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 311 September 2010
September Business Managers’ Meeting
Tuesday, September 7, 2010
9:30 am to 11:00 am
225 Peabody Hall
The topic to be addressed in the September Business Managers’
Meeting is “Administrative Updates”. The state has contracted with a
new travel agency – Short’s Travel Management. In addition to
important information about Short’s Travel, changes to PM-13 will be
discussed along with new initiatives such as ePayables, Paymode and
the VAT Recovery Program.
Please distribute this information to any employee who performs the
functions of a Business Manager or who may benefit from this month’s
topic. Monthly meetings are held on the first Tuesday of each month in
225 Peabody Hall from 9:30 am to 11:00 am. Future dates for the
remainder of 2010 are Oct 5, Nov 2 & Dec 7. Please submit any specific
questions related to the monthly topic (or ideas for future topics) to
Maria Cazes at mcazes@lsu.edu. Information regarding prior monthly
meetings are available on the Accounting Services home page.
Reminder:
The Accounting Services
Newsletter is no longer
being printed.
~~~~~~~
This monthly newsletter
will be available on
the website by the
5 th of each month.
~~~~~~~
To be added to or
deleted from the
newsletter mailing list,
please e-mail Danita King
at dcking@lsu.edu.
~~~~~~~
Payroll
Academic Continuation Forms should have been processed for all
academic employees by now, including employees on the regular
Academic Payroll scheduled for September 21 st and those who chose to
receive their earnings at the end of each fiscal month. Employees who
do not have continuation forms will not be paid on their scheduled pay
date.
Change in Type of Employment
When an employee changes his/her 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 new type of employment.
Inside this Issue
FAR 3
LaCarte 5
Travel 5
SPA 8
Admin 9

Payroll continued...
Timesheets Tidbits
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.
Information (name of employee, LSUID, account
number, hours worked, rate of pay, etc.) to be supplied
on Lump Sum and/or Supplemental Timesheets must
be typed—not handwritten. To facilitate compliance
with this requirement, these timesheets are available as
a “fill in” form on the Payroll web page under AS Forms.
The only hand­written information on these timesheets
should be the signatures at the bottom of the
timesheets.
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 currently being paid
from federal work study funds.
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 payment has been
made or is in process. In most cases, an earnings
record will be reviewed to audit all payments for the
employee.
Additional Compensation Timesheets should be
labeled “Add Comp” at the top and must reference the
Add Comp Form Number.
ETA Reminders
Please staple all timesheets for an account
together. The sheets are numbered and all are
needed.
Employees should be paid on ETA; however, if it is
necessary to pay using a Supplemental Timesheet,
the hours should be submitted separately from the
ETA batch.
If ETA time is not loaded on an account for
contingent and/or student employees, please do
not perform the “Release to Payroll” function to
release these accounts into the ETA system.
Student Employees Appointed with Federal Work
Study or Chancellor Student Aid Funds
Students cannot be paid on two different Federal Work
Study or Chancellor Student Aid accounts. If a student
employee paid by these funds is transferring their Work
Study or Chancellor Student Aid balance to another
department, the originating department must separate
the student from their account.
Salary Encumbrances for the new fiscal year have been
generated. For questions about salary encumbrances,
contact Donna Dewailly at ddewail@lsu.edu or Tracey
McGoey at tmcgoey@lsu.edu.
No SSN’s in E-mail
When sending inquiries about employees by e-mail, do
not include the employee’s SSN in the correspondence.
Please use the LSUID when identifying the employee.
Insurance News
The Patient Protection and Affordable Care Act recently
passed by Congress requires health plans to offer health
coverage until each dependent child reaches age 26.
This will take effect July 1, 2011 for all health plans
offered to LSU employees.
International Employees
International students and Graduate Assistants must
have a work permit from the International Services
Office (ISO) before they can be employed on campus.
