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 321 July 2011
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 2011-12 will be 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%Benefits.pdf.
Cost Sharing Commitments
There are two new reports available via Reporting Tools under the
Financial Services link on the PAWS Desktop. These reports are used to
track cost sharing commitments as well as documented cost
sharing. Both reports can be found under the Research Accounting
section of Reporting Tools. The titles of the reports are Cost Sharing
Detail by LSU ID and Cost Sharing Detail by Account. Both reports list
pertinent account information, such as account number, the begin and
end date of the account, employee name and LSU ID, cost sharing
commitments and cost sharing documented to date. This information
will aid in the PAR certification process. The Fall PAR trainings will be
updated to include detailed explanation as to how to use and interpret
the information provided by these new reports. Please begin using these
new cost sharing tools and direct any questions to Cassie Loupe at 578-
1430 or cassiel@lsu.edu.
Key Personnel
LSU’s cost sharing policy (FASOP: AS-06) was revised effective July 1,
2007 to state cost sharing should be committed only when required by
the sponsor as a funding stipulation. The salary for key personnel
included in the approved budget should be charged directly to the
sponsored agreement. Cost sharing in lieu of directly charging the
sponsored agreement as a way of documenting key personnel effort is
contrary to University policy. Cost sharing effort, in place of directly
charging salary to the sponsored agreement in order to free up funds for
other purposes, impacts the University’s F&A rate.
Business Managers’ Meetings
There are no meetings in
July and August.
Inside this Issue
Payroll 3
FAR 5
LaCarte 7
Travel 7
Admin 9

Sponsored Program Accounting continued...
National Science Foundation (NSF)
NSF limits the salary paid to senior project personnel on
NSF-funded awards (including NSF pass-thru awards) to
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 .
When receiving stipends from an NSF award,
participants cannot receive stipends/compensation
from other federal sources. The NSF Proposal and
Award Policies & Procedures Guide Part II, section
V.B.8.a.(iii), states, “Participant support allowances may
not be paid to trainees who are receiving
compensation, either directly or indirectly, from other
Federal government sources while participating in the
project.”
Request for Tentative Account Number
A copy of the budget and budget justification should be
attached to a Request for Tentative Account Number.
This allows for more effective approval of expenditures.
For Baton Rouge campus, please forward all requests to
Michelle Pennington in the Office of Sponsored
Programs.
Cost transfers involving sponsored agreement accounts
must have a copy of the HTML online ledger or a screen
print from GLS of the expenditure being transferred. If
GLS is used as backup, please include a printout of EDL
in addition to the line item description. All
expenditures must be in current status in order to be
transferred. In addition, please staple the entry, HTML
ledger or GLS backup, and an AS226 (if required) before
submitting.
Final Expenditure Reports on Board of Regents (BOR)
contracts due September 30, 2011
Final expenditure reports on BOR R&D and
Enhancement contracts which expired June 30, 2011
are due to BOR by September 30, 2011. In order to
expedite the reporting process, please ensure cost
sharing requirements are met, encumbrances are paid,
and any unallowable charges are removed from the
accounts. Also, unexpended balances will be refunded
to BOR and submitted with the final financial report. If
you have any questions, please contact your SPA grant
contact.
For new BOR Contracts starting 6/1/11, it is
recommended that a tentative account number is
requested. The form can be found on the SPA webpage
at http://www.fas.lsu.edu/AcctServices/forms/spa/
as494.pdf. Otherwise, an account number will not be
assigned until the fully executed contract from BOR is
received.
The Monthly Report of New Sponsored Agreements
for June 2011 will be available by July 31 st . This later
date allows the reporting of sponsored agreements
through June 30 th .
Personnel Forms
With the beginning of the new fiscal year, please ensure
employees are charged to the appropriate sponsored
agreements. If an employee is being cost shared to a
project, his/her salary must be charged to an unrestricted
account with a like function (7 th digit of account
number).
Extensions/Rebudgeting/Amendments
Extension approvals, rebudgeting approvals, and
amendments to existing agreements for the Baton
Rouge campus, including Veterinary Medicine, must be
routed through the Office of Sponsored Programs
(OSP). OSP will forward the documents to our office.
