Office of Accounting Services Monthly Newsletter

May 2020 204 Thomas Boyd Hall Baton Rouge, LA 70803 (225) 578-3321 Issue 427

Business Managers’ Meetings

Please note that there will be no meetings held in May or June. Meetings are tentatively scheduled to resume in September.

In this issue...

LaCarte 2

Travel 2

FAR 3

Payroll 6

SPA 8

Bursar Operations 9

LSU Acronyms 11

Accounts Payable & Travel

FY 2020 Spending Freeze Guidelines Accounts Payable and Travel is working diligently to ensure compliance with the University FY20 Spending Freeze Guidelines on state funds. In order to expedite requests (i.e. miscellaneous check requests, direct charge invoices, etc.) that meet the exceptions to the spending freeze, departments should include the AS900 “Request for Spending Freeze Exception” form documenting the essential nature of the expenditure. When the “essential nature” of the purchase is not clear, departments will be contacted to provide an explanation. Other campuses may have additional exceptions and/or restrictions varying by campus. The FY20 Spending Freeze Guidelines and the AS900 form are available on the AP & Travel website under Invoice Processing Important Updates. For questions, please contact Patrice Gremillion at pgremill@lsu.edu.

Special Handling Check Distribution Suspended Due to the University closure, special handling request for in-person check pick up in Accounting Services, 204 Thomas Boyd, has been suspended. All checks will be mailed. If a check is to be mailed to an address that is not the supplier address on file in Workday, the Special Handling Form (AS209) must include an alternate mailing address that is not a departmental address since the University is closed to only essential personnel.

As a reminder, the AS209 form should be placed on top of the Miscellaneous Check Request (AS02), University-Prepared Vendor Invoice (AS116), Direct Charge Worksheet (AS580), or purchase order invoice in order for the request to be processed timely and properly. Please make sure the Due Date is specified in the Priority Handling section of the form or indicate if an Enclosure must be mailed with the payment. For questions, please contact Valery Sonnier at vsonnier@lsu.edu.

Invoice Processing Supplier invoices will continue to be processed in Workday, with routing to the Cost Center Manager for approval. Direct charge and purchase order invoices should be sent to aptravel@lsu.edu. Please respond to Direct Charge and PO staff e-mails to ensure continuous processing of all invoices. For any on-demand or special handling requests for extenuating circumstances, please contact Valery Sonnier at vsonnier@lsu.edu or Patrice Gremillion at pgremill@lsu.edu.

Accounts Payable & Travel continued...

For questions concerning direct charge supplier invoices, LaCarte Reminders: please contact the DC Invoice Processing staff:

1) Itemized receipts must be attached on LaCarte Jessica Morris jmor116@lsu.edu Expense Reports. All receipts should be loaded Deana Clement-Delage dcleme2@lsu.edu into one PDF document, preferably in the order of Catherine Herman cherman@lsu.edu the expense lines, and attached on the Attachment

tab. As a reminder, receipts should not be Purchase Order Invoices attached at the expense lines. The default sorting Please do not attach purchase order invoices to the of expense lines is by the expense lines date. Receipt. The purchase order invoice should be forwarded 2) Expense Report “Comments” can be found on the to the respective Accounts Payable office to be matched Business Process tab. Please review the Comment against the PO and Receipt. section for the reason the expense report is not

approved (or maybe returned). For questions concerning purchase order supplier 3) Respond to e-mails in a timely manner. If invoices, please contact the PO Invoice Processing staff: supporting documents and/or forms are request-

ed, please send the information to the LaCarte or Amber Tran atran17@lsu.edu Travel auditor via e-mail. The auditor will attach Maci Jones macijones1@lsu.edu the information to the Expense Report. Jessica Hodgkins jhodgkins1@lsu.edu 4) Please do not withdraw Expense Reports in “Save

for Later” status to edit or make changes. The Expense Reports have been audited by the LaCarte

LACARTE or Travel auditors with their comments document-ed. The approval process starts over from the

LaCarte Cards beginning whenever an Expense Report is withdrawn.

