Office of Accounting Services Monthly Newsletter - Finance and ...

Office of Accounting Services
Monthly Newsletter
2 0 4 T h o m a s B o y d H a l l B a t o n R o u g e , L A 7 0 8 0 3 ( 2 2 5 ) 5 7 8 - 3321
w w w . f a s . l s u . e d u / A c c t S e r v i c e s
Issue 320 June 2011
Accounts Payable & Travel
Spending Freeze
Accounts Payable & Travel is working diligently to ensure compliance
with the University spending freeze on state funds. In order to expedite
requests (i.e. miscellaneous check requests, LaCarte entries, direct
charge invoices, etc.) that meet the exemptions as mentioned in
Chancellor Martin’s memo dated May 16, 2011, departments should
reference and/or provide a justification for the exemption. When the
“essential nature” of the purchase is not clear, departments will be
contacted to provide an explanation. For questions, please contact
Patrice Gremillion at 578-3366 or pgremill@lsu.edu.
Business Managers’ Meeting
Account Reconciliation &
Recognizing & Reporting Fraud
Tuesday, June 7, 2011
9:30 am - 11:00 am
225 Peabody Hall
On-Line Training
The AP Fiscal Yearend Accrual Procedures is available via an on-line
training on the Accounts Payable & Travel website at http://
www.fas.lsu.edu/AcctServices/acctpay/ and can be accessed by clicking
the “On-Line Training” link. All users will be required to:
‣ Login through PAWS
‣ Click “Accounts Payable & Travel”
‣ Select the on-line training session - “Fiscal Yearend Accrual
Procedures”
The on-line training lasts approximately 30-45 minutes and there are no
multiple choice questions asked throughout the training. All business
managers and/or departmental personnel responsible for the AP fiscal
yearend close-out procedures are encouraged to participate in the
training. This training is a core course for the Business Manager
Certification Program. Accounts Payable will notify HRM of the users
who participated in the training. For questions, please contact Patrice
Gremillion at pgremill@lsu.edu or 578-3366.
The AP Year End Accrual Procedure manual will also be available on the
AP website by Friday, June 10 th . For a copy of the manual, go to the link
http://www.fas.lsu.edu/AcctServices/acctpay/ and click on “Operating
Manual” to select the manual. The manual is another resource that
provides detailed information on how to process accrual journal
vouchers for direct charges, purchase orders, travel and LaCarte
purchases.
Inside this Issue
LaCarte 2
Travel 3
SPA 4
FAR 5
Payroll 6
Admin 9

AP & Travel continued...
The last day to submit direct charge invoices, any
miscellaneous check requests, etc. without an accrual
journal voucher placed on top is Tuesday, June 28,
2011. Any invoices/documents (not including purchase
order invoices) received on Wednesday, June 29 th and
after, must have an accrual journal voucher placed on
the top. For more detailed information, please
participate in the on-line AP Fiscal Yearend Accrual
Procedures training or refer to the AP Year End Accrual
Procedure manual.
Aged Listings of Outstanding Encumbrances as of May
31, 2011 are being distributed. Please review each
purchase order balance on the listing. If an outstanding
purchase order balance will not be used, a purchase
order alteration should be processed in the PRO system
to remove the items that will not be received for the
system to liquidate the encumbrance balance.
Aged Listings of Outstanding Encumbrances as of June
15 th will be distributed on Thursday, June 16 th . If any
corrections are required, a PO alteration should be
processed in PRO. The deadline for submitting PO
Alterations to the Purchasing Office is Friday, June 17,
2011.
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:
‣ Five digit Dept Code
‣ Campus
‣ Business Manager Logon ID
For questions regarding electronic receiving reports
and/or pending invoices, please contact a member of
the PO Invoice Processing staff:
‣ Misty Gregoire
‣ Susan Leming
578-1541 or mgrego1@lsu.edu
578-1545 or slemin1@lsu.edu
Purchase Order Accruals
The accrual process for purchase order encumbrances
in PRO will be programmatically calculated based on
merchandise received and/or services rendered as of
June 30 th and not paid by June 30 th . The PRO system
will be available only on Friday, July 1 st for departments
2
to create Electronic Receiving Reports with a received
date of June 30, 2011 or prior. The system will
calculate the accrual on Friday, July 1 st at close of
business. For questions regarding purchase order
accruals, please contact Misty Gregoire at mgrego1@lsu.edu
or 578-1541.