Please certify and return all outstanding PARs. If
applicable, ensure cost sharing is documented before
returning the PARs.
Classified PARs K & L will be distributed on July 11 th
and are due back in SPA by August 1 st . Academic PAR 2
will be distributed on July 18 th and is due back in SPA by
August 15 th .
The PAR schedule for FY 2011-2012 can be found on the
SPA website by selecting the PAR Schedules link, then
select Fiscal Year 2011-2012.
Request to Establish a University Foundation Account
(Form AS492)
The AS492 form has been revised to include fields for
the name and number of the department in which the
university foundation account should be established.
The department number is the first five digits of the
LSU account number. Please begin using the new form
which can be found at the following link,
http://www.fas.lsu.edu/AcctServices/forms/spa/AS492.
pdf.
2

Payroll
The new academic year begins August 15 th . Personnel
forms for all new employees (faculty, graduate
assistants, and students) should be initiated NOW.
Timely salary payments to new faculty and staff (the
first academic payday is Sept. 21 st ) begins with timely
processing at the department level.
Academic Dates
The academic dates for the Baton Rouge & Ag
campuses are as follows:
Fall Semester 08/15/2011 – 12/16/2011
Spring Semester 01/10/2012 – 05/18/2012
“Tax Treaty Facts” is a list of the countries with
treaties available to some employees and students.
The “Tax Treaty Facts” document can be found on the
Payroll website by selecting the International
Employees link then select the Tax Forms link and
finally select the Tax Treaty link. In order to take
advantage of a treaty, the appropriate paperwork
must be submitted to Accounting Services.
Campus Federal Credit Union (CFCU) Deductions for
employees are remitted in lump sum. Allocation of
the deduction (car loan, savings, etc.) is determined by
paperwork the employee submits to CFCU. Any
questions about deduction allocations should be
directed to CFCU.
Retroactive Merit Increases are not processed for
student employees, in accordance with PS-33. Rate
increases are effective the first day of the pay period
in which the personnel form is received in Payroll.
Please load the personnel forms timely so that there is
no delay in students receiving their rate increase.
Student Transfer Policy Reminder
Retroactive transfers for student employees are not
processed. Student funding should be in place prior to
hiring the student employee. When a change in
source of funds (XCSF) form is loaded for a student
employee, the account change will take place on the
student’s next regular payroll cycle.
Date of Last Day Worked (DT LST WORKD) and Effective
Date (EFFDT) on Student and Graduate Assistants XSEP
forms should be the same. Please ensure these dates
are the same when loading the separation forms on HRS.
The Fair Labor Standards Act dictates that employees
must be paid for all hours worked and the payment
should be made for the pay period in which the work
was performed.
Load new wage, transient and student employees on
ETA as soon as the employee’s personnel form is current
on HRS System. Loading forms in ample time will avoid
having to prepare supplemental timesheets. However,
work hours for a previous pay period must be submitted
on a supplemental timesheet.
Supplemental Timesheets should include LSUID, legal
name and hours worked for weeks 1 and 2. Daily hours
must match hours in the total column for each week. Be
sure to reference the correct pay period. Please double
check the timesheets before sending them to Payroll.
Sign and date the timesheets, include backup timesheet
for Work Study, if applicable.
When negative supplemental vouchers are sent to
Payroll, please write “Negative Timesheet” in red at the
top of the timesheet.
PAWS Problems?
Please call the Applications Desk at 578-3375 for
assistance with PAWS accounts.
USCIS Launches I-9 Central Online Resource Center
On May 13 th , U.S. Citizenship and Immigration Services
(USCIS) launched I-9 Central, a new on-line resource
center dedicated to Employment Eligibility Verification
Form I-9. This free website provides employers and
employees one-click access to resources, tips and
guidance to properly complete form I-9 and better
understand the Form I-9 process (www.uscis.gov/I-9
central).