Ordering and distribution of LaCarte cards has been temporarily suspended. For renewal cardholder questions and/or special requests, please contact DeAnna Landry at

For LaCarte related questions, please contact a member of the LaCarte staff:

deannal@lsu.edu.

Expense Reports should be created for LaCarte and CBA transactions with complete cost documentation and submitted for approvals no later than 30 days from the

Theresa Oubre talber3@lsu.edu Sierra Mouton smouton1@lsu.edu DeAnna Landry deannal@lsu.edu

date of the purchase/transaction. Failure to adhere to this policy will result in the suspension of the cardholder’s TRAVEL privilege. Also, as a reminder, please respond timely to the LaCarte staff e-mails to ensure continuous processing of all transactions/reimbursements. Travel Expense Reports should be created for LaCarte

and CBA transactions with complete cost documenta-

Outstanding LaCarte transactions There are a significant number of outstanding LaCarte transactions. Please remember that procurement transac-tions should be reconciled within 30 days of the purchase. Due to the current COVID-19 outbreak, we understand that unavoidable issues may have prevented the continu-ous reconciliation of transactions. If there is anything that AP & Travel can do to assist, please contact a member of the LaCarte staff.

tion and submitted for approvals no later than 30 days from the date of the purchase/transaction. For cancelled trips, it is recommended that Expense Reports be created promptly to ensure all travel transactions are expensed/charged in this fiscal year. The Expense Report should include all expenses, refunds, etc. related to the trip. A justification as to the reason the trip was cancelled should be stated in the Justification and/or included in the supporting documentation. If the trip was cancelled by a host/ organizer, documentation from the host/organizer

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Accounts Payable & Travel continued...

must be attached to the Expense Report. Also, as a reminder, please respond timely to the Travel staff e-mails to ensure continuous processing of all transactions/ reimbursements.

For travel related questions, please contact a member of the Travel staff:

Arianna Elwell Doris Lee Kalyn Mayfield Kathleen Patrick

acreech@lsu.edu dorislee@lsu.edu mayfield1@lsu.edu kelder1@lsu.edu

Summary of AP & Travel Workday Reports:

Aged Listing of This report provides a list of open purchase Outstanding orders with the encumbrance balances. Encumbrances Departments are encouraged to use this report

to review purchase order balances to ensure payments have been processed and liquidated

appropriately.

Find Supplier Invoice by Worktag

This report provides users the capability to locate a supplier invoice using the filter for a

particular worktag.

Find Credit Card Transactions by Employee Cost Center

This report provides a list of credit card transactions by employee, cost center, billing

date, transaction status, for all statuses.

Find Expense Reports by Worktag

This report allows users the capability to find expense reports by employee and/or by a

particular worktag.

Find Expense Reports for Cost Center

This report provides users the capability to find

expense reports for a particular cost center.

Find Outstanding Credit Card Transactions by Employee Cost Center

This report provides a list of credit card transactions by employee cost center that have

not been submitted on an expense report.

Find Spend This report provides a list of Spend Authorization Authorizations by employee cost center. for Cost The report also includes all related Center Expense Reports linked to the spend

authorization and the remaining Spend Authorization balance.

In Progress/Tentative Transactions:

Expense Reports By using the Find Expense Reports by Worktag report, select only the status of “Draft” & “In Progress” to view Expense Reports with tentative transactions for a particular worktag.

Supplier Invoices By using the Find Supplier Invoice by Worktag report, select only “In Pro-gress” status to view Supplier Invoic-es with tentative transactions for a par-ticular worktag.

Financial Accounting & Reporting

Yearend Preparation Due to the Governor’s extended stay-at-home order through April 30 and without a clear return to work date, the Office of Accounting Services will NOT present its annual FISCAL YEAREND SEMINAR.

