially
important for international students who have specific
work authorization. For example, to use a Social Security
card for employment purposes there should be no
restrictions listed on the card. A person in the U.S. on a
visa typically has a statement on their social security card
Payroll continued...
“valid for work only with DHS approval”. This statement prohibits the Social Security card from being
used as a list C document.
information for item number 2. Once they submit the
document the I-9 form will be routed to International
Services for approval.
Student employees in the U.S. on a visa will select the
“Alien Authorized to work until” option and then enter
the earliest expiration date of either their I-20 form,
DS-2019 form or passport. Next they will complete the
Attached is the latest list of acceptable documents for
form I-9 verification. Use this list to find an appropriate
document.
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Accounts Payable & Travel
1099-MISC and 1042-S Reporting
Forms 1099 MISC will be mailed by January 31, 2015 to
recipients of non-employee compensation (personal
and professional services), other income and royalty
payments. IRS Forms 1042-S will be mailed by the
University in mid February 2015, to all foreign visitors
receiving income, to all non-resident foreign students
receiving exemptions and cash awards, and to all tax
treaty benefit recipients. Internationals that plan to
file a tax return claiming a refund of taxes withheld on
income received will be required by the IRS to file with
a valid SSN or ITIN (Individual Tax Identification
Number). The IRS will not accept tax returns filed under
an international student LSUID (“89-" number).
Pending Invoices should be monitored in the PRO
system on a regular basis using the Document Search
screen. At the Document Search screen, select the
Document Type of “Invoice” and the Status as “Pending
Receiving Reports”. The search can be limited by one
of the following:
LSU’s “Expenditure Freeze” remains in effect through
June 30, 2015. The Expenditure Freeze applies only to
expenditures using state appropriated funds that are
included in the University’s FY 2014-15 Operating
Budget and/or identified with a zero (0) in the sixth digit
of the account number. The Quick Reference Summary
of LSU’s FY15 Expenditure Freeze Guidelines is available
on the AP & Travel website or can be found at http://
www.fas.lsu.edu/AcctServices/freeze.html. The Quick
Reference Summary is a helpful tool to assist
department personnel with meeting the documentation
requirements for processing the procurement or
payment transactions subject to the Expenditure Freeze.
For questions regarding LSU’s “Expenditure Freeze”,
please contact Patrice Gremillion at [email protected] or
at 578-3366.
 Angie Mann
 Valery Sonnier
 Vanessa Santos
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Department Code (first 5 digits)
Campus
Business Manager Logon ID
For PRO questions regarding Aged Listings, Pending
Invoices or Receiving Reports, please contact one the
following Invoice Processing contacts:
578-1620 or [email protected]
578-1541 or [email protected]
578-1531 or [email protected]
LSU GeauxShop questions regarding the invoice
workflow, please contact one of the following Invoice
Processing contacts:
 Jessica Hodgkins
 Valery Sonnier
 Vanessa Santos
578-1545 or [email protected]
578-1541 or [email protected]
578-1531 or [email protected]
For all other LSU GeauxShop questions, please e-mail
[email protected].
AP & Travel Spring 2015 trainings have been scheduled
and are available on the AP & Travel website under
Aged Listings of Outstanding Encumbrances as of Trainings. To register for a particular session, log into
December 31, 2014 will be distributed. Please review myLSU => go to Employee Resources => select HRM
each purchase order balance on the listing. If an Training Programs. Employees should communicate
outstanding balance exists for items that will not be the need for special accommodations during the
received, a purchase order alteration should be registration process.
processed in the PRO system. The system will liquidate
the encumbrance balance once the PO alteration is
complete. For questions concerning PO’s, please
contact Angie Mann at 578-1620 or [email protected]
or Jessica Hodgkins at 578-1545 or [email protected]. Personalized office supplies that are specific to an
Travel advance encumbrances are also included on the employee’s preference or personality will be considered
Aged Listings. For questions concerning travel advance personal expenses and are not allowed on University
encumbrances, please contact the Travel staff at funds. Examples of personalized purchases are pink
578-1550.
staplers, pink mouse, monogrammed calendars and sta-
Lacarte
tionery, etc. For questions, please contact Kathleen
Elders at [email protected] or 578-8593.
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Accounts Payable & Travel continued...
LaCarte and CBA entries must be released to AP (RAPS
status) with complete cost documentation no later
than 30 days from the date of the purchase/
transaction.