I-9 Central includes sections about employer and
employee rights and responsibilities, step-by-step
instructions for completing the form and information on
3

Payroll continued...
acceptable documents for establishing identity and
employment authorization. It also includes a discussion
of common mistakes to avoid when completing the
form, guidance on how to correct errors and answers to
recent questions about the form I-9 process.
I-9 Procedures for International Employees
I-9’s for international employees should be completed
on-line via the Data Sheet link sent to employees as part
of the HRS appointment process. The on-line system has
edits to prevent the use of unacceptable documents
while completing the I-9.
For those departments still sending I-9’s as attachments,
Payroll has found that many are using unacceptable
documents to certify employment. 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 “valid for work
only with DHS approval”. This statement prohibits the
Social Security card from being used as a list C
document. For employees in the U.S. on a visa, the
Alien or Admission number is the number listed on
their I-94 card and the expiration date should be the
expiration date of either the I-20 form for students or
DS-2019 form for J-1 visa holders.
Attached is the latest list of acceptable documents for
form I-9 verification. Use this list to find an appropriate
document.
1.
LIST A
Documents that Establish Both
Identity and Employment Authorization
U.S. Passport or U.S. Passport Card
2. Permanent Resident Card or Alien
Registration Receipt Card (Form I-551)
3. Foreign passport that contains a
temporary I-551 stamp or temporary
I-551 printed notation on a machinereadable
immigrant visa
4. Employment Authorization Document
that contains a photograph (Form I-766)
5. In the case of a nonimmigrant alien
authorized to work for a specific
employer incident to status, a foreign
passport with Form I-94 or Form I-94A
bearing the same name as the passport
and containing an endorsement of the
alien’s nonimmigrant status, as long as
the period of endorsement has not yet
expired and the proposed employment
is not in conflict with any restrictions or
limitations identified on the form
6. Passport from the Federated States of
Micronesia (FSM) or the Republic of the
Marshall Islands (RMI) with Form I-94 or
Form I-94A indicating non-immigrant
admission under the Compact of Free
Association Between the United States
and the FSM or RMI
LISTS OF ACCEPTABLE DOCUMENTS
All documents must be unexpired
LIST B
Documents that Establish Identity
OR
1. Driver's license or ID card issued by a
State or outlying possession of the
United States provided it contains a
photograph or information such as
name, date of birth, gender, height,
eye color, and address
2. ID card issued by federal, state or local
government agencies or entities,
provided it contains a photograph or
information such as name, date of
birth, gender, height, eye color and
address
3. School ID card with a photograph
4. Voter's registration card
5. U.S. Military card or draft record
6. Military dependent's ID card
7.
U.S. Coast Guard Merchant Mariner
Card
8. Native American tribal document
9.
Driver's license issued by a Canadian
government authority
For persons under age 18 who are unable to
present a document listed above:
10. School record or report card
11. Clinic, doctor, or hospital record
12. Daycare or nursery school record
4
LIST C
Documents that Establish
AND
Employment Authorization
1. Social Security Account Number card
other than one that specifies on the face
that the issuance of the card does not
authorize employment in the United
States
2. Certification of Birth Abroad issued by
the Department of State (Form FS-545)
3. Certification of Report of Birth issued by
the Department of State (Form DS-1350)
4. Original or certified copy of birth
certificate issued by a State, county,
municipal authority or territory of the
United States bearing an official seal
5. Native American tribal document
6. U.S. Citizen ID Card (Form I-197)
7. Identification Card for Use of Resident
Citizen in the United States (Form I-179)
8. Employment authorization document
issued by the Department of Homeland
Security

Payroll continued...
HRS Tips
1. Departments are encouraged to utilize the Tutorials
and FAQ’s (Frequently Asked Questions) section that is
available on the Help link in HRS.
2. Once departmental approval has been obtained on
HRS, please release to FRTE (Funding Route), RSAS
(Released to Student Aid) or RPAY (Released to Payroll)
as appropriate.
3. Do not load multiple forms in HRS and leave them in
INIT (Initial Form Status). Incorrect forms should be
deleted using the Delete Button found on the Approve
tab.
