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Host Responsibilities
Guest Speaker Procedures (Before & After Arrival)
What I need to know before the speaker/guest comes to LSU: Dates of the event What country of Citizenship if international? How much is the honorarium fee? Is any other college donating funds? (Please have them to contact me
ASAP to transfer funds. Nothing will be processed until this is done by the other departments
Need airfare booked through the department contact Richard Landry (8-0809)
HOST need to complete the following:
Form AS 516 (Authorization to Travel) Lodging
Form AS 540 -for Lod Cook stay Faculty Club (Under Construction)
Meals AS499 _Reception AS516-B _Breakfast/Lunch/Dinner
Letter of invitation Invoice from the speaker for payments over $2000 including
travel expenses (airfare, lodging, etc…) The invoice is a requirement within the speaker’s contract.
AS209- SPECIAL HANDING FORM AS493- WIRE TRANSFER (required for international visitors Purchasing Requisition Form:
PUR-CR attachment to Requisition to complete payment for ALL payments
PUR-SS required for payments over $2000 including expenses (attachment to Requisition to complete payment)
Authorization to Travel
AS516
a. Official travel of non-employees
b. Used for reimbursements and direct charges
AS 516RULES
Lod Cook Conference Center
AS540 Form is required•Lodging
AS516 must be attached •Conference Room
Contract from Lod Cook Required
•Catering with Unique Cuisine Contact Lod Cook List of attendees and menu
AS540
Faculty Club
ONLY the AS516 Form is required
MealsPM-13 university travel regulations
Must be submitted 14 days prior to eventSource of Funds for Special Meals
Authorization /Approval• AS499 (Receptions ONLY) • AS516-B (B/L/D ONLY)
REIMBURSEMENT LIMITS FOR “SPECIAL MEALS” ARE AS
FOLLOWS: Meals (sit-down or buffet)
$15 – Breakfast $20 - Lunch
$20 - Buffet reception-Dinner $35 – Dinner
Refreshments (limited to beverages and snack per morning & afternoon session)
Catered Event - $4.50 per person (Object Code 4350) Self-catered Event - $2 per person (Object Code 4350)
Receptions (beverages & finger foods)
$7 per person (Object Code 6580)
Updated: 7/1/2009
Alcohol cannot be paid with “STATE” FUNDS
AS 499 Receptions
ONLY
ALWAYS:Attach Menu with
Prices
List of ALL Guest is a
MUST
AS 516-BB/L/D ONLY
AS 516-BRULES
After
the Mea
lDO NOT included ALCOHOL Susie Faculty
Joey Martin
REIMBURSEMENT FOR B/L/D WITH AN INTERVIEWEE/SPEAKER/SPECIAL GUEST
(TO BE SUBMITTED ALONG WITH THE TRAVEL EXPENSE REIMBURSEMENT REQUEST FORM)
Please print or type form.Must have ORIGINAL itemized bill and duplicate/customer copy of all receipts.Please secure (Glue Stick or Tape) ALL receipts to a white sheet of paper and PUT RECEIPTS IN DATE ORDER also make sure the tape is not covering information on the receipt.Put ALL alcohol expense on a separate bill/receipt if not you will not get reimbursed. WHY because we cannot claim alcohol on state funds so funds will be reimbursed at a later date.Fill out the AS516-B – Before event for approval (http://www.fas.lsu.edu/acctservices/travel/forms/as516.pdf). If you are entertaining guest please list ALL persons who attend each event and their affiliation with LSU. Turn in form at least 2 weeks prior to meal.Having a reception , buffet meals, or refreshments)fill out a AS499 (http://www.fas.lsu.edu/acctservices/travel/forms/as499.pdf)
Faculty Club
0074 Table 500 #Party 8
589 Johnet SvrCk: 2:18:47 3/13/2008
2 Iced Tea $ 2.50
2 Soft Drinks $ 3.00
1 Highland Reuben $ 6.75
1Glazed Crabmeat San $ 9.15
2 Napoleon $ 16.50
Sub Total: $ 37.90
TAX: $ 3.41
Total: $ 41.31
0074Server: 589 Johnet Rec: 40
3/13/2008 Term: 4
Faculty Club
P.O. Box 21773
Baton Rouge, LA 70894
Telephone: 225.578.6642
MERCHANT# 200112902
CARD TYPE ACCOUNT NUMBER EXP
VISA XXXXXXXXXXXX7792 1109
NAME: Susie Faculty
00 TRANSACTION APPROVED
AUTHORIZATION #: 02571B
Reference: AU 363 34
TRANS TYPE: Credit Card SALE
CHECK: $ 41.31
TIP: $ 10.00
TOTAL: $ 51.31
x________________________________________
***DUPLICATE COPY***
TAPE DOWN ALL FOUR SIDESInclude your name, date, and guest
& attendee name(s)
Faculty Club
0074 Table 500 #Party 8
589 Johnet SvrCk: 2:18:47 3/13/2008
1 B-House Wine $ 45.00
Sub Total: $ 45.00
TAX: $ 4.05
Total: $ 49.05
Alcohol
0074Server: 589 Johnet Rec: 40
3/13/2008 Term: 4
Faculty Club
P.O. Box 21773
Baton Rouge, LA 70894
Telephone: 225.578.6642
MERCHANT# 200112902
CARD TYPE ACCOUNT NUMBER EXP
VISA XXXXXXXXXXXX7792 1109
NAME: Susie Faculty
00 TRANSACTION APPROVED
AUTHORIZATION #: 02571B
Reference: AU 363 34
TRANS TYPE: Credit Card SALE
CHECK: $ 49.05
TIP: $ 10.00
TOTAL: $ 59.05
x________________________________________
***DUPLICATE COPY***
TAPE DOWN ALL FOUR SIDESInclude your name, date, and guest & attendee name(s)
DO NOT INCLUDE IN TOTAL WILL REIMBURSE SEPARATELY
PAGE 1 OF 2
PUR-SS
If total amount received (both honorarium & travel expense) is over $2000
then an invoice for payment is a REQUIREMENT
within the speaker's contract.
If the total amount received (both honorarium & travel expense) is OVER $2000 then an invoice for
payment is a REQUIREMENT within the
speaker’s contract.
Visitor Responsibilities
PLEASE SIGN &
FAX or E-mail
to me
Original SignaturePLEASE
*****Have
Guest to MAIL Form
MUST be signed in front of Misty Gregoire
In A/P (IRS rules)
REQUIRED FOR ALL INTERNATIONAL
VISITORS
Original Signature
PLEASE MAIL
Use IF & ONLY IF you cannot get
guest to set themselves up as
a vendor. 1 of 4 Pgs
Questions