LaCarte
With fiscal yearend approaching, please make sure all
outstanding LaCarte & CBA entries are reconciled and
released to Accounts Payable. For questions, please
contact Alisha Templet at atempl@lsu.edu or 578-8593.
The Search screen in the P-Card System is a great tool
for monitoring LaCarte entries as the entries are
generated on a weekly basis. The Search screen is also
helpful to ensure any outstanding entries are released
to AP by the 30-day requirement. To use the Search
screen, enter the department range and click “Search”.
Shipping Address
LaCarte purchases should be shipped to the purchaser’s
physical departmental address and not the billing
address for the LaCarte Card Program, Office of
Accounting Services, 204 Thomas Boyd Hall. Please
make sure the correct shipping address is provided
when making purchases. If a package is en route,
please give a courtesy call to the front desk at 578-
3321.
Cardholders terminating or retiring from the
University will have their LaCarte cards deactivated in
accordance with the Bank of America contract. If a
terminated or retired individual is conducting business
for the University that warrants a LaCarte card, the
department must complete a new LaCarte Enrollment
form and attach a letter of request justifying the need
for the card. For questions, please contact Alisha
Templet at atempl@lsu.edu or 578-8593.
Entries in RAPP Status
There are several LaCarte entries in RAPP (Routed and
Approved) status. As a reminder, the person with Final
Release Authority on the account should be the last
person to review and approve the entry (i.e. RAPP
status). Once the entry is in RAPP status, the system
will prompt the user to click “Release to AP” (i.e.

AP & Travel continued...
RAPS status).
For LaCarte related questions, please contact a
member of the LaCarte staff:
‣ Alisha Templet
‣ Kathleen Elders
‣ Jodie Tircuit
578-8593 or atempl@lsu.edu
578-1543 or kelder1@lsu.edu
578-1544 or jtircu1@lsu.edu
TRAVEL
The last day to submit Travel Expense
Reimbursement Requests without an accrual journal
voucher placed on top is Monday, June 27, 2011. Any
Travel Expense Reimbursement Requests received on
Tuesday, June 28 th and after, must have an accrual
journal voucher placed on the top. For more detailed
information, please participate in the on-line AP
Fiscal Yearend Accrual Procedures training or refer to
the AP Year End Accrual Procedure manual.
Travel Advances issued are not charged to
departmental budgets until properly supported Travel
Expense Reimbursement Requests are filed with
Accounts Payable/Travel. Travel advances should not
be accrued.
International Travel Bookings now available on
Short’s Travel On-line (STO)
Effective June 1, 2011, travelers will be able to book
“simple international travel reservations” on Short’s
Travel On-line (STO). Upon logging into STO, enter the
origin, then the destination and dates and the on-line
booking tool will provide the itineraries along with the
best price available for that simple international
itinerary. If the international itinerary is complex (see
defined below) the itinerary will be automatically sent
to an agent for review to ensure that the itinerary
selected is purchased at the best price. If a lower fare
is found, Short’s Travel will contact the traveler and
advise a lower fare is found prior to ticketing the
reservation.
Frequently Asked Questions
Q: What is a complex international reservation?
A: A complex reservation is defined as an itinerary
containing more than one airline and/or destination
outside of the United States. In the example below,
the itinerary contains more than one airline outside
of the U.S. and more than one destination.
Example:
Departure: New Orleans
Arrival: New York, John F Kennedy
Airline: American Airlines
--- Connection Flight ---
Departure: New York, John F Kennedy
Arrival: London Heathrow
Airline: British Airways
--- Connection Flight ---
Departure: London Heathrow
Arrival: Moscow
Airline: Aero Flot
Q: If a reservation is sent to an Agent for review will
the traveler be charged the full service fee of
$24.00?
A: Yes. Since the reservation is complex, Short’s Travel
needs to ensure that the best price is obtained for a
complex international reservation. International
pricing can be very complex so we need to make sure
that the price that is delivered is the best price for
the traveler’s itinerary.
Q: Can the traveler still call a Short’s Travel Agent to
make an international reservation?
A: Yes. However, we do encourage the use of the online
booking tool to make a simple international
reservation such as New Orleans to London and
return to New Orleans, which would be charged a
service fee of $5.00.