4. Remember to check your workspace for any forms
that may require your approval. You can also use the
HRS Reviewer option on the search screen to check for
form needing your approval.
5. Supervisor Info is found under the Action Button. The
Action Button is located on the line above the header
tab in the right margin.
6. Form not in Balanced Status, go to Acct tab, click on
the account numbers in purple, allow the system to
populate the box and click balance button on the right
side under the pay rate.
7. For a form that adds or removes a new employing
department, at least one reviewer is required from
each department.
8. Do not use a USAJ (Salary Adjustment) form if you are
only changing account numbers. This should be
loaded as a XCSF (Change in Source of Funds) to avoid
longer processing time since these forms no longer
route to Payroll or HRM.
9. I-9 & Work Permit forms for international students
should be completed on-line through the student data
sheet link which will electronically route to ISO for
approval. Avoid supplying these documents by
attachment if possible.
10. Country Codes are listed in alpha order on the demographic
screen, with the exception of the United
States, which is listed at the top of the drop down box.
There are many United States citizens being coded
incorrectly. Coding them with a country other than
U.S., will send them links for forms that are only
required by international employees, therefore
causing a delay in the processing of their forms.
11. The annual salary field on summer appointments for
GA’s should be completed with the total salary the GA
is to earn for the summer period and not an annual
salary.
12. For a complete list of all status codes in HRS. Go to the
5
search screen and select the drop down box next to
Status Code.
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
DATE TRANSACTION DESCRIPTION AMOUNT
01/12/11 DFAS-CLEVELAND
GEEBS ARMY
GENERAL FUND
$2,243.00
02/18/11 UVA PMD $30.00
03/21/11
First 6/30 GLS cutoff
Final 6/30 GLS cutoff
Note: On-line ledger information is as current as the
previous night’s GL update.
Service Centers & Recharge Operations
All Service Center Fiscal Year 2010-2011 Revenue and
Expense Reports are due to Budget and Planning by July
5, 2011. Please remember to include any final accruals
(if any which are due to Accounts Payable on July 7 th ) in
your report.
Instructions and forms can be found at the Budget
and Planning website: http://www.bgtplan.lsu.edu/
recharge.htm
Fiscal Year 2011-2012 Rate Sheets are due to Budget
and Planning by July 13, 2011. All internal billings (ITs)
will be held until Accounting Services receives
notification that the new rates have been approved.
Bank Reconciliation
Contact bankrecon@lsu.edu for questions/requests
related to bank reconciliation to include the following:
Stop payment requests
Check copy requests
Check status requests
Unclaimed property
Unrecorded deposits
Expected wire or ACH payments
Unrecorded Deposits
Below is a list of unrecorded deposits. Departments
expecting these deposits can email bankrecon@lsu.edu
to identify and ensure they are properly recorded.
DIV OF ADMIN/
BUS DEVEL
CONFERENCE
3/16 - 3/17
$1,000.00

Accounts Payable & Travel
Accounts Payable & Travel Fiscal Yearend Accrual
Procedures are now available via an on-line training.
The on-line training can be found on AP’s website at
http://www.fas.lsu.edu/AcctServices/acctpay/ and can
be accessed by clicking the “Online Trainings” link. All
users will be required to:
‣ Login through PAWS.
‣ Click “Accounts Payable & Travel”
‣ Select the 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. Accounts Payable will be
notified of the users who participated in the training.
For questions, please contact Patrice Gremillion at
pgremill@lsu.edu or 578-3366.
The AP Yearend Accrual Procedure manual is also
available on the AP w ebsite at
http://www.fas.lsu.edu./AcctServices/acctpay/proced
ures.hmtl, under “Operating 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/CBA
transactions.
Friday, July 1 st is the last day to enter PRO Electronic
Receiving Reports for merchandise and services
received by June 30 th against restricted and
unrestricted encumbrances. In order for the PO
accrual to be calculated, the received date on the PRO
Electronic Receiving Report must be on or before June
30 th .
