Office of Accounting Services Monthly Newsletter - March 2025 Issue 484

Sep 19, 2026

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Office of Accounting Services Monthly Newsletter for March 2025, Issue 484, covering key financial operations and reporting guidance for LSU. Topics include preventing and detecting fraud, Workday updates, and travel updates for international travel. Provides procedures for monthly closeout in Workday, including approval of in-progress manual journal entries and rerouting when dates change. Includes best practices for payroll, AP & Travel, cost transfers, bank reconciliation contacts, 1099 tax form forwarding, and guidance on credit card merchant entries, petty cash handling, and expense report processing.

LanguageEnglish

CategoryGeneral

FormatPDF

Pages12

Reading Time4 min

AccessFree to download

March Business Managers’ Meeting

Prevention & Detection of Fraud at LSU

Workday Updates

Travel Updates – International Travel

Financial Accounting & Reporting

Monthly Close Dates

Reports

1099 Tax Forms

Bank Reconciliation

Cost Transfers

Credit Card Merchant

Petty Cash

Office of Accounting Services Monthly Newsletter 204 Thomas Boyd Hall Baton Rouge, LA 70803 (225) 578-3321 March 2025 Issue 484 March Business Managers’ Meeting 􀁡 Prevention & Detection of Fraud at LSU 􀁡 Workday Updates 􀁡 Travel Updates – International Travel March 11, 2025 9:30—11:00 am Online via Zoom In this issue Bursar 3 Payroll 4 LaCarte 8 Travel 9 SPA 10 LSU Acronyms 12 Payroll Best Practices for Employees to Prevent Direct Deposit (Payment Election) Fraud, page 4 AP & Travel Purchase Order Receipts, page 7 Financial Accounting & Reporting Monthly Close Dates The monthly closeout is scheduled to take place the first working day of the new month. | Month End | Close Date | | --- | --- | | February | Monday, March 3 | | March | Tuesday, April 1 | | April | Thursday, May 1 | | May | Monday, June 2 | In order for the monthly closeout process to be completed in Workday, all “In Progress” manual journal entries must be approved. Otherwise, the accounting date on the entry must be moved into the next open month. When the accounting date is changed, the entry reroutes through the entire business process. In an effort to mitigate having entries reroute, initiators of manual journals should: • Track entries by running the “Find Journal” report to find “In Progress” entries. A job aid for the “Find Journal” report is available on the Workday Training under Reporting. • Initiate entries as early as possible in the month to allow enough time for them to make it through the entire business process prior to closeout. Since July 1, 2016, entries initiated in the last five days of the month typically end up having their accounting date changed to the next month. Financial Accounting & Reporting continued... Cost Center Managers and all other approvers on journals should: • Approve any entries in your inbox in a timely manner. • Make an extra effort to clear inboxes the last week of the month. Reports A list of the recommended reports for departmental use to assist with reconciliations and management of funds is available on the Workday Training webpage under Reporting. The report is an Excel file called “Finance Reports by Functional Area”. All finance related job aids are available on the Workday Training webpage. Please see link below. 1099 Tax Forms 1099 forms issued to LSU should be forwarded to Dakota Schoenfield in Financial Accounting & Reporting, 204 Thomas Boyd Hall or by e-mail at [dschoe5@lsu.edu](dschoe5@lsu.edu). Bank Reconciliation Contact us at [bankrecon@lsu.edu](bankrecon@lsu.edu) for questions/ requests related to the following: • Stop payment requests • Check copy requests • Check status requests • Unclaimed property • Unrecorded deposits • Expected wire or ACH payments In addition, the AS32: Stop Payment Request and AS500: Request for Copy of an LSU Check forms can be found at FAR forms. Please ensure the most recent version is used when requesting information. Completed forms can be scanned and e-mailed to [bankrecon@lsu.edu](bankrecon@lsu.edu). Cost Transfers The following are tips when completing cost transfers: • The journal source should be “Manual Journal” not“Accounting Journal – Corrections.” • The journal line needing correction must be reversed with all related worktags. All information should be the same as on the original entry, with only the amount moving from debit to credit or vice versa. • Run the report “Journal Line Details” or “SPA – Journal Lines” and print it to PDF to use as backup. Avoid printing, highlighting, and rescanning the report because the size of the text causes it to become illegible. Instead, use the highlight and comment tools in Adobe to note which lines to use or if a partial transfer is being done. • On partial transfers, note the amount being moved. • FD940 is not required on an entry—please only use if balancing error is received when submitting the journal. The “Create Jo

FAQs

What is the monthly closeout timing in Workday for February through May 2025?

The monthly closeout is scheduled for the first working day of the new month: February closes Monday, March 3; March closes Tuesday, April 1; April closes Thursday, May 1; May closes Monday, June 2.

How should “In Progress” manual journal entries be handled to complete Workday monthly closeout?

All “In Progress” manual journal entries must be approved. Otherwise, the accounting date on the entry must be moved into the next open month, and changing the date reroutes the entry through the entire business process.

How are cost transfers corrected, and what backup should be used?

Use the journal source “Manual Journal” (not “Accounting Journal – Corrections”). Reverse the journal line needing correction with all related worktags and keep all information the same except the amount moving debit/credit. Run “Journal Line Details” or “SPA – Journal Lines,” print to PDF for backup, and avoid printing/highlighting/rescanning due to illegible text.

Sep 19, 2026

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