Recordkeeping

1
Record-keeping accounting

• Summer/Intersession 2009
• March 23
• 201 Design Bldg.

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Record-keeping

• Student Records
• Copies of passports
• Health forms
• Emergency contact information
• Administrative Records
• Disciplinary Accident report forms (Director)
• Disciplinary Accident report forms (Student)
• Emergency contact information for APA
• Financial Records
• Spending report
• Proof of exchange rate

3
Necessary pre-departure paperwork

• Program Proposal (including budget and syllabi)
• Authority to Travel
• Airfare Itinerary
• Request for Advance (per diem)
• Request for Advance (group advance)

Authority to Travel
These signatures are required before any
payments can be made for your group
4
Program budgets program fees

• Program Fee
• 500 added to fee bill at time of application
• Remaining fee attached to course numbers added
  when student is registered
• Only source of income for program (housing,
  meals, excursions, per diem, faculty airfare)
• Does not include tuition or cover faculty salary

• Program Budget
• Based on minimum number of students
• To include all expenses for students, faculty
  expenses (including airfare), insurance, and
  development
• Advance total income generated from program fee
  total amount spent by APA

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Exchange rates

• Before Departure
• The exchange rate will be established at the time
  that the transaction clears LSUs bank
• The exchange rate used by the bank may vary from
  what is advertised on currency exchange sites,
  such as xe.com

• While On-Site
• If proof of exchange rate is provided LSU will
  use the rate provided through bank statements,
  atm receipts, etc.
• If proof of exchange rate is not provided LSU
  will use an online, historic exchange rate to
  determine the average rate for the dates of the
  program

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Before departure invoices, airfare
The more you pay now, the fewer receipts you have
to keep later!

• Credit Card
• amount due
• date of invoice
• itemized invoice
• payee name (and phone number, if paying over the
  phone)
• will need a paid receipt
• do not convert to USD

• Wire or Check
• amount/date due
• itemized invoice
• payee name
• name/city of bank
• bank account number
• IBAN
• name on bank account
• do not convert to USD

• CBA Account
• only for airfare
• email invoice from Carlson Wagonlit
• ticket amount, agents name, ticket price

Remember an Authority to Travel must be on file
before invoices are paid!
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On-site accounting

• Personal Advance/Per Diem no receipts
• Group Advance receipts for everything

• Whats Allowed?
• Tips for group meals ?
• Alcohol ?
• Class supplies ?
• Gifts ?
• Bank fees ?
• Personal travel ?

Spending Report
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After you returN Reporting to lsu

• Receipts and spending reports must be submitted
  to APA no later than the 8th of the month after
  you return
• A Director returning on July 3 has until August 8
  to submit receipts. A Director returning on July
  30 also has until August 8
• The due date for your spending report is based on
  when you actually return to Baton Rouge, not when
  your program ends
• Any unspent funds from your group advance must be
  returned to APA
• Because the advance includes all of the income
  from the program fee, there are no funds
  available to reimburse anyone who spends more
  than his/her group advance

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Questions? Comments?