The Final 6/30 Aged Listing will be sent to
departments on Tuesday, July 5 th for informational
purposes only. No changes can be made to the
purchase order balances for June 30 th .
Encumbrance accruals on unrestricted accounts must
be cleared within the 45-day grace period (August
15 th ) granted by the State of Louisiana. Accruals not
cleared by this date will be refunded to the State and the
department’s fiscal year budget for 2011 will absorb the
cost of the invoice. It is imperative that the
departmental expenditure account (where the accrual
was charged) is monitored to ensure that the invoice has
been paid. Please do not assume that Accounts Payable
has received, from the vendor or department, the
information necessary to clear the accruals. To view the
status of invoices in APS using the Document Inquiry
Menu, type V DCL for each purchase order number.
Departments are encouraged to contact vendors and
request them to fax the invoices needed to clear
remaining accruals. For questions, please contact Misty
Gregoire at 578-1541 or mgrego1@lsu.edu
In reconciling the final June and July ledgers, this is a
summary of what to expect:
June Ledger
1. Restricted and Unrestricted Direct Charge Invoices -
debit to departmental expenditure account.
2. Unrestricted Encumbrance Accruals - debit to
departmental expenditure account, liquidation of
encumbrance for Purchase Orders.
3. Restricted Encumbrance Accruals - debit to the
departmental expenditure account, liquidation of
the encumbrance for the accrual amount.
4. Restricted and Unrestricted Travel Accruals - debit to
departmental expenditure account.
July Ledger
1. Restricted and Unrestricted Direct Charge Invoices -
credit to departmental expenditure account to offset
payment in July of the invoices accrued in June.
2. Unrestricted Encumbrance Accruals - credit to
departmental expenditure account, liquidation of
encumbrance.
3. Restricted Encumbrance Accruals - credit to
departmental expenditure account to offset the
invoice that will be paid in July, re-encumbrance of
the amount liquidated in June, carry forward of the
June encumbrance balance.
4. Restricted and Unrestricted Travel Accruals - credit
to departmental expenditure account to offset
payment in July of the travel expense accrued in
June.
6

AP & Travel continued...
LACARTE
The final June 30, 2011 LaCarte and CBA entries will be
available on Tuesday, July 5 th . As a reminder, the final
6/30 entries (and any other outstanding entries) must be
reconciled and released to AP by Thursday, July 7 th to
ensure all transactions are charged to FY11. Any
purchases or transactions made during FY11, especially in
the last week of June, not reflected on the final June 30 th
LaCarte or CBA entries should be accrued. For more
detailed information, please participate in the on-line AP
Fiscal Yearend Accrual Procedures training or refer to the
AP Yearend Accrual Procedure manual.
LaCarte Reminders
‣ LaCarte cardholders are responsible for safeguarding
their cards. Please do not leave LaCarte cards
unsecured in desk drawers. Several cards have been
stolen when left unsecure.
‣ Lost or stolen LaCarte cards must be reported by the
cardholder to Bank of America first and then Accounts
Payable must be notified. When calling the bank to
report the card lost or stolen, DO NOT request the
bank to reissue a new card. Accounts Payable will
request a new card. Please contact Kathleen Elders at
578-8593 or kelder1@lsu.edu for questions.
‣ To avoid duplicate payments, direct charge invoices
should not be approved for payment and forwarded to
Accounts Payable if those invoices were paid (or will
be paid) with LaCarte. The invoice should be attached
to the entry in the PCARD system as the cost
documentation. The LaCarte card is a Visa credit card
that results in immediate payment.
‣ LaCarte should not be used to pay for goods or
services provided by another department/unit of LSU.
All payments involving two different LSU departments/
units should be paid by an internal transaction (IT).
‣ The appropriate supporting cost documentation must
be attached to the LaCarte entry before the entry is
released to AP. The cost documentation must be
provided by the vendor and include the date, items
purchased, quantity, shipping and handling, and any
other charges that affect the total amount to be
charged. Handwritten amounts for freight and/or discounts
are not acceptable. If the merchant’s receipt
does not provide an adequate description of the items
purchased, the cardholder must provide a list of items
purchased.
