Payment Vouchers - Travel Reimbursement

...

Distribution

Director of Procurement Services

AP Administrator

PO Administrator

PO Purchaser^*

Related Procedures

Payment Vouchers - Initiating [PRO5002U]

Ownership

The Director of Procurement Services is responsible for ensuring this document is necessary, reflects actual practice, and supports University policy.

Integrated System Purchasing
N ® Payment Voucher
Payment Voucher

1. Open the Payment Voucher folder by clicking on the folder icon. Select "payment voucher" from the list of available folders.

2. Complete the Payment Voucher header.

Type

Standard will default, which is the correct type for Payment Vouchers.

Supplier

Select Supplier (e.g., employee, student) from the list of values.
This is the name that will appear on the check.

Site

Usually defaults to "HOME" as the pay site.
Select site from the list of values.
This must be the pay site.

Invoice Date

Enter the current date.

Invoice Number

Enter your e-mail address prefix, followed by today's date (e.g. gsn6x 02-APR-2001).
This information appears on the check stub or Direct Deposit notification and will help identify the payment.

Description

Enter a description that identifies the purpose of the trip.
This information appears on the check stub or Direct Deposit notification and will help identify the payment.

Date Invoice Received

Enter the start date of the trip.

Date Goods Received

Enter the end date of the trip.

Enter Invoice amount.

Enter the total cost of trip.

Save your work.

3. Record the Voucher Number on the supporting documentation.

You must record the Voucher number on the paper Travel Workbook and supporting documentation.

4. Click on the [OK] button.

5. Click on the [Distributions] button to enter PTAEO information.

6. Open the “Payment Voucher Distributions” folder by clicking on the file folder icon.

7. Enter information in Distributions section.

Type

Item will default.

Amount

Enter dollar amount to charge to the PTAEO.

Choose from the list of values for the Project, Task, Award, Expenditure Type, and Expenditure Organization fields. (You will need to scroll over to see the fields for the PTAEO.)

Reminder: You must create separate distribution lines for each expenditure type.

Enter additional distribution lines as needed to charge travel costs to the appropriate PTAEOs.

8. Ensure that the distribution amount agrees with the header amount.

9. Save your work.

10. Close Distributions form and return to the Payment Voucher header.

11. Attach the completed Travel Workbook, if you are submitting it electronically in addition to submitting it in paper form.

You may attach the completed Travel Workbook to the Payment Voucher if you wish to keep all the supporting documentation with the electronic Payment Voucher. However, you still must send the paper Travel Workbook, signed by the traveler's supervisor, and all supporting documentation, including receipts, to Procurement Services before the reimbursement will be made.

Record the voucher number on the Travel Workbook.

If you are NOT attaching the Travel Workbook electronically, skip to task #12. Otherwise, continue with task #11.

Click on the paperclip icon on the toolbar.

Category

Select "Miscellaneous".

Description

Enter a description that identifies which travel workbook is being attached.

Data Type

Select "File" from the list of values. This will automatically open the "Upload a file" screen.

Click on the [Browse] button.
Locate the completed and approved travel workbook from your existing Excel file.
Select the file you wish to attach by clicking "Open", which will insert the path name of the file on the "Upload a File" screen.
Click on the [OK] button once the path name and file name appear.

Close the web browser and return to the attachment form.

Click on the [Yes] button to indicate the file has been successfully uploaded.

Save your work.
Close attachment form and return to the Payment Voucher header.

12. Place on Navigator by clicking [File], [Place on Navigator].

Obtain additional departmental approval via e-mail or paper.
NOTE: Do not delay getting your approvals because:

Payment cannot be made until you have validated (approved) your Payment Voucher.

The Navigator window has two tabs. When there is a document on the Navigator the Documents tab is the default. To see Functions click the Functions tab.

13. Click on the [Actions... 1] button to approve Payment Voucher.

14. Select the appropriate option(s) and click on the [OK] button.

All Approvals Have Been Obtained

Check this box if you have received all necessary departmental approvals and you are ready to submit the payment voucher to Accounts Payable.

Once you have approved (validated) the Payment Voucher it is available for processing by Accounts Payable. It is not possible to electronically route the payment voucher to a departmental approver. Obtain additional departmental approval via e-mail or paper.

15. Depending on the expenditure type selected, you may receive a message that the payment voucher requires Accounts Payable review.

16. Click on the [OK] button.

17. Prepare the paper Travel Workbook to send to Procurement Services.

Write the voucher number on the original Travel Workbook.
Attach all original supporting documentation and receipts to the travel workbook.

Original documents are required. Do not send copies of documents to Procurement Services.

Obtain all required signature approvals.
Make a copy for your records/files.
Send to Accounts Payable.

Payment Vouchers for travel reimbursement cannot be processed until Accounts Payable receives the paper supporting documentation.

Effective: 05/13/09