Procedures and deadlines pertinent to each of the sections of Accounting Services are detailed in the Schedule for Closing Accounts for FY 19-20 Memo, which can be found on the Accounting Services website.

Copies of this memo should be distributed to all staff having responsibilities related to the University's yearend closing process. All Accounting Services employees are working remotely and are available to assist you. An employee directory is included on the last page of the memo for reference.

The following are some reminders in preparation for fiscal yearend:

Review and reconcile ledgers Monitor budget to actual expenses on a quarterly

basis Process budget amendments, cost transfers and

Internal Billings for services rendered as needed Process correcting entries and payroll accounting

adjustments as needed

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Financial Accounting & Reporting continued...

Request for inactive worktags to be closed

Monthly Close Dates The monthly closeout is scheduled to take place the first working day of the new month.

Month End Close Date

April Friday, May 1

May Monday, June 1

In order for the monthly closeout process to be complet-ed in Workday, all “In Progress” manual journal entries must be approved. Otherwise, the accounting date on the entry must be moved into the next open month. When the accounting date is changed, the entry reroutes through the entire business process.

In an effort to mitigate having entries reroute, initiators of manual journals should:

Track entries by following the Find Journal job aid posted on the Workday Training page to find “In Progress” entries

Initiate entries as early as possible in the month to allow enough time for them to make it through the entire business process prior to closeout. Since July 1, 2016, entries initiated in the last five days of the month typically end up having their accounting date changed to the next month

Cost Center Managers and all other approvers on journals should:

Approve any entries in their inbox in a timely manner Make an extra effort to clear inboxes the last week of

the month

Just for Faculty The LSU Workday Website “Just for Faculty” provides faculty with a one-stop-shop to obtain information that only pertains to faculty.

Reports A list of the recommended reports for departmental use to assist with reconciliations and management of funds is available on the Workday Training webpage at the bottom under Reporting > Finance Reports by Functional Area.

Internal Billings An Internal Billing is a Manual Journal in Workday that enables departments to bill other departments or campuses for services rendered or merchandise sales. Internal Billings should be initiated by the department rendering the service or sale.

A step-by-step Job Aid can be found on the Workday Training webpage at Financial Accounting

Create Journal Entry: Internal Billing

Important Reminders Worktags on Internal Billings must match the attached

supporting documentation Internal Billings should be initiated by the rendering

department Appropriate documentation, including detailed infor-

mation about the services or merchandise, must be attached

There should be no travel spend categories on Internal Billings

Rendering departments must be an established Service Center to charge a Grant (excluding fixed price)

Verify the Company on the line matches the Driving Worktag used – for example, PG003159 LSUAM | Accounting Services must have Company: Louisiana State University and Agricultural and Mechanical College

Credit Card Merchant Procedures All merchants should review their Bank of America statements to CARD entries processed to ensure all revenue received via credit cards has been recorded. If merchants need help getting BOA statements or a listing of CARD entries, please contact Jen Richard at jgendr1@lsu.edu.

ALL CARD entries with debit/credit card MOPs will be required to have Bank of America Transaction Listing as backup documentation attached. If the Bank of America report is not attached to the CARD entry, the vault (125 Thomas Boyd) will return the entry to the department for the Bank of America backup to be added. CARD entries should be completed each day for the

previous day’s activity. If there is a difference between the Bank of America

report and the point of sale system, the difference should be investigated and an explanation provided.

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Financial Accounting & Reporting continued...

Departments should only record what the Bank of America report shows as being received.

American Express (AMEX) transactions are recorded on a MOP separate from Visa/MasterCard/Discover.

The total amount of each method of payment (MOP) should be calculated and written on the documentation.

A copy of the Transaction Listing from Bank of America/First Data must be used as the backup for bankcard MOPS.

There needs to be an additional copy of the Bank of America/First Data statement per bankcard MOP/ AMEX MOP and an additional copy of the bank statement for DPS.