For travel related questions, please contact a member
of the Travel staff:
‣ Jennifer Driggers 578-3699 or jdrigg@lsu.edu
‣ Catherine Herman 578-3698 or cherman@lsu.edu
‣ Carlen Ensley 578-3697 or censle1@lsu.edu
‣ Lindsay Berthelot 578-1538 or lberthe@lsu.edu
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Sponsored Program Accounting
Fringe Benefits
A memo dated May 18, 2011 publishing the fringe
benefits rates for fiscal year 2012 has been distributed
by the Vice Chancellors for Finance and Administrative
Services and Research and Economic Development. The
fringe benefits rate for LSU for FY 2011-12 is 34%. The
LSU Agricultural Center’s rates are 38% for regular
employees and 30% for federal employees. The memo is
available at http://www.fas.lsu.edu/AcctServices/spa/
faSchedules/FY%202011-2012%20Fringe%20Benefits.pdf
For sponsored program accounts (including associated
cost sharing accounts) that end June 30 th and all state
sponsored agreements, please ensure all expenditures
are recorded and encumbrances liquidated by June 30,
2011. This is crucial for state restricted accounts because
of agency imposed deadlines.
Since most state sponsors require an accurate June
invoice, regardless of the expiration date, it is essential
that written documentation is provided to the SPA
contact, such as copies of invoices or personnel forms,
for any items not reflected on the ledgers available on
July 5, 2011 (based on the July 1 st cutoff). SPA must be
notified of any items requested for accrual on state
accounts.
Yearend reminders
DNR, DEQ, and LA Department of Wildlife &
Fisheries monitoring reports are due in Sponsored
Program Accounting (SPA) by July 5, 2011. Please
hand carry them to 336 Thomas Boyd Hall. Any past
due reports must be in SPA at that time also.
Cost transfers to correct expenditures through the
May 31, 2011 ledger are due by June 13, 2011.
Restricted accounts should not be in an overdrawn
status. However, when due to extenuating
circumstances (such as, a multi-year agreement or
incrementally funded agreement or a pending
request for additional funding), it is acceptable for
some sponsored agreement accounts to be in an
overdrawn status.
If there is a tentative account number for a State
agency, please route the fully executed agreement
through the Office of Sponsored Programs or the
appropriate campus sponsored programs office. SPA
must ensure compliance with the invoice and
financial report deadlines.
Accrue any incurred expenditures not paid as of
June 30, 2011.
Annual and final technical reports for BOR projects
are due to BOR by June 30, 2011. If the final report is
not received by the deadline, the principal investigator
is at a great risk of losing any additional scheduled
payments. SPA will transmit the required expenditure
reports to BOR.
ARRA (American Recovery and Reinvestment Act)
Spreadsheet for the quarter ending June 30, 2011 will
be sent to PIs at the beginning of June and are due
back to SPA by June 27, 2011. Please ensure the
following data elements are updated as of June 30,
2011:
Project Status
Description of Jobs Created
Quarterly Activities/Project Description
Primary Place of Performance
Personnel Action Forms affecting fiscal year 2011
activity must be routed to the Payroll Office (RPAY
status in HRS) no later than June 20, 2011. It is
essential that a completed AS227: Justification for
Retroactive Personnel Form is attached to document
why the expenditure is being moved to the new
account. Also, please ensure employee account splits
are accurate in order to document time & effort and
salary cost sharing.
When loading additional compensation in HRS, please
ensure the beginning and ending dates are correct and
that the accounts being charged have funds available.
This will help eliminate delays in approving.
National Science Foundation (NSF)
Salary paid to senior project personnel on NSF-funded
grants (including NSF pass-thru awards) cannot exceed
2 months of their regular salary in any one year. A
year is based on a fiscal year beginning July 1 st and
ending June 30 th .
4

Sponsored Program Accounting continued...
REU Programs
Students participating in REU programs can only be paid as
a student worker if they are working with the PI on his/her
research. If the students are at LSU conducting their own
research, their payment should be processed as an award
through the SAE system.
Checks
Baton Rouge campus departments should promptly
forward checks for sponsored agreements to SPA, 204
Thomas Boyd. Checks for sponsored agreements on the
Ag campus should be sent to the appropriate Ag
Administration office who will forward to SPA. Please
include documentation with the check, identifying as much
information as available, such as the LSU account number,
principal investigator name, proposal number, and a name
and phone number to contact if necessary.