Beginning this semester, newly appointed students will
complete an electronic work permit on-line through the
HRS Employee Data Sheet process. Once the work
permit is approved by ISO, it will be part of the
employee’s on-line record and will update the required
fields in the payroll system, thus eliminating the need to
forward a paper work permit to Payroll. The process for
renewing work permits on-line for current students is
still under development. Therefore, paper work permits
will need to be requested through ISO, and sent to the
Payroll Office or attached to the student’s employment
records on PAWS in the “Document” section labeled
WP.
International employees eligible for tax treaty benefits
for tax year 2010, but who are not currently participating,
may complete the appropriate forms to apply for
these benefits in 204 Thomas Boyd Hall. A passport,
2

Payroll continued...
visa, and I-20 or DS-2019 form are needed to complete
the forms. A listing of the eligible countries can be
found on the Payroll website.
An Alien Tax Information Request form must be on
file in the Payroll Office for all international
employees. The form is used by Payroll to ensure that
these employees are coded correctly for tax purposes
and that IRS rules and regulations regarding
international employees are followed. Notifications
requesting a new or renewed form will be sent to
employees as needed. International employees who
have had a change in visa status must provide an
updated form to the Payroll Office. The Alien Tax
Information Request form can be found on the Payroll
website.
International student employees, including GA’s,
must not work over 20 hours per week while school is
in session. To ensure compliance with this federal
regulation, international Graduate Assistants are
typically not allowed to receive additional
compensation. All additional compensation for
Graduate Assistants in the U.S. holding a student visa
status must be approved by the Graduate School
BEFORE the work is performed. This is a formal
condition listed on the ISO work permit. Violations
typically occur for international GA’s who hold a 50%
assistantship. 50% assistantships are formally
considered 20 hours per week of employment which
is the maximum amount of hours allowed under
federal regulations. Providing them with additional
work beyond their assistantship would exceed the 20
hours per week limitation, and the student would be in
violation of their status in the United States. Any
questions about the work eligibility of international
students or Graduate Assistants should be directed to
the International Services Office.
IRS Individual Taxpayer ID (W-7) and SSN
Paid international visitors and those international
students on scholarship who are not eligible for a
social security number should apply for an Individual
Taxpayer Identification Number (ITIN). Those on an F-
1 or J-1 visa must supply a letter from the Social
Security Administration informing the applicant that
they were denied a social security number before they
can apply for an ITIN. LSU is a Certified Acceptance
3
Agent with authority to collect and submit to the IRS the
appropriate paperwork necessary to apply for the
identification number. Individuals wishing to apply for
an ITIN may do so in the Payroll Office, 204 T Boyd. To
avoid delays at tax time, apply NOW. The turnaround
time for receipt of the number is approximately six
weeks.
Helpful Hints when Completing the Electronic I-9 Form
If students are having problems accessing the form,
check the Pop-Up blocker setting and ensure it is set to
allow Pop-Ups. The I-9 form will bring up a new window.
JAVA and cookies should also be enabled.
The student should complete Section One of the I-9
form. Many international students are completing the
attestation section incorrectly. The majority of
international students should complete this section as
follows:
I attest, under penalty of perjury, that I am:
Check Alien Authorized to Work
Alien # = I94 Number
Until = End Date on the I-20 or DS-2019
Financial Accounting & Reporting
Bank Reconciliation
In an effort to improve our customer service, a new e-
mail address has been established to direct any
questions/requests related to bank recon to include the
following:
Stop payment requests
Check copy requests
Check status requests
Unclaimed property
Unrecorded deposits
Expected wire or ACH payments
The new e-mail address is bankrecon@lsu.edu.
In addition, the AS32: Stop Payment Request and
AS500: Request for Copy of an LSU Check forms can
now be found at http://www.fas.lsu.edu/AcctServices/
far_b/form.asp. Please ensure the most recent version
of these forms are used when requesting information.
Completed forms can be scanned and e-mailed to
bankrecon@lsu.edu.

Financial Accounting & Reporting continued...
Reporting Tools
On-line ledgers/reports can be accessed by:
Logging into PAWS
Selecting Financial Services
Selecting Reporting Tools
Access to these reports is granted based on GLS/
Mainframe authorization. To update or acquire access,
a Security Access Form (SAF) should be completed and
sent to FSS, 216 T Boyd. The SAF can be found at
http://www.fas.lsu.edu/fss/forms/SAF.pdf.