Additional copies of DPS and bankcard back up need to be attached to the entry even if copies have been attached in CARD.

In accordance with the Governor’s Executive Order, Bursar Operations will no longer be open for face-to-face transactions. We have partnered with Campus Federal Credit Union to provide a secure depository for funds.

Students are encouraged to make payments electroni-cally through myLSU.

Student payments and CARD entries including cash, check or money order can be dropped off 24 hours a day/7 days a week to:

Campus Federal Credit Union Perkins Road Branch ONLY 6230 Perkins Road Night Deposit Box – Drive Thru – Lane 1

All deposits must be in a sealed envelope with your initial or signature along the seal for tamper proofing. The envelope should clearly and legibly have LSU Bursar Operations written on the front. Student deposits must include the 89# to ensure they are recorded properly. Envelopes thicker than .75” can be placed in the commercial slot. A commercial key will be in the lock for envelopes up to 6” in thickness.

CARD entries that do not contain cash, checks or money orders can be scanned and e-mailed to cardobo@lsu.edu.

Bank Reconciliation With yearend approaching, departments that are anticipating funds (ACH or wire transfers to LSU) should contact Stephanie Laquerre at 578-1450 or slaquer@lsu.edu. Please be able to provide estimated date of deposit and amount.

CARD entries should still be processed as usual. Please see above for the Bursar's procedures on both cash and non-cash CARD entries.

In accordance with the Governor’s Executive Order, electronic signatures and scanned copies of applicable AS forms are acceptable for stop payment and check cancellation requests. (A physical copy does not need to be sent to Accounting Services.) Please make sure to include specific instructions for reissues and verify correct mailing addresses. Laquerre at slaquer

Forward all requests @lsu.edu.

to Stephanie

Space Surveys FAR has initiated the federally-regulated Facilities and Administration rate negotiation process. If your department conducts sponsored research, you may be contacted by someone from the FAR team to participate in the University’s space survey. Space survey activity will continue to be conducted while the University is remote working. The FAR team will set up virtual meetings as needed. Space surveys are conducted to document the amount of space used for sponsored research or other sponsored activities. This information is used to calculate the Facilities and Administration rate (also known as the indirect cost rate) charged to grants. Please click here to see a video created by the University of Idaho for more information on the F&A rate and how it is calculated.

Trainings The next FDM training is scheduled for May 6. However, if the stay at home order is extended, the training will be held virtually. Zoom information will be included in the registration information on the Training and Event Registration website.

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Payroll

President’s Student Aid/Work Study Final Payments and Charges for FY 2020 The last day for student employee earnings to be charged to such accounts is May 15, 2020. The final student pay period for time associated with PSA & WS accounts is the period ending May 15, 2020 for payment on May 22, 2020. Departments should run the Payroll Work Study and President Aid Charges report to reconcile charges to the special funding accounts. Amounts posted to the Base Hourly Earning cannot be charged to the Work Study grant or the President Student Aid account. A Payroll Accounting Adjustment cannot be processed to move Base Hourly Earnings to Work Study funds or to President Student Aid Funds. If you have student time that is charged to Base Hourly Earnings that you believe should be charged to Work Study Funds, please contact Angie Ogle at aeogle@lsu.edu or John Pilgrim at jpilgrim1@lsu.edu for further assistance. Work Study and President’s Student Aid Ending 05/15/2020 All WS or PSA jobs have a compensation Actual End Date that corresponds with the end of the academic year. Once this date is reached, the compensation will be removed and any time entered on this position will not be paid. There is no longer an automatic termination for these students. One of the following transactions should be performed: ➢ If the student continues to work, the student should

be moved to the Student-LSU Job Profile using the Change Job transaction. No change to the Cost Allocation is required since the Worker-Position level allocation is already assigned to a department account.

