Visitor TrainingPresented By:Robin Collor

rcollor@lsu.edu225-578-4084

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