Important Notes
Populate all parameters marked with an asterisk
(*).
Verify the data being entered is in the proper
parameter format. For example, August 31 st month
end date should be entered as 20100831
(YYYYMMDD).
Verify mainframe access for that account,
department or college.
Adjust the print area through the Print Preview
toolbar functions when printing reports.
Helpful Hints
The information pulled on the on-line ledgers/
reports is as current as the GL update from the
previous night.
Since GLS cutoff normally falls on the first working
day of the month, on-line ledgers for the entire
month can be viewed on the second working day of
the month. Note that some monthly cutoffs may
be adjusted due to holidays or fiscal yearend.
Monday, September 6 th
Accounts Payable & Travel
Electronic Payments
As payments are made electronically to the University’s
ePayables or Paymode vendors, a check number will
still be assigned to the documents in the Accounts
Payable System (APS); however, no actual check will be
issued and sent to the vendor. Departments must be
aware that check numbers will continue to be
assigned to “paid” documents in APS, but an actual
check will not be issued. It is recommended that
departments refer vendor questions regarding payment
to Accounts Payable at 578-1550.
The AS209: Special Handling Request form has been
updated to include the vendor’s Pay Option code. The
AS209 can be found at http://www.fas.lsu.edu/
AcctServices/acctpay/forms.html. Whenever an
enclosure is required to accompany a check, the AS209
should be completed and sent to AP with the enclosure
attached to the form. However, whenever payments
are made electronically (i.e. ePayables or Paymode) and
an enclosure is required, the department must submit
the enclosure directly to the vendor (i.e. scan, etc.). No
enclosures should be sent to AP when the payment is
made electronically. For questions, please contact Patti
Bruce at pmbruce@lsu.edu or 578-1549.
PRO Reminders
The Authorization to Pay Receiving Report should have
the invoice authorization code “NIPP” - No Invoice (to
be submitted) Process Payment completed ONLY for
Personal, Professional, and Consulting Services (PPCS)
when the vendor is an individual lecturer on campus for
no more than a few days, an invoice will not be
provided, a grant account is not involved, and a
contract is not required (

Accounts Payable & Travel continued...
PRO without verification that the actual items were
received.
Invoices added to PRO in a Pending status awaiting a
Receiving Report
Whenever an invoice (not including Personal Services) is
received from a vendor for an order that does not have
an Electronic Receiving Report, or has a receiving report
that does not match the items being invoiced, the contact
person on the Purchase Order and the Business Manager
for the department on the order will be electronically
notified. Instructions to view a .pdf image of the invoice
will be included with the electronic notification. Once the
department creates the Electronic Receiving Report, AP
will be electronically notified to process the pending
invoice for payment. While departments are encouraged
to monitor for pending invoices in PRO, please realize
that it takes 2 business days for the actual vendor invoice
to be imaged and attached to the pending invoice.
The AP & Travel trainings for the Fall 2010 semester
have been scheduled and are available on the AP website
under Trainings. To register for a particular session, log
into PAWS > go to Employee Resources > select HRM
Training Programs.
LACARTE
LaCarte and CBA BF entries must be released to AP using
the on-line PCARD system with complete cost
documentation no later than 30 days from the date of the
purchase/transaction. Please make sure all entries are
released to AP (RAPS status) when the final approvals are
made.
Using the Search Screen in the PCARD System
Departments should utilize the Search screen in the
PCARD system to monitor for outstanding p-card
entries that are not in RAPS status. To search by
department, click on the Procurement Card link under
“Financial Services” in PAWS. On the Search screen,
enter the first five digits of the departmental account
number in the Department field and click “Search”.
All entries not released to the General Ledger System
(RGLS status) will be listed. To see the additional
entries, click the “View More” button.
Individual cardholders may search for their LaCarte
entries by entering their PAWS or LSUID in the
Cardholder ID field and click “Search”. The system
will display all entries for that particular cardholder.