7
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
and/or travel expenses. The original invoices and
itemized receipts for travel expenses attached to a copy
of the approved AS292 form should be forwarded to AP.
For questions, please contact Jackie Chen at 578-1536 or
jchen3@lsu.edu.
TRAVEL
Short’s Travel Management is the contracted travel
agency for the State of Louisiana. The contact information
is as follows:
SHORT’S TRAVEL MANAGEMENT
Toll Free - (888) 846-6810
Fax - (319) 433-0847
E-mail: state@shortstravel.com
Website: www.shortstravel.com/lsu
Summary of pertinent information:
1. Short’s Travel Management’s normal business hours
are 8:00 am to 5:00 pm CST Monday - Friday.
2. The agent-assisted transaction fee is $24; the online
fee is only $5.
3. A 24-hour Emergency Travel Service at (888) 846-
6810 is available 24 hours/7 days a week. The 24-
hour Service is designed to support travelers in the
event of a “true emergency”. There is a $15 per call
transaction fee for use of the after hour services.
The fee is reimbursable only if the service was used
for a “true emergency”. In the event the 24-hour
Service is used for any non-emergency transactions,
the transaction fee will not be reimbursed.
The University Travel Regulations, PM-13 is being
revised to reflect the changes to the travel policy
effective July 1, 2011. A summary of changes is as
follows:
‣ Mileage allowance for personally-owned vehicles
has increased to 51 cents per mile.
‣ Enterprise Rent-A-Car remains the state contract
vendor and should be used when applicable for in-

AP & Travel continued...
state university business travel. Please refer to the
Accounts Payable & Travel website for updated
state contract rates.
‣ In-state rentals are subject to the Enterprise Rent-
A-Car State Motor Pool Contract. Only the cost of
rental of compact or intermediate models is
reimbursable unless 1) non-availability is documented,
or 2) the vehicle will be used to transport
more than two individuals. Special approval is
required from the Department Head or his/her
designee for rental of any vehicle above the
“intermediate size” category.
‣ Meal per diems increased:
‣ Tier I per diem increased for dinner ($21)
‣ Tier II per diem increased for dinner ($28)
‣ Tier III per diems increased for lunch ($17) and
dinner ($28)
‣ Tier IV per diems increased for lunch (19) and
dinner ($33)
‣ The meal reimbursement limit for meal per diem
for single day travel has been increased to a
maximum of $33.
‣ The routine lodging rate for Baton Rouge decreased
to ($96). Refer to PM-13 for all the other lodging
rates.
‣ Employees in travel status from more than 7 days
may be reimbursed for laundry services, with
Department Head or his/her designee’s approval.
The reimbursement will be actual, reasonable costs
incurred. Receipts are required.
Mileage for relocation expenses is reimbursed at the
federal rate in effect at the time of the move. The
federal mileage rate for the period of July 1 - December
31, 2011 increased to 23.5 cents (up from 19 cents).
Sales Tax Exemption Certificate for Travel Expenses
The Department of Revenue has designed a new Sales
Tax Exemption Certification for Travel Expenses that
must be used by travelers on official University
business. The Sales Tax Exemption Certificate for Travel
Expenses covers vehicle rental, hotel and parking. The
Sales Tax Exemption Certification can be found on the
Accounts Payable & Travel website at http://
www.fas.lsu.edu/AcctServices/acctpay/.
It is extremely important that University travelers begin
using this form when parking at Park ‘N Fly located at
the New Orleans Airport.
Park ’N Fly in New Orleans has started charging state
and local taxes, as well as airport usage fees. All
charges are allowed, however, in order to be exempt
from the taxes, travelers will be required to provide the
sales tax exemption form and a copy of their travel authorization
form. The rate for Park ’N Fly remains $6.00
per day and $36.00 per week. For questions, please
contact Lindsay Berthelot at lberthe@lsu.edu or 578-
1538.
Continental and United Schedule Change Update
United and Continental are aligning flight numbers in
preparation for selling as one single airline code – UA --
in the first quarter of 2012. Current UA and CO flight
numbers are transitioning in phases and the move to
common flight numbers will continue through the
summer.
