Office of Accounting Services Monthly Newsletter - Finance and ...
Office of Accounting Services Monthly Newsletter - Finance and ... 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
Accounts Payable & Travel continued...TRAVELAirfare for Business TravelWhenever airfare for University business travel includesan additional personal destination, the traveler mustobtain a lowest logical quote for the business destinationonly. Reimbursement for the airfare with the personaldestination will be limited to the lesser of:1. Lowest logical quote, or2. Prorated amount for the business portion of theairfare only. The “prorated amount” is calculated bydividing the airfare by the total number of days(business and personal) and multiplied by the totalnumber of business days.Whenever airfare does not include a personaldestination, but the traveler adds personal days at thebusiness destination, the total amount of the airfare isreimbursable. The expenses incurred for the personaldays are not reimbursable.The state contract travel agency contact information is asfollows:SHORT’S TRAVEL MANAGEMENTToll Free - (888) 846-6810Fax - (319) 433-0847Email: state@shortstravel.comWebsite: www.shortstravel.com/lsuSummary of pertinent information:1. Short’s Travel Management normal business hours are8:00 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 businesstravel only.4. A 24-hour Emergency Travel Service at (888) 846-6810is available 24 hours/7 days a week. The 24-hourService is designed to support travelers in the event ofa “true emergency”. Beginning August 1, 2010, therewill be a $15 per call transaction fee for use of theafter hour services. The fee will be reimbursable onlyif the service was used for a “true emergency”. In theevent the 24-hour Service is used for any nonemergencytransactions, the transaction fee will notbe reimbursed.Short’s Travel On-line (STO) is the innovative easy-touseon-line self-booking system that is available forUniversity travelers to make their own travelarrangements. The transaction fee for on-line bookingsis $5 per transaction. STO can be accessed through theAP & Travel website at http://www.fas.lsu.edu/A c c t S e r v i c e s / a c c t p a y / o r d i r e c t l y a twww.shortstravel.com/lsu. To login the system, theusers will need to enter the following information:Username: Employee’s PAWSIDPassword: lsutigers1 (all lowercase)Only upon the initial login, the system will prompt theuser to create a new password. Given the savings perbooking, travelers are strongly encouraged to use thesystem.Update Profile InformationAll travelers are strongly encouraged to review theirprofile information in STO prior to making any airfarereservations. In accordance with Transportation SecurityAdministration (TSA) requirements, the traveler’s namelisted in the profile must match the government-issuedidentification (i.e. driver’s license or passport) used totravel. If the name on the traveler’s itinerary does notmatch the government-issued identification, the travelerwill experience difficulty at the airport.Campus-Wide Virtual Invoice (VI) LookupShort’s Travel now offers another resource to obtain atraveler’s itinerary at https://bizinfo.shortstravel.com/reports. To access the link, users will need to enter thefollowing information:User Name: vilookupPassword: lsutigers1Departments can search for an airfare itinerary by theTicket Number and/or Agent Fee Number by enteringthe information in the “Ticket Number” field along witha Start/End Date. For questions, please contact LindsayBerthelot at 578-1538.7
- Page 2 and 3: Sponsored Program Accounting contin
- Page 4 and 5: Payroll continued...for overpayment
- Page 8: Accounts Payable & Travel continued
Accounts Payable & Travel continued...TRAVELAirfare for Business TravelWhenever airfare for University business travel includesan additional personal destination, the traveler mustobtain a lowest logical quote for the business destinationonly. Reimbursement for the airfare with the personaldestination will be limited to the lesser <strong>of</strong>:1. Lowest logical quote, or2. Prorated amount for the business portion <strong>of</strong> theairfare only. The “prorated amount” is calculated bydividing the airfare by the total number <strong>of</strong> days(business <strong>and</strong> personal) <strong>and</strong> multiplied by the totalnumber <strong>of</strong> business days.Whenever airfare does not include a personaldestination, but the traveler adds personal days at thebusiness destination, the total amount <strong>of</strong> the airfare isreimbursable. The expenses incurred for the personaldays are not reimbursable.The state contract travel agency contact information is asfollows:SHORT’S TRAVEL MANAGEMENTToll Free - (888) 846-6810Fax - (319) 433-0847Email: state@shortstravel.comWebsite: www.shortstravel.com/lsuSummary <strong>of</strong> pertinent information:1. Short’s Travel Management normal business hours are8:00 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 businesstravel only.4. A 24-hour Emergency Travel Service at (888) 846-6810is available 24 hours/7 days a week. The 24-hourService is designed to support travelers in the event <strong>of</strong>a “true emergency”. Beginning August 1, 2010, therewill be a $15 per call transaction fee for use <strong>of</strong> theafter hour services. The fee will be reimbursable onlyif the service was used for a “true emergency”. In theevent the 24-hour Service is used for any nonemergencytransactions, the transaction fee will notbe reimbursed.Short’s Travel On-line (STO) is the innovative easy-touseon-line self-booking system that is available forUniversity travelers to make their own travelarrangements. The transaction fee for on-line bookingsis $5 per transaction. STO can be accessed through theAP & Travel website at http://www.fas.lsu.edu/A c c t S e r v i c e s / a c c t p a y / o r d i r e c t l y a twww.shortstravel.com/lsu. To login the system, theusers will need to enter the following information:Username: Employee’s PAWSIDPassword: lsutigers1 (all lowercase)Only upon the initial login, the system will prompt theuser to create a new password. Given the savings perbooking, travelers are strongly encouraged to use thesystem.Update Pr<strong>of</strong>ile InformationAll travelers are strongly encouraged to review theirpr<strong>of</strong>ile information in STO prior to making any airfarereservations. In accordance with Transportation SecurityAdministration (TSA) requirements, the traveler’s namelisted in the pr<strong>of</strong>ile must match the government-issuedidentification (i.e. driver’s license or passport) used totravel. If the name on the traveler’s itinerary does notmatch the government-issued identification, the travelerwill experience difficulty at the airport.Campus-Wide Virtual Invoice (VI) LookupShort’s Travel now <strong>of</strong>fers another resource to obtain atraveler’s itinerary at https://bizinfo.shortstravel.com/reports. To access the link, users will need to enter thefollowing information:User Name: vilookupPassword: lsutigers1Departments can search for an airfare itinerary by theTicket Number <strong>and</strong>/or Agent Fee Number by enteringthe information in the “Ticket Number” field along witha Start/End Date. For questions, please contact LindsayBerthelot at 578-1538.7
Change language