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Policy: VI.F.4

Issued: March 29, 2000

Owner: Director of Procurement Services

Latest Revision: April 7, 2004

USE OF THE PAYMENT VOUCHER AND DEMAND PAYMENTS

1.0 Purpose

This policy describes the general guidelines for the use of Payment Vouchers.

2.0 Policy [Top]

2.1 Introduction

The Payment Voucher allows payments to be made without the prior issuance of a Purchase Order, Limited Purchase Order, or the use of the University Purchasing Card. However, the Payment Voucher has very specific applications and should not be used to circumvent normal procurement procedures. The Payment Voucher is used for:

Note: The Payment Voucher may not be used to process payments which require that the University execute a contract. Vendor-supplied contracts must be processed on a Purchase Requisition and submitted to Procurement Services.

2.2 Additional Payment Voucher Information

2.3 Documentation

Departments must compile complete original paper documentation (e.g. receipts and forms requiring signatures) for all Payment Vouchers. Electronic submission in Oracle and the retention of paper documentation are both required for Payment Vouchers.

For some types of payments, procedures may require that the original paper documents with all appropriate signatures be forwarded to Procurement Services. In these cases, departments should retain copies of the documents sent in order to provide a complete audit trail, and for use in performing monthly expenditure reviews.

In other cases, the paper documents must be retained in departmental files for a minimum of three years plus the current fiscal year. In some cases, the document retention requirements may be longer. Refer to "Records Retention and Disposition" (Policy II.C.1).

Departments are responsible for getting the appropriate signatures and maintaining a file of all documentation in Voucher number order. These files must be made available when requested by Procurement Services for internal review or external audits.
See the Procurement Services website for Payment Voucher procedures in general, and for specific procedures relating to various types of expenditures paid on Payment Vouchers, such as Petty Cash Replenishment, Travel, and Business Meals.

3.0 Definitions [Top]

4.0 References [Top]

This policy corresponds to, and should be read in conjunction with, "Preparing Payment Vouchers" -- Procedure 6-101.

See also:
Disbursements: General Requirements -- Policy VI.F.1
Restrictions on Local Funds Expenditures -- Policy VI.F.2

5.0 Approvals and Revisions [Top]

 Previous version in effect from 7/1/96 to 4/27/00 available in policy archive.
 Previous version in effect from 4/27/00 to 7/01/01 available in policy archive.
 Previous version in effect from 7/02/01 to 5/28/02 available in policy archive.
 Previous version in effect from 5/29/02 to 4/06/04 available in policy archive.


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