Payment Vouchers - Petty Cash Reimbursement

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Distribution

Director of Procurement Services

AP Administrator

PO Administrator

PO Purchaser^*

Related Procedures

Payment Vouchers - Initiating

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.

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

Supplier

Select the name of the petty cash custodian from the list of values for the Supplier field.

The word "Custodian" will be listed in front of the name of the employee (e.g., "Custodian Smith, John")

Site

Select site from the list of values, which should identify the Petty Cash account.
If only one petty cash account site exists, it will default.
This must be the pay site.

Invoice Date

Enter current date.

Invoice Number

Enter the preparer's e-mail address prefix, followed by today's date (e.g., pam5w 08-JUL-2005)
This number cannot be a duplicate for the petty cash custodian.
This information appears on the check stub or Direct Deposit notification and will help identify the payment.

Description

Enter a description that identifies the petty cash reimbursement.
This information appears on the check stub or Direct Deposit notification and will help identify the payment.

Date Invoice Received

Enter start date of the petty cash reimbursement period.

Date Goods Received.

Enter the end date of the petty cash reimbursement period

Invoice Amount.

Enter the total amount of the requested petty cash reimbursement.

Voucher Number

This number is system-generated and the field is populated when the transactions is saved.

Terms

Terms field defaults to immediate.

Save your work.

3. Record the Voucher Number on the supporting documentation.

You must record the Voucher number on the paper Petty Cash Reimbursement Form 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.
Enter additional distribution lines as needed to charge the petty cash reimbursement 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 Petty Cash Reimbursement voucher form, if you are submitting it electronically in addition to submitting it in paper form.

Print the UVA Payment Voucher Form from the system following the instructions for printing Payment Vouchers.. Attach the Petty Cash Reimbursement Voucher Form and receipts to the Payment Voucher Form.

You may attach the completed Petty Cash Reimbursement Form if you wish to keep all the supporting documentation with the electronic Payment Voucher. However, you must send the paper Petty Cash Reimbursement Form and supporting documentation, including receipts, to Procurement Services before the reimbursement will be made.

If you are NOT attaching the Petty Cash Reimbursement Form 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 what the payment is for.

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 Petty Cash Reimbursement form.
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.

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 the 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 Procurement Services.

Once you have approved (validated) the Payment Voucher it is available for processing by Procurement Services. It is not possible to electronically route the payment voucher to a departmental approver.

15. The Payment Voucher will be placed on hold and you will see the following message:

16. Click on the [OK] button.

17. Print the completed Payment Voucher.

See the instructions for Payment Vouchers - Printing.

18. Prepare the paper Petty Cash Reimbursement Voucher form and attach to the UVA Payment Voucher and send to Procurement Services.

Write the voucher number on the original Petty Cash Reimbursement Voucher form.
Attach all original supporting documentation and receipts to the Petty Cash Reimbursement Voucher form.
Obtain all required signature approvals.
Make a copy for your records/files.

19. Send to Procurement Services.

Payment Vouchers for petty cash reimbursement cannot be processed until Procurement Services receives the paper supporting documentation and a copy of the Payment Voucher.

Effective: 05/02/08

Revision: 6 dhw5y