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

2. Host Responsibilities

3. 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)

4. 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)

5. Authorization to Travel  AS516 a.Official travel of non-employees b.Used for reimbursements and direct charges

6. AS 516 RULES

7. AS519 AS519 TRAVEL ARRANGEMENTS Turn-In to Richard ASAP

8. 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

9. AS540

10. Faculty Club ONLY the AS516 Form is required

11. AS516 Faculty Club

12. Meals  PM-13 university travel regulations  Must be submitted 14 days prior to event  Source of Funds for Special Meals  Authorization /Approval AS499 (Receptions ONLY) AS516-B (B/L/D ONLY)

13. 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

14. AS 499 Receptions ONLY

17. AS 516-B B/L/D ONLY

18. AS 516-B RULES

19. DO NOT included ALCOHOL Susie Faculty Joey Martin

20. 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. if not you will not get reimbursed. 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.http://www.fas.lsu.edu/acctservices/travel/forms/as516.pdf Having a reception, buffet meals, or refreshments)fill out a AS499 (http://www.fas.lsu.edu/acctservices/travel/forms/as499.pdf)http://www.fas.lsu.edu/acctservices/travel/forms/as499.pdf

21. Faculty Club 0074Table 500#Party 8 589 JohnetSvrCk: 2:18:473/13/2008 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 0074 Server: 589 JohnetRec: 40 3/13/2008Term: 4 Faculty Club P.O. Box 21773 Baton Rouge, LA 70894 Telephone: 225.578.6642 MERCHANT# 200112902 CARD TYPEACCOUNT NUMBEREXP VISAXXXXXXXXXXXX77921109 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 SIDES Include your name, date, and guest & attendee name(s)

22. Faculty Club 0074Table 500#Party 8 589 JohnetSvrCk: 2:18:473/13/2008 1 B-House Wine $ 45.00 Sub Total: $ 45.00 TAX: $ 4.05 Total: $ 49.05 0074 Server:589 JohnetRec: 40 3/13/2008Term: 4 Faculty Club P.O. Box 21773 Baton Rouge, LA 70894 Telephone: 225.578.6642 MERCHANT# 200112902 CARD TYPEACCOUNT NUMBEREXP VISAXXXXXXXXXXXX77921109 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 SIDES Include your name, date, and guest & attendee name(s) DO NOT INCLUDE IN TOTAL WILL REIMBURSE SEPARATELY

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30. 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.

31. Visitor Responsibilities

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

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