➢ If the student will not continue working for the WS or PSA department and has an additional job, use the Switch Primary Job transaction to change the additional job to the primary job. Then the End Additional Job transaction should be processed to end the WS or PSA job.

➢ Student employees who receive Work Study summer allocations can have Change Job transactions with an effective date of 06/01/2020 to change from Student-LSU Job Profile to the Student-Work Study Job profile. Funding for Presidents Student Aid will be not be effective until the fall semester beginning 08/17/2020.

➢ If the student will no longer work, a termination should be processed. Please note the termination

should be effective the last day worked or 05/15/2020, but the termination should not to be processed until after payroll is processed on 5/20/2020. If the termination is processed prior to 05/20/2020, the student employee will not be current in system to be paid for the period ending 05/15/2020.

Student employees not attending summer school and not on a “F” or “J” visa will be subject to social security and Medicare taxes if they work during the summer. Integrations run daily to update the social security and

M edi care status in Workday so that taxes will be withheld for those students. Since the integration occurs daily, once the student is shown as enrolled for the fall semester the retirement code will be changed again so that taxes are not withheld during the fall and spring semester. The FICA exemption only applies to students attending LSU. Students attending another educational

i n stitution and working at LSU will always be subject to social security and Medicare taxes. 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

s chool.

D i p lomas will not be issued to graduating students who have outstanding wage/salary overpayments. In order to receive their diploma on Commencement Day, students must clear overpayment balances by 4:30 pm on Thursday

M ay 7, 2020. Leaving the University? Faculty, staff and student employees (especially graduating students) leaving the University are reminded

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Payroll continued…

to update their mailing addresses. Home addresses can be updated in three ways:

1. Update address information via Workday from the Personal Information worklet. Click to view current addresses and then click the Edit icon in upper left corner to make any needed changes.

2. E-mail Payroll at payroll@lsu.edu. 3. Complete and submit to the Payroll Office a Change

of Address form located on the Payroll website.

Benefits Coverage term date for employee benefits will be determined by the employee’s termination date in the system. For example: employees who terminate employment on May 3 would have benefits coverage through May 31. Nine-month faculty and staff who have pre-paid for the summer months will be refunded premiums following their termination date or once the termination is completed. If you have questions, please contact the benefits section of Human Resources or Rhett Sabadie at rsabadie1@lsu.edu in the insurance section of Payroll.

FY 2020-2021 Payroll Schedules FY 2020-2021 payroll schedules for summer, wage, and student payrolls are now available on the Payroll website.

Summer Research Summer research payments for faculty will be processed via One Time Payments. Research activities charged to FY19-20 will be processed on the June Academic payroll with a payment date of June 30, 2020. Due dates for summer research personnel transactions are as follows:

One Time Payment – Summer Research Processing & Pay Dates

Coverage

Date

Range

Effective

Date

Range

Pay

Date

Accounting

Year

Due to

HR

Partner

(HRM)

Successfully

Completed

5/15/20-

6/30/20

5/15/20-

6/14/20

6/30/2020 FY 20 5/29/20 6/25/2020

7/01/20-

7/14/20

06/15/20-

7/14/20

7/21/2020 FY 21 6/22/20 7/15/2020

7/15/20 -

8/14/20

7/15/20-

8/14/20

8/21/2020 FY 21 7/21/20 8/17/2020

Ensure Compensation End Dates for Employees Match Job End Dates Employees with a compensation plan end date in Workday will continue to receive payments up until the actual end of the compensation plan. The compensation will be reflected as a zero amount as of the end date which will result in zero pay for an employee. It is imperative that HR Analyst and Student Employment Partners perform ongoing audits to ensure that the actual end date of the compensation plans are updated. The report – Employee Compensation Status is available to help identify what employees have upcoming compensation end dates.