Immediate attention should be given to entries that
are not in RAPS status.
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 should be forwarded to AP. For
questions, please contact Jackie Chen at 578-1536 or
jchen3@lsu.edu.
TRAVEL
Travel Forms & Website
The following information has been updated and is now
available on the AP & Travel website under Travel:
PM-13, University Travel Regulations
In-State Contract Vehicle Rental Rates (State Motor
Pool Rental Contract)
Out-of-State Vehicle Rental Rates
In-State Louisiana Hotel Directory
LSU Pocket Travel Guide (on-line only)
Travel Orientation Brochure (on-line only)
The LSU Pocket Travel Guide and Travel Orientation
Brochure are no longer being printed and are available
on-line only. There are no changes to the AS300 form
(Travel Expense Reimbursement Request). Reminder:
This form is not available on the AP website. Contact the
Accounting Services front desk for a supply.
Forms AS292: Request for Authorization to Travel and
AS516: Request to Reimburse Authorized Expenses have
also been revised for consistency and are now
a v a i l a b l e o n t h e A P w e b s i t e a t
http://www.fas.lsu.edu/AcctServices/acctpay/forms.html.
In accordance with PM-13, both forms include a special
approval section for the initials of the direct supervisor
and/or Department Head.
5

Accounts Payable & Travel continued...
New Travel Agency
The contact information for Short’s Travel
Management:
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.
3. Short’s Travel should be used for University
business travel only.
4. 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”. Beginning August 1,
2010, there will be a $15 per call transaction fee for
use of the after hour services. The fee will be
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.
On-line Self-Booking System
Short’s Travel Online, an innovative easy-to-use on-line
self-booking system, is available for University travelers
to review and update their pre-populated profile (only
basic information was provided) and to retrieve any
itineraries/invoices for travel reservations made with
Short’s Travel. Use of the on-line booking system can
help save 80% of the agency booking fees. The
transaction fee for online bookings is $5 per
transaction. Short’s Travel Online can be accessed
through the AP & Travel website at
http://www.fas.lsu.edu/AcctServices/acctpay/ or
directly at www.shortstravel.com/lsu. To login the
system, the users will need to enter the following
information:
Username: Employee’s PAWS ID
Password: lsutigers1 (all lowercase)
Only upon the initial login, the system will prompt the
user to create a new password. The system is “access
driven” and only employees with a profile created will
have access to Short’s Travel Online. Basic profile
information was provided to Short’s Travel for only the
faculty, academic and professional staff, in addition to
all CBA authorizers, Travel Arrangers/Coordinators and
Business Managers. If there is an employee who was
not included in the initial system setup but should have
access to Short’s Travel Online, please contact Lindsay
Berthelot at lberthe@lsu.edu. Lindsay will have the
ability to grant system access to the on-line system
upon request.
Update Profile Information
All travelers must review their profile information in
Short’s Travel Online prior to making any airfare
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 and
potential delays at the airport.
Trainings Sessions for Short’s Travel Online
Webinar trainings are still available to become familiar
with Short’s Travel and Short’s Travel Online.
Individuals who travel on University business are
encouraged to attend a training session, in addition to
department Business Managers, CBA approvers and any
Travel Arrangers/Coordinators. The trainings will
review system features such as:
Unused Ticket Management by traveler
E-mail notifications for CBA approvals for agentassisted
and on-line bookings
CBA will be a payment option for on-line bookings
View itineraries
Registration will be required to attend the webinar
training. To register, please go to Travel on the AP &
Travel website, select Short’s Travel Management and
click on Short’s Travel Online Training for the Planning
Point registration link or go directly to https://
www.planningpoint.net/Events/LSUSTO.
6

Accounts Payable & Travel continued...