Request for Tentative Account Number (AS494)
Please ensure the PI name on the AS494 is indicated as it
appears on official LSU records. Nicknames and initials
should not be used.
Pre-award costs should not be requested until after the
award is made to the University. If the begin date on the
tentative request is before the begin date in the award, a
request for pre-award costs can be submitted if permitted
by the award.
As a general rule, expenditures on sponsored agreement
accounts should occur consistently throughout the life of
the sponsored agreement. Keep this in mind when
requesting cost transfers or purchasing equipment at the
end of the sponsored agreement. These costs may be
questioned and/or disallowed in an audit.
Personnel Activity Reports (PARs)
PAR 7 01/01/11 - 03/31/11 Due 05/30/11
PAR I 02/12/11 - 03/11/11 Due 06/06/11
PAR J 03/12/11 - 04/22/11 Due 06/06/11
Please return Salary Cost Sharing forms to SPA and
Non-Salary Cost Sharing forms to Budget & Planning by the
due date on the form. Also, please certify and return all
outstanding PARs. If applicable, document cost sharing.
The Department Quick Reference Guide which contains
general guidelines for cost reimbursable, fixed price,
federal and state awards, as well as helpful hints specific
to individual sponsors can be found on SPA’s website
5
under Manuals or http://www.fas.lsu.edu/AcctServices/
spa/manuals.asp. These are generic rules and should be
used as a guide only. Always refer to the agreement and
agency regulations for more specific requirements.
Financial Accounting & Reporting
Yearend Cutoff Reminders
The following schedule will be observed for the multiple
June 30 th ledger cutoffs:
July 1 st
July 25 th
First 6/30 GLS Cutoff
Final 6/30 GLS Cutoff
Yearend Preparation
The following are some reminders in preparation for
fiscal yearend:
Review and reconcile ledgers on a monthly basis
Monitor budget to actual expenses by account
number and object code on a quarterly basis
Process budget adjustments, cost transfers and ITs
for services rendered as needed
Internal Transaction (IT) Deadlines and Reminders
June 1 st All ITs for services rendered or materials
supplied through May 31 st are due to
Accounting Services
June 13 th All ITs for services rendered or materials
supplied through June 12 th are due to
Accounting Services
June 30 th All ITs for services rendered or materials
supplied for fiscal year 2011 are due to
Accounting Services
Important Reminders
ITs should be initiated by the rendering department
Appropriate documentation including detailed
information about the services or merchandise
supplied must be attached to the IT
There should be no travel object codes on an IT
Rendering departments must be an established
service center to charge a sponsored agreement
account (excluding gift, University Foundation, and
expired fixed price)
Tuesday, June 21, 2011

Financial Accounting & Reporting continued...
Reporting Tools
On-line ledgers/reports can be accessed by:
Logging into PAWS
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 May 31, 2011
month end date should be entered as 20110531
(YYYYMMDD).
Verify mainframe access for that account,
department or college.
Adjust the print area through the Print Preview
toolbar function when printing reports.
Reminders
The information pulled on the on-line ledgers/
reports is as current as the GL update from the
previous night.
Detail ledgers are available for FY 2009-2011.
Summary ledgers can be viewed for FY 2003-2011.
Access to these reports is granted based on GLS
authorization. To update or acquire access, an on-line
Security Access Request must be submitted.
Instructions for the Security Access Request system
can be found at http://www.fas.lsu.edu/fss/forms/
SAF.pdf.
Unrecorded Deposits
Below is a list of unrecorded deposits received prior to
FY 2011. Departments expecting these deposits can
email bankrecon@lsu.edu to identify and ensure the
deposits are properly recorded.
DATE
TRANS-
ACTION
05/28/2009 WIRE IN
DESCRIPTION
DEUTSCHE/
SCHULBUCHVERL
06/04/2009 WIRE IN INSTYTUT CHEM BIOORG
07/10/2009 WIRE IN UNIV GENT SINT
Original
$370
Mr. Tadeusz
Zimmy
Original
$101.29
AMOUNT
352.00
645.84
91.29
07/27/2009 EPOS TOPS HONORS 1.80
02/25/2010
TREAS
220
03/19/2010 WIRE IN
SCHERRIE T
(JOSEPH) PRICE
DEUTSCHE/
SCHULBUCHVERL
Original
$125
1,146.00
107.00
6
Payroll
Work Study and Chancellor Student Aid separation
forms will be programmatically loaded on HRS with an
effective date of 5/20/11. Any overages on these
accounts will be moved to state funds. Student
employees with work study money for the summer can
be reappointed with an effective date of 5/28/11.