Expired or Missing Cost Allocations will result in an error in the payroll process and will prevent payment to an employee. HR partners, Cost Center Managers and Student Employment Partners must perform ongoing audits of cost center expiration dates and initiate timely changes prior to payroll run dates. The report - Costing Allocations Ending Within Prompt Date will help identify employees with expiring cost allocations.

Direct Deposit Changes Direct Deposit updates and changes should be sent to the Payroll e-mail payroll@lsu.edu using the secure Files To Geaux through myLSU or mailed to the Payroll office at: Office of Accounting Services, 204 Thomas Boyd, Baton Rouge, LA 70803. The job aid, Files to Geaux, which provides more details on using files to geaux to submit the direct deposit form can be found on the Workday Finance Training webpage.

Termination of Spring Graduating Graduate Assistants Twelve month Graduate Assistants graduating in the Spring semester must have a current termination with an effective date of 05/15/2020 to prevent being overpaid when the May professional payroll processes on May 26, 2020. Another way to prevent an overpayment to these GAs is to make sure they have a compensation end date of 05/15/2020.

All Academic Graduate assistants should already have a current compensation end date of 05/14/2020 which follows the standard academic year. This compensation end date will prevent the academic GAs from being overpaid on the May professional payroll run.

Please confirm the compensation end date is in place. Termination transactions still need to be loaded for academic graduating GAs with the effective date of 05/14/2020 which is standard academic end date.

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Sponsored Program Accounting

COVID-19 SPA is providing the same level of services while working remotely during the COVID-19 campus closure. Employees are checking e-mails, returning calls, and continuing their daily functions remotely. Below is important information related to this event.

• Office of Management and Budget (OMB) Memo M-20-17 (issued March 19, 2020) provided guidance to federal awarding agencies that they may allow award recipients for a limited time (currently 90 days from date of memo) to continue to charge salaries and benefits to active Federal assistance awards consistent with recipients’ policy. LSU’s Time Entry and Leave Procedures during COVID-19 provided by LSU HRM on March 19,2020 and updated on April 2, 2020 serves as LSU’s emergency/special leave guidelines for COVID-19, regardless of fund source.

If faculty and staff are able to work remotely on their grants, they are allowed to charge salaries and benefits to the grants.

If faculty and staff are unable to work remotely on a grant, they should move their salary charges to another grant or institutional activity that they can work on remotely.

If faculty and staff cannot work remotely, they must follow the Time Entry and Leave procedures released by HRM on April 2, 2020. Leave with reason code COVID-19 is considered Special Leave pursuant to LSU’s Policy Statement 12.

If key personnel effort requirements will not be met (including effort reduction of 25% or more or disengagement from the project for more than three months) on federal or federal pass-thru awards due to the pandemic, the sponsor must be notified in accordance with Sponsor guidelines.

If an award is expiring in FY20 and the main function (travel, out of state research, etc.) cannot be performed now or during the summer, please follow the Sponsor guidelines in requesting a no cost extension (NCE) through OSP so that these activities can be performed at a later date. NCE requests should be routed using the GeauxGrants system or the appropriate Sponsored Program office for your campus.

• Sponsor billing for allowable expenses will continue without interruption. Please continue to balance and review grant accounts (i.e. costing allocations, PAAs, journal entries) to ensure they are being charged to the appropriate projects.

Review ledgers monthly Create any Payroll Adjustments and/or Journal Entries

timely so accounts reflect the correct amount to be billed to our sponsors.

• Effort certifications will continue on a quarterly cycle. Remember, Effort Certifications are an after the fact certification of time spent on grants. Therefore, if ledgers are being reviewed timely and corrected, then effort certification will reflect the correct percent of effort on the correct accounts where the salary was charged.

Period Issue Date Due Date

January 2020 - March 2020 5/1/2020 5/31/2020

April 2020 - June 2020 8/3/2020 9/2/2020

• General office supplies relating to working remotely (i.e., such as a laptop, printer, office supplies, etc.) are generally not allowed as a direct cost charge to grants unless approved in advance by the Sponsor. Please refer to Sponsor guidelines.

