Office of Accounting Services
204 Thomas Boyd Hall Baton Rouge, LA 70803 (225) 578 -3321 Issue 323 September 2011
Business Managers’ Meeting
Academic Continuation forms should have been processed for all
academic employees by now, including employees on the regular “Budget Update” &
Academic Payroll scheduled for September 21st and those who chose to “GRAD Act 2.0 Overview”
receive their earnings at the end of each fiscal month. Employees who
Tuesday, September 6, 2011
do not have continuation forms will not be paid on their scheduled pay
225 Peabody Hall
9:30 am to 11:00 am
Change in Type of Employment
When an employee changes his type of employment, do not continue to
pay the employee under the old pay type (for example, wage to salary).
In most cases, this will cause an employee to be overpaid. If the
paperwork changing the pay type is still routing when pay day arrives,
contact Payroll for a partial against amounts already earned under the
Property Management’s Office
new type of employment. has moved to the Printing
Building on River Road.
Supplemental Timesheets should only be submitted for previous payroll
periods. If an employee is to be paid for the current pay period, time
should be loaded through ETA.
The Student Biweekly Timesheet is also available as a “fill-in” form.
Students can use the “fill-in” form to record their hours worked.
Remember, the timesheet must be submitted with the student’s
departmental timesheet when the student is being paid from federal
work study funds.
Inside this Issue
Do not submit duplicate timesheets for the same time period and/or
voucher. Call the Payroll Office for assistance to verify if an employee’s SPA 3
payment has been made or is in process. In most cases, an earnings
record will be reviewed to audit all payments for the employee.
Please use the correct pay period, object code and voucher when Travel 5
submitting supplemental timesheets. Note: Contingent employees
follow the wage time period/voucher not the student time period.
Additional Compensation Timesheets should be e-mail. I-9’s should be attached only as a last resort.
labeled “Add Comp” at the top and must reference the I-9’s that are attached and not completed correctly will
Add Comp Form Number. be sent back to the department, which will delay the
student’s paperwork being processed. The I-9 form
ETA Reminders and instructio ns can be fo und at:
Please staple all timesheets for an account http://www.uscis.gov/files/form/i-9.pdf.
together. The sheets are numbered and all are
needed. Helpful Hints when Completing the Electronic I-9 Form
Employees should be paid on ETA, however, if it is If a student is having problems accessing the electronic
necessary to pay using a Supplemental Timesheet, I-9 form, check the Pop-Up blocker setting and ensure it
they should be submitted separately from the ETA is set to allow Pop-Ups. The I-9 form will bring up a
batch. new window. JAVA and cookies should also be enabled.
If ETA time is not loaded on an account for
contingent and/or student employees, please do The student should complete Section One of the I-9
not perform the release to payroll function to form. Many international students are completing the
release these accounts into the ETA system. attestation section incorrectly. The majority of
international students should complete this section as
The standard work schedule should be removed
when a LWOP form is loaded for a classified
I attest, under penalty of perjury, that I am:
Check Alien Authorized to Work
Student Employees Appointed with Federal Work Alien # = I94 Number
Study or Chancellor Student Aid Funds Until= End Date on the I-20 or DS-2019
Students cannot be paid on two different Federal Work
Study or Chancellor Student Aid accounts. If a student Academic Withheld Employees Election Form
employee paid by these funds is transferring their Work Attachment
Study or Chancellor Student Aid balance to another The signed Academic Withheld Election form must be
department, the originating department must separate attached as an AW attachment to the appointment
the student from their account. form for an academic employee electing to be
academic withheld. The correct pay type for academic
Salary Encumbrances for the new fiscal year have been withheld is 5. If a department has a current academic
generated. For questions about salary encumbrances, employee wanting to change to academic withheld, a
contact Donna Dewailly at email@example.com or Tracey XPBC form can be loaded prior to 8/31/11 changing the
McGoey at firstname.lastname@example.org. employee from a pay type 4 to a pay type 5 employee.
The signed Academic Withheld Election form must be
No SSN’s in E-mail attached to the XPBC form as an AW attachment.