The following changes are being implemented:
‣ New UA numbers will be assigned for flights operated
by the following codeshare partners: NZ (Air
New Zealand), SK (SAS), LO (LOT), JK (Spanair), NH
(All Nippon), OS (Austrian).
With code-share, flights operated by a carrier other
than UA or CO, travel agents should reissue these
tickets when they arrive in the agency queue.
Continental mainline will shift flight ranges. For these
PNRs reflecting flight number changes only, travel
agents will accept the schedule changes as usual when
they arrive in the agency queue. No need to reissue.
For questions or assistance, please call:
‣ CO Ticketed PNRs: Executive Accounts Desk –
1-800-451-1000
‣ UA Ticketed PNRs: Solutions Center – TMCplus or
UCS contracted accounts may call 1-888-306-2746.
Non-contracted accounts may call 1-800-864-8331
8

AP & Travel continued...
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
Administration
July Business Managers’ Meeting
Please note that there are no meetings in July and
August. The remainder of the 2011 Monthly Business
Managers’ Meeting Schedule is: September 6, October
4, November 1 & December 6. Meetings are held on
the first Tuesday of the month in 225 Peabody Hall
from 9:30 am to 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 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.
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.
Admin continued...
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/
acctservices/archive.html. To be added to the Newsletter
Mailing List, contact Danita King at
dcking@lsu.edu.
Junk Mail
As we move toward 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
Due to an extraordinary amount of documents being
shredded within Accounting Services, the
industrial-sized shredder located on the 4 th floor of
Thomas Boyd Hall will not be available to other
departments until mid-July. After this time,
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. Departments using
the shredder must be trained 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.
9

Admin continued...
AS Forms
The following link http://www.fas.lsu.edu/
acctservices/as_forms.html has a complete
listing of all current AS forms used within
Accounting Services. These forms are in a
fillable .pdf format that is very user friendly.
Please contact Danita King at dcking@lsu.edu or
Maria Cazes at mcazes@lsu.edu with any issues
accessing or using these forms.
FAR
Congratulations to Renee Bellotte on her
upcoming retirement. Her last day of
work will be 7/15/11.
AP & Travel
Best Wishes to Alisha Templet who has left the
University.
Welcome Kacey Ellenberger to Invoice Processing. She
will be assisting with purchase order payments and can
be reached at 578-1620 or kacey@lsu.edu.
Welcome Ashley Holden to LaCarte. She can be reached
at 578-1543 or ashleyh@lsu.edu.
Kathleen Elders’ phone number has been changed. She
can now be reached at 578-8593.
Do 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
AS Accounting Services
BOR Board of Regents
FAR Financial Accounting & Reporting
FDN LSU Foundation
OSP Office of Sponsored Programs
PUR Purchasing
SPA Sponsored Program Accounting
TAF Tiger Athletic Foundation
Financial Systems
ABS Advanced Billing System
APS Accounts Payable System
BGT Budget System
COA Chart of Accounts
DIR Directory System
ETA Employee Time & Attendance
FMS Imaging System
GLS General Ledger System
HRS Human Resource System
INS Insurance System
IPM Investment Portfolio Management
LVT Leave Tracking System
PAR Personnel Activity Reporting
PAY Pay Control System
PCARD Procurement Card
PRO Procurement System
RCN Bank Reconciliation System
SAE Student Award Entry
SPS Sponsored Program System
SWC Workmens Compensation
TIS Treasurer Information System
USM University Stores Management
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
GL
General Ledger
HRSAUTH HRS Authority
IT
Internal Transaction
ITB
Invitation to Bid
JV
Journal Voucher
PAF
Personnel Action Form
PAR
Personnel Activity Report
PAWS
Personnel Access Web Service
PI
Principal Investigator
PM
Permanent Memorandum
PO
Purchase Order
PO ALT Purchase Order Alteration
PPCS
Personal, Professional & Consulting Services
PROAUTH PRO Authority
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
10