Funding for Chancellor’s Student Aid for the new year
will be effective 8/15/11.
Deductions for Insurances elected during annual
enrollment will be reflected on June paychecks for fiscal
employees. Academic employees with insurance
coverage may be billed or refunded during the summer
months based on new insurance rates, coverage and
company selected.
Flex deductions for the new plan year will be reflected
on July paychecks.
Flex Direct Deposit
LSU has contracted with Boon Chapman as its new flex
vendor for plan year beginning 7/1/2011. Employees
who wish to receive flex reimbursement by direct
deposit will need to complete a direct deposit
authorization form with Boon Chapman. Current
banking information on file at LSU and Gilsbar will not
be transmitted to Boon Chapman. The Boon Chapman
direct deposit authorization form can be found on the
HRM website.
Lump sum payments for student/contingent employees
must be approved by the Office of Student Aid &
Scholarships for students and the respective HRM Office
for contingent employees. All lump sum timesheets
received in the Payroll Office without a corresponding
approved HRS form with an “L” in the Rate Type Field on
HRS will be held by Payroll until the corrected form has
been approved. Please note that lump sum payments
are normally not allowed on sponsored agreements.
Employment of Minors
Any employer desiring to employ a minor must complete
an “Intention to Employ Form” describing the type of
work to be performed, which must be signed by the
minor’s parent or guardian, and presented to an
authorized issuing officer of the parish Superintendent

Payroll continued...
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.
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.
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.
Student employees not attending summer school and, in
most cases, not on an “F” or “J” visa, will be subject to
Social Security and Medicare taxes if they work during the
summer. Forms will be system-generated to change
retirement codes at the beginning of summer school so
that the taxes will be withheld for those students. The
same process will be performed at the end of summer to
ensure taxes are not withheld during the fall and spring
semester.
Resident alien students who have met the “Substantial
Presence Test” are required to pay Social Security and
Medicare taxes if employed and not attending summer
school. The “F” or “J” visa no longer exempts these
individuals from paying FICA taxes when not attending
school.
ETA Reminders
If an employee is on leave without pay (LWOP) during
a pay period and the time keeper has to remove work
hours on ETA, remember to also remove any holiday
hours on ETA that are between the dates the
employee is on leave without pay. If holiday hours are
not removed, the employee will erroneously be paid
for holiday hours.
Update ETA when adding a form change or adding a
different account to the HRM database for an
employee. If ETA is not updated when the form is
current or the employee's time worked is on an old
account, the employee's record will kick out of the
payroll system and the employee will not be paid.
Payroll cannot accept handwritten changes made on
the PF-8 ETA timesheets as the system is not
updated. Please contact Payroll for information on
the proper way to make these changes.
Departments should not depend solely on student
employees to deliver ETA timesheets on deadline
days. If a student employee is not available at the
appropriate time, another employee must ensure
timesheets are delivered before the deadline.
Departments should have back up personnel for ETA
processing. Payroll deadlines should not be missed
due to the absence of ETA personnel.
LVT is not automatically updated when handwritten
timesheets are submitted. Please be sure to update
leave accruals as well as leave taken.
Time documentation is required for student
employees paid on accounts ending in ‘5490’.
Include all pages of the set of ETA timesheets, even
blanks.
Each student or wage timesheet should only reflect
one pay period of hours, and hours are to be shown
for each day of the pay period exactly as the
employee worked. If hours were not submitted for a
past payroll voucher, a supplemental timesheet
should be completed and submitted to payroll for
payment on a supplemental payroll. Do not add
hours worked from a previous pay period to the
current pay period time sheet. For student
employees this applies even if the student worked
more than 40 hours in a pay period. Federal law
requires payment of all hours worked so please
ensure all time is submitted.
Time submitted outside of ETA must be typed using
the supplemental timesheet on the Payroll web
page. Print on letter size paper, and make sure all
extensions match the hours worked totals for each
week.