When sending inquiries about employees via e-mail, do
not include the employee’s SSN. Please use the LSUID Academic withheld employees are academic employees
when identifying the employee. who have elected to receive paychecks for twelve
months by completing the academic pay spread over 12
Employee Benefits Annual Enrollment months form which is located on the payroll website at
The period of October 10 through November 3 is http://www.fas.lsu.edu/acctservices/forms/pay/
annual enrollment for employee benefits. More details as249.pdf. The salary for academic withheld employees
will be available soon on the HRM Benefits web page. is paid over nine months, September through May. All
deductions are collected from these nine paychecks. A
I-9 Forms for Student Employees should be completed special deduction is set up that accumulates
on-line through the HRS Employee Data Sheet process, approximately 25% of the net check each month.
using the electronic link provided to the student by During the summer months of June, July and August,
the accumulated deduction is refunded in three equal Sponsored Program Accounting
payments. The pay date for academic withheld
employees is the last working day of the month.
LA Board of Regents (BOR)
Status reports and invoices are due to BOR on October 1,
2011, for continuing LEQSF Graduate Fellowship and
International students and Graduate Assistants must Doctoral contracts. The reports should be submitted to
have a work permit approved by the International Marie Hamilton, Assistant Dean of the Graduate School,
Services Office before they can be employed on who will forward them to our office for invoice
campus. Newly appointed students will complete an preparation. For questions, please contact Oneida
electronic work permit on-line through the HRS Jarrell at 578-4879 or email@example.com or Denee Aydell
Employee Data Sheet process. Once the work permit at 578-2139 or firstname.lastname@example.org.
is approved by ISO, it is part of the employee’s on-line
record and will update the required fields in the Final expenditure reports for BOR R&D and
payroll system. Enhancement contracts which expired June 30, 2011, are
due electronically to BOR by September 30, 2011. In
International employees eligible for tax treaty order to expedite the reporting process, please ensure
benefits for tax year 2011, but who are not currently cost sharing requirements are met, encumbrances are
participating, may complete the appropriate forms to paid, and any unallowable charges are removed from
apply for these benefits in 204 Thomas Boyd Hall. A the accounts. Also, unexpended balances will be
passport, visa, and I-20 or DS-2019 form are needed to refunded to BOR. Questions should be directed to the
complete the forms. A listing of the eligible countries grant contact.
can be found on the Payroll website.
Annual and final project reports for BOR contracts must
be submitted by the due date specified in the contract.
International student employees, including GA’s,
BOR will withhold payment until the reports are
must not work over 20 hours per week while school is
in session. To ensure compliance with this federal
regulation, international graduate assistants are Subrecipients Invoices
typically not allowed to receive additional compensa- Please verify that the subrecipient current and
tion. All additional compensation for international cumulative columns add down before submitting
Graduate Assistants must be approved by the invoices to SPA for approval. Other requirements that
Graduate School BEFORE the work is performed. This must be followed when approving subrecipient
is a formal condition listed on the ISO work permit. invoices can be found on SPA’s webpage at
Violations typically occur for International GA’s who http://www.fas.lsu.edu/acctServices/spa/paaManual/20
hold a 50% assistantship. 50% assistantships are 06/31.pdf.
formally considered 20 hours per week of employ-
ment which is the maximum amount of hours allowed Auditors
under federal regulations. Providing them with If an auditor from a sponsoring agency requests
additional work beyond their assistantship would information, please contact Patricia Territo in SPA at
exceed the 20 hours per week limitation, and the 578-2204 or email@example.com. No notification is needed
student would be in violation of their status in the if a Legislative Auditor is requesting information.
United States. Any questions about the work eligibility
of international students or Graduate Assistants Travel expenditures charged to a sponsored agreement
must benefit/relate to the project. Please ensure that
should be directed to the International Services Office.
the Travel Expense Reimbursement Request is complete
by including a description of the travel and noting its
benefit to the project.
Retroactive personnel forms must have an AS227:
Justification for Retroactive Personnel Form attached
Sponsored Program Accounting continued... Financial Accounting & Reporting continued...
stating why the transfer is being made. It is essential Important Notes
to stress the benefit to the project receiving the cost. Populate all parameters marked with an asterisk (*).