LaCarte card privileges will be suspended if:
 LaCarte entries are greater than 45 days
outstanding and are not in “Released to Accounts
Payable” (RAPS) status
 LaCarte entries in RAPS status have incomplete cost
documentation
 Departments may request to have a cardholder
privileges suspended if the cardholder is nonresponsive or fails to adhere to departmental
LaCarte business processes/guidelines
LaCarte card privileges will be revoked if:
 Repeat offenders violate the LSU’s Procurement
Rules and Regulations and/or FASOP: AS-20
“LaCarte Card Program Policy”
 Card privileges have been suspended three times
 Suspended cardholders are non-responsive in
resolving their delinquent entries within 30 days of
their card privileges being suspended
IMPORTANT PROGRAM CHANGE AT FISCAL YEAREND
AP & Travel will no longer contact departments and/or
cardholders for outstanding LaCarte or CBA entries.
Departments are responsible for LaCarte and CBA
entries not processed in the appropriate fiscal year.
The consequence for noncompliance will be loss of
funds to the departmental budgets.
Please be reminded that during the month of June, the
30-day requirement is reduced to 7 days.
An additional rollover of LaCarte and CBA entries will
be implemented at the end of fiscal year 2015. The
rollovers will be completed as follows:
Rollover #1:
LaCarte entries not released to AP (i.e., RAPS status) by
close of business on the final due date will be rolled
over into the next fiscal year. Accrual entries will not
be accepted for any LaCarte entry that is rolled over.
Rollover #2:
LaCarte entries in RAPS status by the final due date
with incomplete cost documentation that cannot be
resolved by AP & Travel’s final completion date will also
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be rolled over into the next fiscal year. Cardholder
privileges may be suspended or revoked for cardholders
with entries that roll over into the next fiscal year.
Departments are strongly encouraged to stay current
with all LaCarte and CBA entries throughout the
year, especially during the month of June. For questions
or concerns, please contact Patrice Gremillion at
[email protected] or at 578-3366.
For LaCarte-related questions, please contact a member
of the LaCarte staff:
 DeAnna Landry
 Theresa Oubre
 Kathleen Elders
578-1544 or [email protected]
578-1543 or [email protected]
578-8593 or [email protected]
TRAVEL
Mileage for relocation expenses is reimbursed at the
federal rate in effect at the time of the move. The
mileage rate for calendar year 2015 is 23 cents (down
from 23.5 cents).
Itemized Receipts
The AP & Travel office is receiving too many Travel
Expense Reimbursement Request forms (AS300) without
receipts for certain travel expenses such as, taxi, fuel for
rental vehicles, etc. Please be reminded that the
University Travel Policy states that itemized receipts are
required cost documentation that must be provided in
order to be reimbursed. Travelers should make sure
itemized receipts for all out-of-pocket travel expenses
are obtained and secured while in travel status. Travelers failing to provide an itemized receipt will not be
reimbursed for that expense. For questions, please
contact Jennifer Driggers at 578-3699 or [email protected].
Unused Airline Tickets
Travelers/departments are required to monitor unused
airline tickets on a continuous basis to ensure all unused
airline tickets are being applied to new airline
reservations when applicable. Therefore, departments
are required to have procedures in place to monitor
Unused Airline Tickets. The procedures should include
obtaining written justifications from the travelers as to
the business reason for the cancellation and the resulting
unused airline ticket. This documentation should be kept
Accounts Payable & Travel continued...
in a departmental unused airline ticket central file.
However, if the airline ticket is reused, this
documentation must also be included with the
employee’s travel payment request for audit with the
travel expenses. For any questions regarding the
reusing of an unused airline ticket, please go to the
Accounts Payable & Travel website, under Travel for
the Airline Fee Guide listed under Airline Information.
The Airline Fee Guide provides airline specific
information on reusing unused tickets. If additional
information is needed, please contact a Short’s Travel
Agent at (888) 846-6810 or [email protected].
When purchasing a ticket, the travelers will see their
unused tickets for the airline selected and can request
the credit be applied to their online booking. The
reservation will be routed to a Short’s Travel Consultant
to validate and apply the ticket credit less any airline
exchange fees. The functionality does not exist today in
the Global Distribution System (GDS) that allows for
automating exchanges and for this reason if a traveler
elects to apply an unused ticket credit, an agent
transaction fee of $24 will apply. This is clearly stated on
the check-out page, and the fee will also change from $5
to $24 if the user selects to use an unused ticket credit.
University Resources Available to monitor Unused
Airline Tickets:
If the reservation requires pre-trip approval, the total
cost of the ticket (before exchange) will be displayed to
the Travel Approver. The Travel Approver will see a
message on the approval request when the traveler has
requested to use an unused ticket credit. After the
Short’s Travel Consultant exchanges the ticket, the
confirmation invoice will reflect the final ticket cost
including the original ticket amount, new ticket amount
and airline exchange penalties. For a detailed booking
example, please go to the AP & Travel website under
Short’s Travel Management and select “Applying an
Unused Ticket on Short’s Travel Online” or select the link
directly at http://www.fas.lsu.edu/acctservices/forms/
travel/Applying%20Unused%20Tickets.pdf.
