Payment Vouchers - Initiating

...

Scope

This procedure covers initiating payment vouchers for goods and services.

Refer to the Procurement Services website [http://www.virginia.edu/procurement] for additional information.

System References

Payment Vouchers [NAV5029U]

Payment Vouchers - Finding and Reviewing [NAV5042U]

Payment Vouchers - Petty Cash Reimbursement [NAV5028U]

Payment Vouchers - Printing [NAV5031U]

Payment Vouchers - Resubmitting to Accounts Payable [NAV5034U]

Payment Vouchers - Travel Reimbursement [NAV5026U]

Payment Vouchers - Viewing Status [NAV5043U]

Policy

Appropriate approvals are required when purchasing goods and services.

Payment Vouchers are used for:

Payments as determined by Procurement Services or as required by the state. Refer to the Procurement Guide found on Procurement Services website.

http://www.procurement.virginia.edu/pageprocguide

Reimbursements to individuals for small-dollar transactions (less than $2,000) that could have been purchased with a Purchase Order or procurement card.
Travel Reimbursements for official University travel, as documented on the appropriate travel reimbursement form.
Reimbursements to petty cash custodians
Other payments defined in Procurement Services' Goods and Services Procurement Guide where competition is not practical (e.g., subscriptions, conference registrations)

Payment Vouchers are submitted to Procurement Services upon completion.

The Goods and Services Procurement Guide on the Procurement Services website shows items that can be purchased with a payment voucher.

Payment Vouchers cannot be used for purchases that require vendor-supplied contracts.

Vendor-supplied contracts must be processed on a purchase requisition and submitted to Procurement Services.

Accounts Payable can only pay the amount entered on a Payment Voucher, so freight charges, if any, must be included in the total amount on a Payment Voucher.

Vendors are also called suppliers in Integrated System documentation.

Responsibility

The PO Purchaser is responsible for submitting payment vouchers for goods or services.

Distribution

Director of Procurement Services

AP Administrator

AP Fellows Stipend Processor

PO Administrator

PO Purchaser^*

Ownership

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

Activity Preface

This activity is performed when it is necessary to initiate a payment voucher for purchases of goods or services or for reimbursement to individuals.

PO Purchaser

1. Complete any supporting documentation that must be forwarded to Accounts Payable in paper form.

There are two types of Payment Voucher that require paper documentation

Travel Reimbursement - Travel Workbook
Petty Cash Reimbursement - Petty Cash Reimbursement Voucher Form

All supporting documentation and receipts must be completed and approved by your department prior to sending the paper documentation to Accounts Payable

The department originating the Payment Voucher will maintain documentation for all other types of Payment Vouchers.

In addition to sending the paper documentation, the supporting documentation may also be attached electronically to the IS Payment Voucher using the attachment function (the paperclip icon) in IS.

2. Complete the payment voucher form in IS.

Purchasing
N ® Payment Voucher
Payment Voucher

Refer to one of the following as appropriate:

Payment Vouchers - Creating [NAV5029U]

Payment Vouchers - Travel Reimbursement [NAV5026U]

Payment Vouchers - Petty Cash Reimbursements [NAV5028U]

3. Approve the Payment Voucher.

4. Print the Payment Voucher, if desired.

Refer to Payment Vouchers - Printing [NAV5031U].

Purchasing
N ® Reports ® Run
Submit a New Request

If the Payment Voucher is rejected by Accounts Payable, goto task #5. Otherwise, goto task #8.

5. Find and review the Payment Voucher.

Refer to Payment Vouchers - Finding and Reviewing [NAV5042U].

Purchasing
N ® Payment Voucher
Payment Voucher

6. Correct the Payment Voucher.

If Accounts Payable rejects the Payment Voucher, you will receive an email notification that the Payment Voucher was rejected. An explanation of why it was rejected can be found in the attachment on the Payment Voucher (by clicking on the paperclip icon). You may correct the Payment Voucher and resubmit it to Accounts Payable.

7. Resubmit Payment Voucher to Accounts Payable.

Refer to Payment Vouchers - Resubmitting to Accounts Payable [NAV5034U].

Purchasing
N ® Payment Voucher
Payment Voucher

8. After submitting the Payment Voucher, you may view its status at any time.

Refer to Payment Vouchers - Viewing Status [NAV5043U].

Purchasing
N ® Accounts Payable ® Invoices ® Inquiry ® Invoice Overview
Find Invoices

End of activity.

Payment Vouchers - Initiating: Flowchart

Effective: 05/13/09