• It should not be assumed that supplemental funds will be provided by the funding agencies due to the disruption of services.

• The Council of Governmental Relations (COGR) web page is being updated with the federal sponsor guidelines as they are issued.

Yearend Reminders: For sponsored program accounts (including associated cost sharing accounts) that end June 30 and all state grants, please ensure all expenditures are recorded and encumbrances liquidated by June 30, 2020. This is crucial for state restricted accounts because of agency imposed deadlines to bill by July 15, 2020 for all FY 20 expenditures.

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Sponsored Program Accounting continued...

• Since most state sponsors require an accurate June invoice regardless of the expiration date, it is essential that you provide written documentation such as copies of invoices or payroll accounting adjustments (PAAs) to your Grant Manager of any items not reflected on the June ledgers. For agreements expiring on 6/30/20, supplies and services must be received or rendered by 6/30/20.

• Several state agencies require that we attach the monitoring/progress report to our invoices. Please ensure that May 2020 and June 2020 Monitoring/ Progress Reports are received in SPA (240 Thomas Boyd Hall) by Friday, June 5, 2020 and Monday, July 6, 2020, respectively. This is especially critical for LA Department of Natural Resources (DNR), LA Department of Environmental Quality (DEQ), Coastal Protection and Restoration Authority (CPRA), and LA Department of Wildlife and Fisheries projects.

• If there is a tentative account number for a State agency, please route the fully executed agreement through the appropriate Office of Sponsored Programs by June 21, 2020. SPA must ensure compliance with the invoice and financial report deadlines.

Board of Regents (BOR) Graduate Fellows Graduate fellowship annual progress and financial status reports (form 2C-2) are due to SPA by May 15, 2020. These reports are to be included with the Financial Status Reports which are due to the BOR by May 30, 2020.

As a reminder, all requests for revisions to BOR Graduate Fellow Contracts must be reviewed and approved by the Graduate School. The Graduate School will either countersign the request letter, or attach a memo of approval. Once Graduate School approval is obtained, OSP can approve the request.

Fee exemptions for summer programs supported by a sponsored agreement must be approved by SPA before student awards can be established on the Advance Billing System. Please forward information on summer programs to SPA no later than May 4, 2020. Questions regarding student awards on sponsored agreements should be directed to Janet Parks at 578-4878 or jparks@lsu.edu.

Bursar Operations

LSU is implementing several new payment options as part of its COVID-19 response for students.

1. Beginning with spring intersession, international students can pay their student account balance using Flywire. Flywire commits to providing the best exchange rates.

2. LSU is waiving late registration fees for the 2020 summer and fall semesters.

3. Beginning with the 2020 fall semester, LSU will offer three payment plan options for current semester tuition and fees. a. 50% down, remaining 50% spread over three

payments* b. 25% down, remaining 75% spread over three

payments* c. 10% down, remaining 90% spread over three

payments* *Three payments are due October 1, November 1,

December 1

Please visit the Student Registration and Payments webpage to learn more about these options.

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Administration

Business Continuity—COVID-19 Accounting Services will strive to provide the same level of service while working remotely. Staff should be contacted by e-mail, but will be available for phone calls and virtual meetings as needed. 204 Thomas Boyd Hall will be open from 10 am to 2 pm Tuesdays and Thursdays in order for staff to print checks and process and distribute incoming mail. All Accounting Services employees will be checking e-mails. All business processes will remain the same.

Unclaimed Property Notifications If a department receives notification regarding unclaimed property due to their department, please submit the correspondence to Accounting Services, 204 T Boyd. Any information or history related to the referenced unclaimed property would be helpful in determining if the claim is legitimate and LSU is actually due any money. The claim will be researched within Accounting Services. If LSU is due the unclaimed property, Accounting Services will complete the paperwork, obtain appropriate signatures, and submit the claim.