The webinar trainings are scheduled as follows:
Date
Thursday, September 2
Tuesday, September 7
Monday, September 13
Tuesday, September 21
Time
10:00 AM
3:00 PM
11:00 AM
2:00 PM
Travel on LaCarte
LaCarte can be used as a means of payment for travel
expenses (except for meals or personal incidental
expenses) while in travel status. Employees who are not
current LaCarte cardholders, but do travel on University
business, are encouraged to complete an AS700: LaCarte
Enrollment form and submit to AP to have a LaCarte card
issued. The AS700 must be approved by the Department
Head for the appropriate spending limits/authorities (i.e.
purchasing and/or travel). The AS700 can be found on
Accounts Payable & Travel website at http://
www.fas.lsu.edu/acctservices/forms/ap/AS700.pdf.
The on-line LaCarte Distribution Training is available 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. The
direct link is http://community.moodle.lsu.edu/course/
view.phpid=220. The users will be required to:
Login through PAWS
Click “Accounts Payable & Travel”
Select the on-line training session
Distribution”.
- “LaCarte
New cardholders are required to complete this training
prior to receiving their LaCarte card. The card will be
given only to the cardholder upon signing the LaCarte
Agreement form. For questions, please contact Patrice
Gremillion at 578-3366 or pgremill@lsu.edu.
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
From the Desk of PAS
Courier Services
LSU Easy Ship
Starting September 15 th , the University will
implement a new courier savings service, called LSU
Easy Ship. To access, log on using PAWS/myLSU
credentials at www.easyship.lsu.edu.
LSU Easy Ship allows departments to compare FedEx
and UPS rates, print labels on standard 8.5x11 paper
and track outgoing packages, all from a computer
with internet connectivity. The best part is that LSU
has secured preferential rates with these couriers.
This will translate to an average savings across all
package types of 8%. And savings on standard
overnight service could be even better, averaging up
to 19%.
This service, brought to campus by University
Stores, includes:
At-a-glance rate comparison
Centralized tracking system that reduces paper
consumption
Departmental tracking of shipping costs
Automatic e-mail notifications
Personal address books
Courier shipment charges will no longer be
allowed on the University LaCarte card or via
direct charge
Billing via IT which eliminates LaCarte
reconciliation and/or direct charge processing
For training documents, resources, University policy
on courier shipments and maps of FedEx and UPS
d r o p o f f s i t e s , p l e a s e v i s i t :
http://pas.lsu.edu/university-stores/lsu-easy-ship.
Please direct any comments, questions or
suggestions to easyship@lsu.edu.
begins September 22 nd
7

Sponsored Program Accounting
Enhancements to University Subsidiary Detail Ledger
Fringe benefits and F&A costs will now be charged on a
transaction basis when the transaction is approved.
Since this change is being made in late August, the
August transactions will be via batch feed. Beginning in
September, fringe benefits and F&A costs will be
charged on a per transaction basis.
In the near future, we will be encumbering fringe
benefits and F&A costs. Please look for these exciting
new enhancements.
LA Board of Regents (BOR)
Status reports and invoices are due to BOR on October 1,
2010, for continuing LEQSF Graduate Fellowship and
Doctoral contracts. The reports should be submitted to
Marie Hamilton, Assistant Dean of the Graduate School,
who will forward them to our office for invoice
preparation. For questions, please contact Oneida
Jarrell at 578-4879 or ojarrell@lsu.edu or Denee Aydell
at 578-2139 or daydel1@lsu.edu .
Final expenditure reports for BOR R&D and
Enhancement contracts which expired June 30, 2010, are
due electronically to BOR by September 30, 2010. 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. Questions should be directed to the
grant contact.
Annual and final project reports for BOR contracts must
be submitted by the due date specified in the contract.
BOR will withhold payment until the reports are
submitted.
Subrecipients Invoices
Please verify that the subrecipient current and
cumulative columns add down before submitting
invoices to SPA for approval. Other requirements
that must be followed when approving
subrecipient invoices can be found on SPA’s web page at
http://www.fas.lsu.edu/acctServices/spa/paaManual/20
06/31.pdf.
Auditors
If an auditor from a sponsoring agency requests
information, please contact Patricia Territo at 578-
2204 or pterrito@lsu.edu in SPA. No notification is
needed if a Legislative Auditor is requesting
information.