An AS227 is not required for transfers to the Verify the data being entered is in the proper
following accounts: Foundation, state funds, gift and parameter format – for example August 31st month
expired fixed price accounts. In addition, any end date should be entered as 20110831
retroactive personnel forms must comply with Payroll (YYYYMMDD).
guidelines before they are processed. The Verify mainframe access for that account,
AS227 can be found on SPA’s webpage at department or college.
http://www.fas.lsu.edu/AcctServices/forms/spa/as227 Adjust the print area through the Print Preview
.pdf. toolbar functions when printing reports.
Personnel Activity Reports (PARs) Helpful Hints
Please certify and return all outstanding PARs. If The information pulled on the on-line
applicable, please ensure cost sharing is documented ledgers/reports is as current as the GL update from
before returning PARs. It is mandatory that the previous night.
departments return completed PARs to SPA by the Since GLS cutoff normally falls on the first working
scheduled date. A noncompliance finding can result in day of the month, on-line ledgers for the entire
very serious consequences (i.e., loss of current and month can be viewed on the second working day of
future funding) since “adequate documentation” is the month. Note that some monthly cutoffs may be
required to support the costs incurred in the adjusted due to holidays or fiscal yearend.
performance of sponsored projects.
ALL FY 2011 PARS EXCEPT FOR PAR 3 SHOULD HAVE Accounts Payable & Travel
BEEN RETURNED TO SPA. PLEASE ENSURE THAT THESE
PARS HAVE BEEN CERTIFIED AND SUBMITTED TO SPA. Payments to International visitors must be in
accordance with the Finance and Administrative Services
The training schedule for Fall 2011 can be found on Office Procedures (FASOP: AS-04) found on the FAS
HRM’s webpage at http://appl003.lsu.edu/hrm/train website (http://www.fas.lsu.edu/fas/procedures.htm).
developweb.nsf/$CollectionMenu/Training+Programs? Please contact Misty Gregoire at 578-1541 or
OpenDocument. Training is offered for Personnel firstname.lastname@example.org for questions concerning payments to
Activity Reports (PARs) and Post Award international visitors.
Approval signatures on invoices and check requests
must be original. Stamped signature approvals are
Financial Accounting & Reporting unacceptable as they do not provide the assurance that
the approving authority actually approved the
Reporting Tools document. When submitting a copy of a document for
On-line ledgers/reports can be accessed by: payment or reimbursement, an original signature, in
blue or black ink, must be provided.
Logging into PAWS
Selecting Financial Services PRO Assistance
Selecting Reporting Tools Departments are encouraged to contact a member of
the PO Invoice Processing staff to assist with questions
Access to these reports is granted based on GLS regarding pending invoices, creating a receiving report in
authorization. To update or acquire access, an on-line PRO and/or viewing attached vendor invoices:
Security Access Request must be submitted.
Instructions for the Security Access Request system Susan Leming 578-1545 or email@example.com
can be found at http://www.fas.lsu.edu/fss/forms/ Kacey Ellenberger 578-1620 or firstname.lastname@example.org
SAF.pdf. Misty Gregoire 578-1541 or email@example.com
AP & Travel continued...
The AP & Travel trainings for the Fall 2011 semester have additional entries, click the “View More” button.
been scheduled and are available on the AP website under Individual cardholders may search for their LaCarte
Trainings. To register for a particular session, log into entries by entering their PAWS or LSUID in the
PAWS => go to Employee Resources => select HRM Cardholder ID field and click “Search”. The system
Training Programs. Employees should communicate the will display all entries for that particular cardholder.
need for special accommodations during the registration Immediate attention should be given to entries that
process. are not in RAPS status.
LACARTE VAT Recovery Program
Please do not destroy the original receipts/invoices
upon attaching them to LaCarte entries when LaCarte is
used as means of payment for international purchases
LaCarte and CBA BF entries must be released to AP using and/or travel expenses. The original invoices and
the on-line PCARD system with complete cost documenta- itemized receipts for travel expenses attached to a copy
tion no later than 30 days from the date of the purchase/ of the approved AS292 form should be forwarded to AP.
transaction. Please make sure all entries are released to For questions, please contact Jackie Chen at 578-1536 or
AP (RAPS status) when the final approvals are made. firstname.lastname@example.org.
