A to Z
A B C D E F G H I J K L M N
O P Q R S T U V W X Y Z
A
Acronyms used 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.
Departments & Organizations
| AP | Accounts Payable & Travel |
| AS | Accounting Services |
| BOR | Board of Regents |
| 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 |
| PAY | Payroll |
| PUR | Purchasing |
| SPA | Sponsored Program Accounting |
| SSA | Social Security Administration |
| TAF | Tiger Athletic Foundation |
| UAS | University Auxiliary Services |
| USDA | United States Department of Agriculture |
Common Terms & Documents
| AMAF | Award & Award Modification Approval Form |
| BA | Budget Adjustment |
| BF | Batch Feed |
| CBA | Central Billed Account |
| CJ | Compound Journal Voucher |
| CR | Cost Reimbursable |
| 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 |
| ERP | Enterprise Resource Planning |
| F & A | Facilities & Administrative Costs |
| FASOP | Finance and Administrative Services Operating Procedure |
| FB | Fringe Benefits |
| FP | Fixed Price |
| GA | Graduate Assistant |
| GL | General Ledger |
| GLS | General Ledger System |
| HRSAUTH | HRS Authority |
| IPARF | Internal Prior Approval Request Form |
| IT | Internal Transaction |
| ITB | Invitation to Bid |
| ITIN | Individual Taxpayer Identification Number |
| JV | Journal Voucher |
| LSUID | LSU's Identification Number (replaces SSN in LSU's computer systems) |
| MC | LaCarte Entry (similar to CS, DT, IT, JV) |
| NCE | No Cost Extension |
| PAF | Personnel Action Form |
| PAR | Personnel Activity Report |
| PAWS | Personal Access Web Service |
| PI | Principal Investigator |
| PM | Permanent Memorandum |
| PO | Purchase Order |
| PO ALT | Purchase Order Alteration |
| PPCS | Personal, Professional & Consulting Services |
| PRAF | Proposal Routing & Approval Form |
| PROAUTH | PRO Authority |
| PS | Policy Statement |
| RAPS | Released to AP status |
| RFP | Request for Proposal |
| RGE | Record of Grant Establishment |
| SJ | Simple Journal Voucher |
| SSN | Social Security Number |
| STO | Short’s Travel Online |
| TERR | Travel Expense Reimbursement Request |
Financial Systems
| ABS | Advanced Billing System |
| APS | Accounts Payable System |
| BGT | Budget |
| COA | Chart of Accounts |
| DIR | Directory |
| ETA | Employee Time & Attendance |
| FMS | Imaging |
| GLS | General Ledger System |
| INS | Insurance |
| IPM | Investment Portfolio Management |
| LVT | Leave Tracking |
| PAR | Personnel Activity Reporting |
| PAY | Pay Control |
| PCARD | Procurement Card |
| PRO | Procurement |
| RCN | Bank Reconciliation |
| SAE | Student Award Entry |
| SPS | Sponsored Program System |
| SWC | Workers' Compensation |
| TIS | Treasurer Information System |
| USM | University Stores Management |
AS Forms
The following link http://www.lsu.edu/administration/ofa/oas/asforms.php has a complete listing of all current AS forms used within Accounting Services. 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.
B
Business Managers' Meeting
Meetings are generally held on the second Tuesday of the month in the LSU Union, Atchafalaya Room 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 Danita King at dcking@lsu.edu. Information on prior meetings can be found at http://www.lsu.edu/administration/ofa/oas/bsmgrmtg.php.
C
Checks
When picking up and signing for a check from Accounting Services, the individual must have a picture ID. Contact Desiree Esnault at desnault@lsu.edu with any questions.
Complaints
Any complaints should be sent to Donna Torres.
D
Distribution
Distribution/Front Desk personnel are responsible for printing and distributing checks,
ledgers and other reports. Additionally, this section is responsible for the sorting
and distribution of all incoming and outgoing mail of Accounting Services.
F
Fax Numbers for Accounting Services
Division
Fax #
Admin
578-7217
AP & Travel
578-2052
Bursar Ops & Perkins Loan
578-3969
FAR
578-7217
Payroll
578-7217
SPA
578-7217
Front Desk Numbers in Accounting Services
Accounting Services (Main)
(225) 578-3321
AP & Travel
(225) 578-1550
Bursar Operations
(225) 578-3357
Bursar Operations –Perkins Loan
(225) 578-3357
Financial Accounting & Reporting (FAR)
(225) 578-3321
Payroll
(225) 578-3321
Sponsored Program Accounting (SPA)
(225) 578-5337
H
Hours
The core hours of Accounting Services are Monday through Friday from 8:00 am to 4:30
pm. The main number of the front desk for Accounting Services is (225) 578-3321.
I
Imaging
Imaging manages all document imaging activities related to responsibility for the
physical maintenance and custody of University financial documents in accordance with
approved record retention schedules. Imaging activities include the organizing, indexing,
processing, reproduction, filing, retrieving, distribution, imaging, preservation
and disposal of documents and records.
