Welcome to Office Administration
A division of Accounting Services

Office Administration consists of all Distribution/Front Desk, Imaging and Bank Reconciliation personnel.

Distribution

Distribution/Front Desk personnel are responsible for printing and distributing checks, ledgers and other reports. Additionally, this section is responsible for the sorting and distribution of all incoming and outgoing mail of Accounting Services.

Imaging

Imaging manages all document imaging activities related to responsibility for the physical maintenance and custody of University financial documents in accordance with approved record retention schedules. Imaging activities include the organizing, indexing, processing, reproduction, filing, retrieving, distribution, imaging, preservation and disposal of documents and records.

Student Payroll Records

All student payroll records that are sent to Payroll for processing are considered official University documents. After processing, these documents are forwarded to the Imaging section of Accounting Services to be imaged and archived. Since all of these documents are archived, departments do not need to make a copy for departmental files. The documents that are imaged by Accounting Services that are related to student payroll are Personnel Action Forms (appointments, merit increases, separations, etc.), various tax documents (W-4, L-4, etc.), the I-9 form, loyalty oaths and Direct Deposit authorization forms. Accounting Services holds the documents that are the official University records.Any documents related to student payroll that are not sent to Payroll should be retained within a department in secured files for the current year and the prior three years. Examples of such documents are student applications, timesheets, evaluations, drug oaths, etc. If any of these records contain a Social Security Number (SSN), the SSN must be redacted from the documents and the documents should be stored in a secured file or room. Any questions related to this issue should be sent to Demetres Johnson Casma, Imaging Supervisor, at djohnson@lsu.edu or Maria Cazes, Business Manager, at mcazes@lsu.edu.

 

  Bank Reconciliation

Bank Reconciliation reconciles the University General Fund Bank Account including wire transfers, deposits and Payroll & AP checks written. Other duties include stop payments, processing reissues, check copy requests, all checks returned in the mail, and unclaimed property.