AS Forms The complete listing of all current AS forms used within Accounting Services is available at AS Forms. These forms are in a user-friendly fillable .pdf format. Please contact Danita King at dcking@lsu.edu with any issues accessing or using these forms.

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 Associate Vice President Donna Torres on behalf of the university. The W-9 will be sent directly to the vendor from Accounting Services with a copy sent to the requesting department.

Finance Trainings Below is a list of Finance classes that are currently available on the Training and Event Registration webpage.

Description Division Date Time Location

Financial Data Model (FDM) and Reporting Instructor Led

Workday Training

FAR Wed, 5/6/20

9:30 am -11:30 am

Online via

Zoom

Post Award Administration

SPA Tues,

5/19/20 9:30 am -11:30 am

Online via

Zoom

To register for LSU Finance training classes:

Log in to myLSU Click on 'Employee Resources' Click on ‘LSU Training and Event Registration' Locate the appropriate training then click on ‘View

Classes’ Click on the appropriate Training Date Click 'Register' E-mail confirmation of the registered course will be

immediately received

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Common Acronyms at LSU Below is a list of common acronyms affiliated with LSU and used on campus. It is very likely you will come across these acronyms in the Accounting Services newsletter or in training classes.

Common Terms & Documents AMAF Award & Award Modification Approval Form CBA Central Billed Account CR Cost Reimbursable CSWS Community Service Work Study CWSP College Work Study Program DT Departmental Transmittal EMV Europay Master Card & Visa ERP Enterprise Resource Planning F&A Facilities & Administrative Costs FASOP Finance and Administration Operating Procedure FB Fringe Benefits FP Fixed Price GA Graduate Assistant GL General Ledger IPARF Internal Prior Approval Request Form ITIN Individual Taxpayer Identification Number LSUID LSU’s Identification Number (replaces SSN in LSU’s

computer systems) NCE No Cost Extension OTP One Time Payment PAWS Personal Access Web Service PCI DSS Payment Card Industry Data Security Standard PI Principal Investigator PM Permanent Memorandum

Workday Terms AG Agency Clearing AJ Accounting Journal AWD Award AWDC Award Conversion BG Basic Gift BP Business Process CC Cost Center CCH Cost Center Hierarchy CCM Cost Center Manager CI Customer Invoice CO Change Order EG Endowed Gift FD Fund FDM Financial Data Model FN Function FS Funding Source GR Grant GRC Grant Conversion PAP Period Activity Pay PG Program PJ Project SO Supervisory Organization TC Transfer Company

PO Purchase Order Departments & Organizations

PO ALT Purchase Order Alteration AP Accounts Payable & Travel

PPCS Personal, Professional & Consulting Services AS Accounting Services

PRAF Proposal Routing & Approval Form BOR Board of Regents

PS Policy Statement PSAP President Student Aid Program RFP Request for Proposal RFQ Request for Quote SSN Social Security Number STO Short’s Travel Online WAE Wages As Earned

Financial Systems ABS Advanced Billing System CARD Customer Accounts Receivable & Deposit DIR Directory System FAMIS Facility Services’ Computerized Maintenance

Management System FMS File Management System SAE Student Award Entry System SPS Sponsored Program System SWC Workers’ Compensation System TIS Treasurer Information System WD Workday

BOS Board of Supervisors DOE Department of Energy FAR Financial Accounting & Reporting FBI Federal Bureau of Investigation FDN LSU Foundation FEMA Federal Emergency Management Agency NIH National Institutes of Health NSF National Science Foundation ORED Office of Research and Economic Development OSP Office of Sponsored Programs OBO Office of Bursar Operations PAY Payroll PROC Procurement PROP Property Management SACS-COC Southern Association of Colleges and Schools

Commission on Colleges SPA Sponsored Program Accounting SSA Social Security Administration TAF Tiger Athletic Foundation UAS Auxiliary Services USDA United States Department of Agriculture

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