Do not process ETA too early. Estimations can cause
overpayments.
Summer GA Appointments
The correct pay basis for GA summer research and
teaching appointments in HRS is as follows:
Pay Basis
85 Grad Asst - Summer - POA
7

Payroll continued...
Additional Compensation for Graduate Students
Approval for additional compensation for graduate
students is granted by the Graduate School.
PS-21 states: Graduate Assistants are contractually
required to devote full time to their graduate programs
and to the responsibilities of their graduate
assistantship. Therefore, a GA may accept additional
employment only with approval of the chair or
graduate advisor of the student’s academic department
and the Dean of the Graduate School prior to
employment. For more information contact:
Liz Barbin
Office of Graduate Assistantships
131 David Boyd Hall
Phone: (225) 578-1687
Fax: (225) 578-1370
E-mail: egbarbin@lsu.edu
Payroll Distribution Vouchers
Payroll Distribution Vouchers are part of the on-line
ledgers/reports located under Reporting Tools on
PAWS. To access:
Login to PAWS
Select ‘Financial Services’
Select ‘Reporting Tools’
Yearend Payrolls
Wage
The last regular Wage Payroll for fiscal year 2011 will be
expended on voucher 125-30 and cover the period June
4 - 17, 2011. There will be an accrual of the payroll
expense for June 18 th to June 30 th from the 125-30
voucher by allocating 90% of this voucher. This accrual
will appear on June ledgers as a transfer voucher. On
the July ledger, the accrual will reverse. The entire 015-
15 voucher will be charged to the 2011-2012 fiscal year.
Student
The payroll expense for June 11 - June 24, 2011 will be
paid on the 015-17 voucher. Since the 015-17 voucher
covers time worked in June, this voucher will be
charged to the 2010-2011 fiscal year. There will be an
accrual of the payroll expense for June 25-30, 2011
from the 015-17 voucher by allocating 40% of this
voucher. This accrual will appear on June ledgers as a
transfer voucher. On the July ledger, the accrual will
reverse.
Supplement
The final Supplemental Payroll for fiscal year 2011 will
be distributed on Thursday, June 30 th . Timesheets for
the final June supplement are due by close of business
on Wednesday, June 22, 2011. The first Supplemental
Payroll for fiscal year 2012 will be on Friday, July 1,
2011.
Personnel Action Forms affecting fiscal year 2011
activity must be routed to the Payroll Office (RPAY
status in HRS) no later than June 20, 2011. The Payroll
Office will not guarantee that a transfer of funds for
fiscal year 2011 will be processed for any form received
after June 20 th .
Year End Personnel Form Processing Tips
Ensure all pending forms have been routed and
received by payroll. Any pending form will prevent
a transfer from creating.
Include required justification on retroactive forms
charged to sponsored projects.
Contact Resa Tureau at rtureau@lsu.edu if slotting
a XCSF form on an employee who has been
separated as a special adjustment is required.
Process forms timely, allowing for required routing
to ensure forms are routed to payroll by the
deadline.
Summer Pay Schedule (Revised)
Session Pay Dates
A (LSU-BR) 07/01/11 & 08/08/11
A (LSU-A) 07/01/11 & 07/25/11
A (LSU-E) 07/01/11 & 08/08/11
A (LSU-L) 07/01/11 & 07/25/11
B (LSU-BR) 07/18/11
B (LSU-A) 07/01/11
B (LSU-E) 07/01/11
C (LSU-A) 07/25/11
C (LSU-E) 08/08/11
FY 2011-2012 Payroll Schedules
FY 2011-2012 payroll schedules for academic, salary,
wage, and student payrolls are now available on the
8

Payroll continued...
Payroll website. The academic completion tables for
fiscal year 2011-2012 are also now available.
Go to http://www.fas.lsu.edu/AcctServices/pay and
click “Payroll Schedules” or “Completion Tables”.
Administration
June Business Managers’ Meeting
The June Business Managers’ meeting will be held on
Tuesday, June 7 th from 9:30 am to 11:00 am in 225
Peabody Hall. The main topic will be the reconciliation
of ledgers/accounts including scholarship
accounts. Items related to the reconciliation include
segregation of duties, the utilization of reports available
via Reporting Tools, maintaining appropriate documentation,
and record retention requirements. Another
topic to be addressed will be fraud detection and
reporting.
