Visitor Training

Visitor Training
Presented By: Robin Collor rcollor@lsu.edu 225-578-4084

Host Responsibilities

Travel Authorizations AS516 – Request for Authorization to Reimburse Expenses of Guests, Interviewees, Students Participants & Workshop Participants Official travel of non-employees Used for reimbursements and direct charges

AS 516 RULES

AS519 TRAVEL ARRANGEMENTS Turn-In to Richard ASAP

PM-13 university travel regulations Must be submitted prior to event Source of Funds for Special Meals Authorization /Approval AS499 (Receptions ONLY) AS516-B (B/L/D ONLY) Special Meals

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) Reimbursement Limits for “Special Meals” are as follows: Updated: 7/1/2009

AS 499 Receptions ONLY

ALWAYS: Attach Menu with Prices

List of ALL Guest is a MUST

AS 516-B B/L/D ONLY

AS 516-B RULES

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. When taking the guest out for B/L/D please submit with receipts the Travel Reimbursement form of the person who needs to be reimbursement for Meals. 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) Reimbursement for B/L/D with an Interviewee/Speaker/Special Guest(To be submitted along with the Travel Expense Reimbursement Request Form)

After the Meal

Alcohol

Lod Cook Conference Center AS540 Form is required Lodging AS516 must be attached Conference Room Contract from Lod Cook Required Catering with Unique Cuisine List of attendees and menu

Faculty Club
ONLY the AS516 Form is required

AS516 Faculty Club

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. If total amount received (both honorarium & travel expense) is over $2000then an invoice for payment is a REQUIREMENT within the speaker's contract.

Visitor Responsibilities

PLEASE SIGN & FAX W9

Original Signature PLEASE ***** Have Guest to MAIL Form

MUST be signed in front of Misty Gregoire In A/P (IRS rules)

Original Signature PLEASE MAIL

Use IF & ONLY IF you cannot get guest to set themselves up as a vendor. 1 of 4 Pgs

Questions

Visitor Training