Imaging Tips
Various documents that route to Accounting Services, Purchasing and HRM are scanned
by the Imaging section of Accounting Services to be stored as official University
documents. Since these documents are oftentimes retrieved by Accounting Services
personnel and/or auditors, it is extremely important that the documents are legible.
The workflow involved in imaging documents is a very tedious and time consuming process.
In an effort to keep the workflow steady and avoid having to manually edit images,
please keep in mind the following tips:
Use white paper.
Tape receipts to 8 ½ x 11 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. Do not staple the receipts to the 8 ½ x 11 white sheet of paper.
Use fluorescent yellow highlighter. Other highlighters such as pink, blue, purple,
etc. cause the information to be “blacked out” when imaged which causes Imaging personnel
to manual adjust each individual page.
Use blue or black ink when writing on documents. Avoid using red or other colored
ink pens.
Ensure that the document you are sending to be processed is legible. If an original
is already difficult to read, the imaged version will be even harder. Signatures
should be legible.
Ensure that copiers and desktop printers have dark ink/toner.
Replace ribbon on adding machines as soon as it becomes light.
Send originals when available (no carbon copies).
Only send pages that are relevant to the document being processed. For example, if
an e-mail is used as back-up and only a phone number or a graphic is printed on the
second page, the second page serves no relevant purpose and should not be scanned.
M
Mail
Oftentimes packages are mistakenly sent to 204 Thomas Boyd Hall since this is the
official address of the LaCarte card. This causes catalogs and brochures to be sent
to Accounting Services. The amount has become excessive. This type of “junk mail”
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.
N
Newsletters
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 online version is posted to the Accounting Services home page by the 5th 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.
R
Reporting Tools Troubleshooting
S
Shredder
Accounting Services has an industrial-sized shredder located on the 4th floor of
Thomas Boyd Hall that departments can reserve. To reserve the shredder, please send
an e-mail to imaging@lsu.edu. The e-mail should include the day and time of your requested
appointment. In an effort to allow all departments across campus to utilize the shredder
and maintain the work flow internal to our office, we have limited the use to 2-hour
increments. Appointments can be made for 8:00 to 10:00 am, 10:00 to 12:00 pm and 1:00
to 3:00 pm. If a department is more than 15 minutes late, the appointment may be rescheduled.
If a department has a project that includes a large amount of paper to be shredded
and a timeline to abide by, we will do our best to accommodate. Any departments using
the shredder will be trained on how to safely operate the shredder, clean the general
area, and proper disposal of the bags of shredded paper. Note that the shredded bags
of paper must be transported to the dumpster outside T Boyd & LSU Library and can
be fairly heavy when being moved. Also, due to budget constraints, departments with
a large amount of shredding may be required to purchase and replenish shredder bags
and oil. Note: this equipment does not dispose of microfilm or microfiche - it is
intended for paper only.
Special Accommodations for Training Courses
Please be reminded that employees should communicate the need for special accommodations
in training during the registration process via myLSU. When registering for classes
through myLSU, 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.
Staff (Admin)
Administration consists of all Distribution/Front Desk and Imaging personnel.
Vacant
Business Manager/HR Contact
Danita King
Administration/HR Contact
Brenda Wright
Distribution/Front Desk Supervisor
Desiree Esnault
Distribution/Front Desk
Shondriel Myles
Imaging Supervisor
Nakisha Butler
Imaging
Student Worker Application
Accounting Services employs student workers to assist with clerical duties in each
of the divisions. To apply, complete an AS552 and submit it to Danita King.
T
Tax Exempt Certificates for 501©(3)
A copy of the tax exempt certificate for 501c3 status can be found at http://www.lsu.edu/administration/ofa/oas/spa/taxExemptLetter.pdf.
Tax Exempt Certificates for Resale
All questions regarding resale certificates should be directed to Mary Stallworth
in the Procurement Office.
Tax Exempt Certificates for Sales Tax
All requests for a sales tax exempt certificate should be forwarded to Deana Clement-Delage
at dcleme2@lsu.edu.
Training Courses
Accounting Services hosts training courses almost on a monthly basis. See the training
link on the HRM website for more information. Employees can register via their myLSU
accounts.
Travel Expense Reimbursement Requests
See front desk for a supply.
V
Vacant Positions in Accounting Services
Vendor Applications
When LSU does business with an organization, the University (department) must enroll or register in that organization’s vendor database. This will oftentimes be referred to as the vendor application or enrollment process. During the registration process, various documents may be requested by the vendor such as a vendor application referenced above. It is the responsibility of the department to initiate the vendor application process by completing as much information as possible on the vendor application or enrollment form. This form will vary by vendor and will ask for specific information pertaining to the department, contact information, goods/services, etc. Note: it is common for a W-9 to be requested during this process. Upon completion, forms should be forwarded to Accounting Services, 204 Thomas Boyd Hall. The proper signature will be obtained and the documents will be returned to the requesting department or submitted directly to the vendor.
W
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 K. 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.