Please note that there are no meetings in July and
August due to yearend. Meetings are held on the first
Tuesday of the month in 225 Peabody Hall from 9:30
am to 11:00 am. The remainder of the 2011 Monthly
Business Managers’ Meeting Schedule is: September
6, October 4, November 1 & December 6.
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 mcazes@lsu.edu.
Information on prior meetings can be found at http://
www.fas.lsu.edu/AcctServices/business%20manager%
20mtgs.html.
Training Courses & Special Accommodations
Please be reminded that employees should
communicate the need for special accommodations in
training during the registration process via
PAWS. When registering for classes through PAWS,
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.
Admin continued...
W-9 Requests
All requests for a W-9 should be forwarded to Brenda
Wright at bwrigh4@lsu.edu or Desiree Esnault at
desnault@lsu.edu. This document must be signed by
Donna K. Torres on behalf of the University. The W-9
will be sent directly to the vendor from Accounting
Services.
Newsletter Mailing List
The Accounting Services newsletter is available
electronically only. The .pdf version is e-mailed by
Danita King monthly once the newsletter is available. In
addition, the on-line version is posted to the
Accounting Services home page by the 5 th of each
month – click “Newsletter”. Newsletters for the prior
year can be found at http://www.fas.lsu.edu/acct
services/archive.html. To be added to the Newsletter
Mailing List, contact Danita King at dcking@lsu.edu.
Packages Delivered to Accounting Services
When purchases are made using an employee’s LaCarte
procurement card, the department’s shipping address
should be used for the delivery of packages. Any orders
placed using LaCarte’s billing address of 204 Thomas
Boyd Hall will be sent to Accounting Services causing a
delay in the delivery of the department’s order.
Junk Mail
As we move towards the transition of Mailing Services
to a third party vendor, please review the need for
catalogs and brochures. An excessive amount of this
type of “junk mail” is delivered to Accounting Services
and is not forwarded to individual departments on
campus. If a department has a need to view brochures
and catalogs from specific vendors, please contact that
vendor to update the mailing address. Contact Desiree
Esnault at desnault@lsu.edu with any questions.
Large Shredder
Accounting Services has an industrial-sized shredder
located on the 4 th floor of Thomas Boyd Hall.
Departments may request to reserve the shredder by
contacting the Imaging Supervisor, Demetres Johnson
Casma, at djohnson@lsu.edu or 578-2132. It is
important that departments use the shredder during
the timeframe it has been reserved. This is extremely
important during the summer months as the Imaging
section prepares for yearend, manages its own
shredding schedule and attempts to accommodate the
needs of departments wanting to use the shredder.
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Admin continued...
Departments using the shredder will be required to
safely operate the shredder, clean the general area
and dispose of the bags of shredded paper in the
dumpster by T Boyd/Middleton Library. Employees
should keep in mind that the shredded bags of paper
can be fairly heavy when being transferred to the
dumpster. Also, any departments that have a large
amount of shredding may be required to purchase and
replenish shredder bags and oil.
Sunday, June 19 th
Payroll
Welcome back from maternity leave, Mallory Davis.
Did You Know?
Test your knowledge! Below is a list of common acronyms affiliated with LSU and used on campus.
Departments & Organizations
AP Accounts Payable & Travel
BOR Board of Regents
FAR Financial Accounting & Reporting
FDN LSU Foundation
OSP Office of Sponsored Programs
SPA Sponsored Program Accounting
TAF Tiger Athletic Foundation
Financial Systems
COA Chart of Accounts
GLS General Ledger System
HRS Human Resource System
PAWS Personnel Access Web Service
PCARD Procurement Card
PRO Procurement System
SPS Sponsored Program System
Common Terms & Documents
BA Budget Adjustment
BF Batch Feed
CBA Central Billed Account
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
FASOP Finance and Administrative Services Operating Procedure
GA Graduate Assistant
IT Internal Transaction
JV Journal Voucher
PAF Personnel Action Form
PAR Personnel Activity Report
PI Principal Investigator
PM Permanent Memorandum
PO Purchase Order
PS Policy Statement
RAPS Released to AP status
RGE Record of Grant Establishment
SJ Simple Journal Voucher
STO Short’s Travel On-line
TERR Travel Expense Reimbursement Request
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