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

Accounts Payable & TravelThe final APS check run for the year will be Tuesday,December 21, 2010. Please plan accordingly to ensurevendor payments (especially construction payments)are made by the final APS check run.Special Handling Form (AS209) must be attached tothe top of the invoice or document in order for thespecial handling request to be handled timely andproperly. If a check is required by a certain date, pleasemake sure the due date is specified in the PriorityHandling section of the form. For questions, pleasecontact Patti Bruce at 578-1549 or pmbruce@lsu.edu.PRO AssistanceDepartments are encouraged to contact a member ofthe PO Invoice Processing staff to assist with questionsregarding pending invoices, creating a receiving reportin PRO and/or viewing attached vendor invoices:Susan LemingGreta TempletMisty Gregoire578-1545 or slemin1@lsu.edu578-1620 or gtempl3@lsu.edu578-1541 or mgrego1@lsu.eduLACARTELaCarte and CBA BF entries must be released to APusing the on-line PCARD system with complete costdocumentation no later than 30 days from the date ofthe purchase/transaction.LaCarte Cardholders Leaving the UniversitySupervisors must retrieve LaCarte cards fromemployees leaving the University prior to their last dayof work. More importantly, supervisors are advised tomake sure all LaCarte purchases are reconciled prior tothe employee’s last day. This includes obtainingreceipts/supporting cost documentation for purchasesthat are not reflected on an existing LaCarte entry.VAT Recovery ProgramPlease do not destroy the original receipts/invoicesupon attaching them to LaCarte entries when LaCarteis used as means of payment for internationalpurchases and/or travel expenses. The original invoicesand itemized receipts for travel expenses attached to acopy of the approved AS292 form should be forwardedto AP. For questions, please contact Jackie Chen at578-1536 or jchen3@lsu.edu.Travel on LaCarteLaCarte can be used as a means of payment for travelexpenses (except for meals or personal incidentalexpenses) while in travel status. Employees who arenot current LaCarte cardholders, but do travel onuniversity business, are encouraged to complete aLaCarte Enrollment form (AS700) and submit to AP tohave a LaCarte card issued. The AS700 form must beapproved by the Department Head for the appropriatespending limits/authorities (i.e. purchasing and/ortravel). The AS700 form can be found on AccountsPayable & Travel website at http://www.fas.lsu.edu/acctservices/forms/ap/AS700.pdf.The on-line LaCarte Distribution Training is available onthe Accounts Payable & Travel website at http://www.fas.lsu.edu/AcctServices/acctpay/ and can beaccessed by clicking the “On-Line Training” link. Thedirect link is http://community.moodle.lsu.edu/course/view.php?id=220. The users will be required to:1. Login through PAWS.2. Click “Accounts Payable & Travel”3. Select the on-line training session - “LaCarteDistribution”.New cardholders are required to complete this trainingprior to receiving their LaCarte card. The card will begiven only to the cardholder upon signing the LaCarteAgreement form. For questions, please contact PatriceGremillion at 578-3366 or pgremill@lsu.edu.Social security numbers should not be included on anyof the supporting documentation. If SSNs arediscovered, the Attachment will be deleted and thedepartment will be contacted to re-attach thecorrected file. Please review all supporting costdocumentation very carefully to ensure SSNs are notincluded before creating the Attachment.6