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As516b (Louisiana State University)

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Louisiana State University
Office of Accounting Services
Accounts Payable & Travel
217 Thomas Boyd Hall
SPECIAL MEAL REQUEST AS516-B
FOR GUEST/INTERVIEWEE/STUDY OR WORKSHOP PARTICIPANT
Request Date ____________________
Other ___________________________
(Caterer name must be provided)
Breakfast Lunch Dinner
Buffet Reception - Dinner Reception Refreshments
For a sit down meal, attach a Guest List including name, organization & affiliation with LSU.
Per Person* # Guests # Days Total Cost
*For meals that exceed the state allowance, the overage amount should be paid with private or Foundation funds.
Please indicate how the overage will be paid: Personal Check Foundation Acct # _____________________
Account # ** Object Code Project #
**For restricted accounts (4, 5, or 6), Sponsored Program Accounting (SPA) approval is required.
SPA Approval _____________________________________________________
Guest List
Note:
Date
Rev 7/12
Title
Function's Purpose/
Benefit to LSU
APPROVALS
Department
Contact
Date of Function
Function Location
Affiliation with LSU
Organization
Phone
E-mail
Time of Function
Yes
No
Caterer
Chartwells
Campus Catered Event
What is the Menu?
# of Guests Invited
1
2
3
4
5
Requesting Dept
Dean/Director or
Dept Head/Chair
Accounting
Services
6
7
8
9
10
Signature
2) Dine-In Special Meals are NOT allowed on LaCarte. The meal should be paid with private funds and an AS300: Travel Expense Reimbursement Request should be
submitted for reimbursement.
1) Reimbursement for alcohol on University funds is prohibited.
Estimated Cost
Guest
Rev 6/14
AS516 vs AS516-B Guidelines
Form
516
Interviewees
Study/Workshop Participants
Guests -
which may include
Personal/Professional or
Consulting Service
Contracts (PPCS)
When to
use this
form
The AS516 form should be
used to provide authorized
approvals to pay for travel
expenses (i.e. airfare,
lodging, meal per diems)
for individuals invited to the
University for the purpose
of interviewing for
employment.
The AS516 form should be used for
study and/or workshop participants,
athletic officials, and non-athletic judges
when travel expenses are included.
Departments may complete only one
AS516 form and attach a list of the
participants. (There is no need to
complete a separate form for each
participant).
The AS516 form should be
used whenever travel
expenses are included in the
PPCS contract.
The total contract amount will
be inclusive of all payments,
fees and any travel expenses.
The payment of the fee for
services must be processed
through Purchasing using the
PUR-CR form in accordance
with PS-5. Also, see
www.fas.lsu.edu/purchasing.
Object
Code
2170 – Travel (Interviewee)
5720 – Research Subject Fees
5750 – Participant Stipend (Sponsored
Research)
5760 – Athletic Officials Fees
5770 – Non-athletic Judges Fees
5850 – Participant Travel/Registration
Fees (Sponsored Agreements)
5860 – Athletic Game Officials
Expenses
5700 – Personal Services
5701 – Consulting Services
5800 – Professional,
Personal & Consulting
services travel
Form
516-B
Interviewees
Study/Workshop Participants
Guests
When to
use this
form
Special meal approvals
must be obtained for meals
held with an interviewee.
Special meal approvals for
study/workshop participants charged to
a sponsored account will require
approval from Sponsored Program
Accounting to ensure the appropriate
approval is provided from the granting
agency.
Special meals paid from registration
fees using object code 3410 are not
subject to the special meal allowances
referenced in FASOP: AS-02, University
Travel Regulations.
Only one special meal can be
reimbursed at the special meal
allowance for a university
guest. If multiple meals must
be provided to the guest, the
subsequent meals will be
reimbursed at the per diem
rate for the guest only. There
is no reimbursement provision
for employees attending the
meal, including the host
employee.
The number of employees
attending the special meal
should be kept to a minimum.
Object
Code
6580 – Entertainment,
official functions
6585 – Meals, office function - business
meetings only
3410 – Expenses for Conference
Participants
6580 – Entertainment, official
functions
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Completed 24 July 2020

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