University Source 6 accounts (Foundation Funded)
Purchases made with LaCarte that are charged to
University source 6 accounts (i.e. 6 in the sixth digit of the
account number) are subject to the University TRAVEL
Procurement Rules & Regulations. If the purchase is not
an allowable purchase (i.e. flowers for a retiree, holiday
decorations, etc.) that can be paid with University funds, Travel Forms & Website Updated
then the purchase should be not made with LaCarte. Also, The following information has been updated and is now
any purchases that require prior approvals (i.e. PUR522: available on the AP & Travel website under TRAVEL:
“Promotional & Logo Items paid w/University Funds”,
AS499: “Request for Approval of Special Meals”, etc.), the FASOP: AS-02, University Travel Regulations
approvals must be obtained before LaCarte is used to 2011-2012 In-State Contract Vehicle Rental Rates
make the purchase. The approved forms should be Out-of-State Vehicle Rental Rates
attached to the LaCarte entry along with the itemized In-State Louisiana Hotel Directory
receipts. LSU Pocket Travel Guide (on-line only)
Travel Orientation Brochure (on-line only)
When purchases are to be paid from a Foundation account There are no changes to the AS300 form (Travel Expense
involving an “F” in the sixth digit, LaCarte should not be Reimbursement Request). This form is not available on
used for payment. Departments should contact the the AP website.
Foundation on how to handle the purchase.
The contact information for Short’s Travel
Using the Search Screen in the PCARD System Management:
Departments should utilize the Search screen in the
PCARD system to monitor for outstanding p-card SHORT’S TRAVEL MANAGEMENT
entries that are not in RAPS status. To search by Toll Free - (888) 846-6810
department, click on the “Procurement Card” link
Fax - (319) 433-0847
under “Financial Services” in PAWS. On the Search
screen, enter the first five digits of the departmental E-mail: email@example.com
account number in the Department field and click Website: www.shortstravel.com/lsu
“Search”. All entries not released to the General
Ledger System (RGLS status) will be listed. To see the
AP & Travel continued...
Summary of pertinent information: Travel on LaCarte
1. Short’s Travel Management’s normal business LaCarte can be used as a means of payment for travel
hours are 8:00 am to 5:00 pm CST Monday-Friday. expenses (except for meals or personal incidental
2. The agent-assisted transaction fee is $24. expenses) while in travel status. Employees who are
3. Short’s Travel On-line (STO) should be used for not current LaCarte cardholders, but do travel on
University business travel only. university business, are encouraged to complete a
4. A 24-hour Emergency Travel Service at (888) 846- LaCarte Enrollment form (AS700) and submit to AP to
6810 is available 24 hours/7 days a week. The have a LaCarte card issued. The AS700 form must be
24-hour service is designed to support travelers in approved by the Department Head for the appropriate
the event of a “true emergency”. There will be a spending limits/authorities (i.e. purchasing and/or
$15 per call transaction fee for use of the after travel). The AS700 form can be found on Accounts
hour services. The fee will be reimbursable only if Payable & Travel website at http://www.fas.lsu.edu/acct
the service was used for a “true emergency”. In services/forms/ap/AS700.pdf.
the event the 24-hour service is used for any
non-emergency transactions, the transaction fee The on-line LaCarte Distribution Training is available on
will not be reimbursed. the Accounts Payable & Travel website at
http://www.fas.lsu.edu/AcctServices/acctpay/ and can
Short’s Travel Online (STO) is the innovative be accessed by clicking the “On-Line Training” link. The
easy-to-use on-line self-booking system that is direct link is http://community.moodle.lsu.edu/course/
available for University travelers to make their own view.php?id=220. The users will be required to:
travel arrangements. The transaction fee for on-line
bookings is $5 per transaction. STO can be accessed 1. Login through PAWS.
through the AP & Travel website at 2. Click “Accounts Payable & Travel”
http://www.fas.lsu.edu/AcctServices/acctpay/ or 3. Select the on-line training session - “LaCarte
directly at www.shortstravel.com/lsu. To login the Distribution”.
system, the users will need to enter the following
information: New cardholders are required to complete this training
prior to receiving their LaCarte card. The card will be
Username: Employee’s PAWSID given only to the cardholder upon signing the LaCarte
Password: Lsutigers1 Agreement form. For questions, please contact Patrice
Gremillion at 578-3366 or firstname.lastname@example.org.