1. Travelers receive 120, 90, 60, 30 and 14 day Ticket
e-mail notifications regarding unused airline
tickets in their name directly from Shorts Travel
2. Each campus receives Unused Airline Ticket
Reports on a monthly basis directly from Short’s
Travel
3. The Unused Airline Ticket Report by campus is
available on the AP & Travel website by the 15th of
each month.
Unused Airline Ticket E-mail Notifications
Department Heads and Business Managers, including
those individuals with a business manager profile, are
copied on the automated unused airline ticket e-mail
notifications sent from Short’s Travel to the travelers.
This allows departments the ability to address the use
of any unused airline tickets prior to expiration.
IMPORTANT ENHANCEMENT TO SHORT’S TRAVEL
ONLINE (STO)
STO users now have the ability to make a request to
apply an unused ticket credit toward the purchase of a
new ticket.
Travelers and Travel Arrangers can now see unused
ticket credits within STO’s Search Results to assist
them with choosing the best flight. They can easily
request to apply an unused ticket credit toward the
new ticket purchase at check-out. STO will only display
fully open unused tickets with a value exceeding the
airline penalty fee.
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For travel related questions, please contact a member
of the Travel staff:




Arianna Elwell
Ashley Matt
Chantal Benjamin
Jennifer Driggers
578-6052 or [email protected]
578-3697 or [email protected]
578-3698 or [email protected]
578-3699 or [email protected]
University Holiday
Monday, January 19
Common Acronyms at LSU
Below is a list of common acronyms affiliated with LSU and used on campus. It is very likely you will come across these
acronyms in the Accounting Services newsletter or in training classes.
Common Terms & Documents
AMAF
Award & Award Modification Approval Form
BA
Budget Adjustment
BF
Batch Feed
CBA
Central Billed Account
CJ
Compound Journal Voucher
CR
Cost Reimbursable
CS
Cash Journal Voucher
CSAP
Chancellor Student Aid Program
CWSP
College Work Study Program
DJ
Departmental Journal Voucher
DT
Departmental Transmittal
EI
Encumbered Internal Transaction
ERP
Enterprise Resource Planning
F&A
Facilities & Administrative Costs
FASOP
Finance and Administrative Services
Operating Procedure
FB
Fringe Benefits
FP
Fixed Price
GA
Graduate Assistant
GL
General Ledger
GLS
General Ledger System
HRS AUTH
HRS Authority
IPARF
Internal Prior Approval Request Form
IT
Internal Transaction
ITB
Invitation to Bid
ITIN
Individual Taxpayer Identification Number
JV
Journal Voucher
LSUID
LSU’s Identification Number (replaces SSN in
LSU’s computer systems)
MC
LaCarte entry (similar to CS, DT, IT, JV)
NCE
No Cost Extension
PAF
Personnel Action Form
PAR
Personnel Activity Report
PAWS
Personal Access Web Service
PI
Principal Investigator
PM
Permanent Memorandum
PO
Purchase Order
PO ALT
Purchase Order Alteration
PPCS
Personal, Professional & Consulting Services
PRAF
Proposal Routing & Approval Form
PROAUTH
PRO Authority
PS
Policy Statement
RAPS
Released to AP status
RFP
Request for Proposal
RGE
Record of Grant Establishment
SJ
Simple Journal Voucher
SSN
Social Security Number
STO
Short’s Travel Online
TERR
Travel Expense Reimbursement Request
Departments & Organizations
AP
Accounts Payable & Travel
AS
Accounting Services
BOR
Board of Regents
DOE
Department of Energy
FAR
Financial Accounting & Reporting
FBI
Federal Bureau of Investigation
FDN
LSU Foundation
FEMA
Federal Emergency Management Agency
NIH
National Institutes of Health
NSF
National Science Foundation
ORED
Office of Research and Economic Development
OSP
Office of Sponsored Programs
PAY
Payroll
PROC
Procurement
PROP
Property Management
SACS-COC
Southern Association of Colleges and Schools
Commission on Colleges
SPA
Sponsored Program Accounting
SSA
Social Security Administration
TAF
Tiger Athletic Foundation
UAS
University Auxiliary Services
USDA
United States Department of Agriculture
Financial Systems
ABS
Advanced Billing System
APS
Accounts Payable System
BGT
Budget
COA
Chart of Accounts
DIR
Directory
ETA
Employee Time & Attendance
FMS
File Management System
GLS
General Ledger System
GSP
GeauxShop
HRS
Human Resources System
INS
Insurance
IPM
Investment Portfolio Management
LVT
Leave Tracking
PAR
Personnel Activity Reporting
PAY
Pay Control
PCARD
Procurement Card
PRO
Procurement
RCN
Bank Reconciliation
SAE
Student Award Entry
SPS
Sponsored Program System
SWC
Workers’ Compensation
TIS
Treasurer Information System
USM
University Stores Management
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