Updated 1/17/2019
Course Attendance:
In order to receive a “Certificate of Completion” from LSU Alexandria Continuing Education, participants
must attend at least 90% of the course. The 90% timeframe varies depending upon how many hours a course is
to be held.
For example: In a 12-hour course, participants must attend 10.8 hours of the course; for a 4-hour course,
participants must attend at least 3.6 hours of the course; and for an 80-hour program, participants must attend at
least 72 hours of the program. Certificates are given out at the end of a course to all participants who have
completed all of the course requirements set by the instructor and/or by LSU Alexandria Continuing Education.
Instructors - Contract vs. Employee:
Contract Instructors are those who fall outside the employment of the LSU System or the State of
Louisiana. These instructors must enter into a “Professional Services Contract Agreement” with LSU
Alexandria to provide specific instructor services. First, a contract draft is given to the instructor and the
Executive Director for Educational Outreach for approval. Once the contract draft is approved and any changes
are made, the contract is forwarded to the Vice Chancellor for Academic Affairs, as well as the Vice Chancellor
for Finance and Administrative Services for approval; then it is sent to the instructor and LSU Alexandria’s
Chancellor for four original signatures from each person.
When all of the signature pages are received, copies and originals of the contract are distributed to the
instructor, Accounting, Procurement, the Chancellor’s Office, the Vice Chancellor for Academic Affairs, and
the Vice Chancellor for Finance and Administrative Services. When the “contracted” course has been
completed and an instructor invoice is received by Continuing Education, a purchase requisition is submitted to
Procurement. The instructor will be required to register for supplier payment in LSU Workday in order to
complete the payment process. This is a very simple process, as explained in detail on our website at
https://www.lsu.edu/administration/ofa/procurement/ProspectiveSupplier.php. When the requisition is
approved by Procurement, CE is issued a purchase order for final approval. The Executive Director for
Educational Outreach signs the receipt and sends it to Accounting Services who processes the paperwork and
sends it to LSU Baton Rouge where a check is cut and mailed to the instructor.
Faculty and staff members who are employed by the LSU System or the State of Louisiana who want to
instruct courses for LSU Alexandria Continuing Education must adhere to PM 3 limitations and get approval
from his/her department before agreeing to teach for CE. These Continuing Education instructors are paid as
employees, and therefore paid via pay memos, which are sent directly to the LSU Alexandria Human Resources
department after it is approved by the Director of Continuing Education and the Vice Chancellor for Academic
Affairs. HRM will verify all employee information and send a sign-off sheet back to Continuing Education for
final pay approval. Once Continuing Education signs off on this form and returns it to HRM, Accounting
processes the paperwork and sends it to LSU Baton Rouge where a check is cut and mailed to the instructor.
Processing Pay
Once Continuing Education receives the completed class package at the end of a course, the appropriate
paperwork is begun for approval and processing. The completed class package includes; completed class roster
with instructor’s signature, completed evaluations, unused materials and/or books and an invoice. Please note:
The payment process can take anywhere from 4-6 weeks, or more, if processed around a state holiday
period. All pay memos and contracts must be approved by the Director of Continuing Education, the Vice
Chancellor for Academic Affairs, as well as the Vice Chancellor for Finance and Administrative Services.
Once approved, instructor pay materials are given to LSU Alexandria’s Accounting and Procurement
departments for processing. Once these departments have signed off on the instructor pay materials, they are
sent to LSU Baton Rouge, where a check is cut and mailed to the instructor. The sooner an instructor gets ALL
necessary forms and information to his/her Continuing Education staff contact, the better.
Taxes:
At the end of the calendar year, “contracted” or employed instructors will receive a 1099 form for any pay
received within that calendar year.
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