Only upon the initial login, the system will prompt the
user to create a new password. Given the savings per For travel related questions, please contact a member
booking, travelers are strongly encouraged to use the of the Travel staff:
system. For questions regarding login to STO, please
e-mail Carlen Ensley at email@example.com. Jennifer Driggers 578-3699 or firstname.lastname@example.org
Catherine Herman 578-3698 or email@example.com
Update Profile Information
Carlen Ensley 578-3697 or firstname.lastname@example.org
All travelers must review their profile information in
Short’s Travel Online prior to making any airfare Lindsay Berthelot 578-1538 or email@example.com
reservations. In accordance with Transportation
Security Administration (TSA) requirements, the
traveler’s name listed in the profile must match the
government-issued identification (i.e. driver’s license
or passport) used to travel. If the name on the
traveler’s itinerary does not match the government-
issued identification, the traveler will experience
difficulty at the airport.
Business Managers’ Meetings “Newsletter”. Newsletters for the prior year can be found
The 9/6/11 meeting will focus on “Budget Update” & at http://www.fas.lsu.edu/acctservices/archive.html. To
“GRAD Act 2.0 Overview” and be presented by Finance be added to the Newsletter Mailing List, contact Danita
and Administrative Services. October’s meeting will King at firstname.lastname@example.org.
focus “E-procurement” and be presented by Marie Frank
and James Frazier of the Purchasing Office. Junk Mail
As we move towards the transition of Mailing Services to a
The remainder of the 2011 Monthly Business Managers’ third party vendor, please review the need for catalogs
Meeting Schedule is: October 4, November 1 & and brochures. An excessive amount of this type of “junk
December 6. Meetings are held on the first Tuesday of mail” is delivered to Accounting Services and is not
the month in 225 Peabody Hall from 9:30 am to 11:00 forwarded to individual departments on campus. If a
am. department has a need to view brochures and catalogs
from specific vendors, please contact that vendor to
To be added to the Business Managers Mailing List, update the mailing address. Contact Desiree Esnault at
submit an idea for a future topic, or submit specific email@example.com with any questions.
questions on topics announced for future meetings,
please contact Maria Cazes at firstname.lastname@example.org. Large Shredder
Information on prior meetings can be found at http:// Accounting Services has an industrial-sized shredder
www.fas.lsu.edu/AcctServices/business%20manager% located on the 4th floor of Thomas Boyd Hall. Departments
20mtgs.html. may request to reserve the shredder by contacting the
Imaging Supervisor, Demetres Johnson Casma, at
Training Courses & Special Accommodations email@example.com or 578-2132. Any departments using
Please be reminded that employees should the shredder will be trained on how to safely operate the
communicate the need for special accommodations in shredder, clean the general area, and proper disposal of
training during the registration process via PAWS. When the bags of shredded paper. Note that the shredded bags
registering for classes through PAWS, please note any of paper must be transported to the dumpster outside T
special needs or accommodations on the 'Profile' page, Boyd & Middleton Library and can be fairly heavy when
which is the first page that appears after clicking on being moved. Also, due to budget constraints,
"HRM Training Programs." Additionally, each of the departments with a large amount of shredding may be
instructors in any training offered by Accounting Services required to purchase and replenish shredder bags and oil.