Travel expenditures charged to a sponsored
agreement must benefit/relate to the project. Please
ensure that 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
stating why the transfer is being made. It is essential
to stress the benefit to the project receiving the cost.
An AS227 is not required for transfers to the following
accounts: Foundation, state funds, gift and expired
fixed price accounts. In addition, any retroactive
personnel action forms must comply with Payroll
guidelines before they are processed. The AS227 can
be found on SPA’s web page at http://
www.fas.lsu.edu/AcctServices/forms/spa/as227.pdf.
Personnel Activity Reports (PARs)
Please certify and return all outstanding PARs. If
applicable, please ensure cost sharing is documented
before returning PARs. It is mandatory that
departments return completed PARs to SPA by the
scheduled date. A noncompliance finding can result in
very serious consequences (i.e., loss of current and
future funding) since “adequate documentation” is
required to support the costs incurred in the
performance of sponsored projects.
All FY 2010 PARS except for PAR 3 should have been
returned to SPA. Please ensure that these PARS have
been certified and submitted to SPA.
The training schedule for Fall 2010 can be found
on HRM’s web page at http://appl003.lsu.edu/hrm/
t r a i n d e v e l o p w e b . n s f / $ C o l l e c t i o n M e n u /
Training+ProgramsOpenDocument. Training is
offered for Personnel Activity Reports (PARs) and Post
Award Administration.
8

Admin
Newsletter Mailing List
The Accounting Services newsletter is no longer
printed and is available electronically only. The
on-line version is posted to the Accounting Services
website on the home page by the 5 th of each month –
click “Newsletter”. The .pdf version is also e-mailed
once the newsletter is available. To be added to the
Newsletter Mailing List, contact Danita King at
dcking@lsu.edu.
8 Hours of CPE for $85 – Friday, November 5 th
Accounting Services is currently finalizing details with
LCPA on offering the “Ethics for Louisiana CPAs”
course required for the 2010-2012 CPE reporting
cycle at a cost of $85. Also included will be 4
additional hours at no cost. LCPA will offer 2 free
hours of CPE and Yvette Marsh of HRM has agreed to
provide a course to obtain an additional 2 hours of
CPE. The date of the event is Friday, November 5 th
from 8:30 am to 5:00 pm and the location is set for
1240 Pleasant Hall. More details on the event will
follow in next month’s newsletter. The Registration
Form will be available by the middle of September.
Contact Maria Cazes at mcazes@lsu.edu with any
questions.
Imaging Tips
Various documents that route to Accounting Services
for final processing are then scanned by the Imaging
section to be stored as official University documents.
In an effort to avoid delays in the imaging process and
keep the workflow steady, please be aware of the
following tips:
AS300: Travel Expense Reimbursement Request
AS300’s are pre-printed on white paper with a
document number already assigned.
Departments still using an older version on pink
paper should contact the Front Desk at 578-3321
to obtain a new supply. The pink paper appears
black when imaged; additional time is needed to
obtain a version that is light enough to read and
be imaged. Note: if a department produces its
own AS300’s, then a unique 8-digit numerical
document number must be assigned and located
in the right-hand corner of the document.
Tape all itemized receipts (especially small ones) on
an 8½ x 11 white sheet of paper. The tape should not
cover the amounts on the itemized receipts since it
tends to fade the ink which may make it harder to
read once the document is imaged. Please do not
staple the receipts to the 8 ½ x 11 white sheet of
paper. Time is spent removing staples from each
document to be placed in the scanner. Lost staples
become stuck in the equipment causing a
malfunction and eventually, the need to be repaired.
Only use fluorescent yellow highlighter. Other
highlighters cause the information to be “blacked
out” when imaged.
General Documents
Multiple LSUID’s or SSN’s on a document causes delay
since a staff member must stop the process to
determine number which is correct.
Illegible handwriting causes a delay since the
document must be sent back to the appropriate
division for accurate information.
Bad originals = bad imaged documents. If an original
is already hard to read, the imaged version will not be
legible.
Use black or blue ink when writing on documents.
Signatures should be legible.
Perkins Loan
has moved to
125 Thomas
Boyd Hall.
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