can arrange one-on-one instruction of their topics to
accommodate such requests. Imaging Tips
Various documents that route to Accounting Services for
W-9 Requests final processing are then scanned by the Imaging section
All requests for a W-9 should be forwarded to Brenda to be stored as official University documents. In an effort
Wright at firstname.lastname@example.org or Desiree Esnault at to avoid delays in the imaging process and keep the
email@example.com. This document must be signed by workflow steady, please be aware of the following tips for
Donna K. Torres on behalf of the University. The W-9 various documents:
will be sent directly to the vendor from Accounting
Services. AS300: Travel Expense Reimbursement Request
AS300’s are pre-printed on white paper with a
Newsletter Mailing List document number already assigned. Departments still
The Accounting Services newsletter is available using an older version on pink paper should contact
electronically only. The .pdf version is e-mailed by the Front Desk at 8-3321 to obtain a new supply. The
Danita King monthly once the newsletter is available. In pink paper appears black when imaged; additional
addition, the on-line version is posted to the Accounting time is needed to obtain a version that is light enough
Services home page by the 5th of each month – click to read and be imaged. Note: if a department
produces its own AS300’s, then a unique 8-digit General Documents
numerical document number must be assigned and Multiple LSUID’s or SSN’s on a document causes
located in the right-hand corner of the document. delay since a staff member must stop the process
Tape all itemized receipts (especially small ones) on to determine number which is correct.
an 8 ½ x 11 white sheet of paper. The tape should Illegible handwriting causes a delay since the
not cover the amounts on the itemized receipts document must be sent back to the appropriate
since it tends to fade the ink which may make it division for accurate information.
harder to read once the document is imaged. Bad originals = bad imaged documents. If an
Please do not staple the receipts to the 8 ½ x 11 original is already hard to read, the imaged version
white sheet of paper. Time must be spent will not be legible.
removing staples from each document to be placed Use black or blue ink when writing on documents.
in the scanner. Lost staples become stuck in the Signatures should be legible.
equipment causing a malfunction and eventually,
the need to be repaired. AS Forms
Only use fluorescent yellow highlighter. Other The following link http://www.fas.lsu.edu/acctservices/
highlighters cause the information to be “blacked as_forms.html has a complete listing of all current AS
out” when imaged. forms used within Accounting Services. These forms
are in a user-friendly fillable .pdf format. Please
contact Danita King at firstname.lastname@example.org or Maria Cazes
at email@example.com with any issues accessing or using
Sponsored Program Accounting
Welcome Hilda Carrillo to SPA.
20 Years She can be reached at 578-1783 or
Donna Torres firstname.lastname@example.org.
Common Acronyms at LSU
Below is a list of common acronyms affiliated with LSU and used on campus.
Departments & Organizations Common Terms & Documents
AP Accounts Payable & Travel BA Budget Adjustment
AS Accounting Services BF Batch Feed
BOR Board of Regents CBA Central Billed Account
FAR Financial Accounting & Reporting CS Cash Journal Voucher
FDN LSU Foundation CSAP Chancellor Student Aid Program
OSP Office of Sponsored Programs CWSP College Work Study Program
PUR Purchasing DJ Departmental Journal Voucher
SPA Sponsored Program Accounting DT Departmental Transmittal
TAF Tiger Athletic Foundation EI Encumbered Internal Transaction
FASOP Finance and Administrative Services Operating
Financial Systems Procedure
ABS Advanced Billing System GA Graduate Assistant
APS Accounts Payable System GL General Ledger
BGT Budget System HRSAUTH HRS Authority
COA Chart of Accounts IT Internal Transaction
DIR Directory System ITB Invitation to Bid
ETA Employee Time & Attendance JV Journal Voucher
FMS Imaging System PAF Personnel Action Form
GLS General Ledger System PAR Personnel Activity Report
HRS Human Resources System PAWS Personal Access Web Service
INS Insurance System PI Principal Investigator
IPM Investment Portfolio Management PM Permanent Memorandum
LVT Leave Tracking System PO Purchase Order
PAR Personnel Activity Reporting PO ALT Purchase Order Alteration
PAY Pay Control System PPCS Personal, Professional & Consulting Services
PCARD Procurement Card System PROAUTH PRO Authority
PRO Procurement System PS Policy Statement
RCN Bank Reconciliation System RAPS Released to AP status
SAE Student Award Entry RFP Request for Proposal
SPS Sponsored Program System RGE Record of Grant Establishment
SJ Simple Journal Voucher
SWC Worker’s Compensation
STO Short’s Travel Online
TIS Treasurer Information System
TERR Travel Expense Reimbursement Request
USM University Stores Management