Vouchers
A voucher is a payment mechanism that allows authorized personnel to request non-payroll payments to an internal or external vendor. Direct purchases of commodities and services are submitted for payment or reimbursement directly to Accounts Payable via voucher. This process allows for an internal accounting control that ensures that every payment is properly authorized and adheres to UHD and UH System policies.
Purchases or reimbursements to one vendor or employee of dollar amounts of $3,000 or less per transaction with federal funds and $5,000 or less per transaction with all other funds (i.e., non-federal funds), including freight and delivery charges, as well as purchases of other items specifically authorized by UHD and UH System policies can be made using a voucher.
A vendor must have an active vendor ID in PeopleSoft for a voucher to be created and payment issued. Please see the below link to Vendor Management for more information.
Supporting documents needed for a voucher include:
Please see Requisition Procedures for more information on what a Purchase Order is and how to obtain one.
Documented: July 28, 2022 - MJ
Types of Vouchers
Purchase Order (PO) Vouchers
This type of voucher is generated in Accounts Payable and copied from Purchase Orders. Once the department submits an invoice for purchase order payment, Accounts Payable will check to make sure all documents are on file in PeopleSoft. These 3 documents are:
Departmental Purchase Vouchers (NON-PO)
NON-PO or department/internal vouchers are those created by departmental personnel. Purchases of $3,000 or less with federal funds and $5,000 or less with non-federal funds are paid using department vouchers. These vouchers are still forwarded to Accounts Payable to be audited and approved into PeopleSoft.
SC vouchers are used to cover payment to departments such as UHD - Information Technology Department for ink cartridge replacement and poster printing.
PCC 8 Vouchers are used to reallocate an expense from local funds to state funds or from state funds to local funds. In other words, you are paying one bank using funds from the other bank.
Travel vouchers are used to reimburse a traveler for expenses incurred during (approved) travel. Please see Travel Procedures for more information. Vouchers for travel expenses are created using PCC 1 and submitted with the signed Travel Voucher to Accounts Payable to be audited and approved into PeopleSoft.
Please see Requisition Procedures for more information on what a Purchase Order is and how to obtain one.
Documented: July 28, 2022 - MJ
Processing Vouchers
Vouchers are created from invoices or receipts received by the department. Once an invoice or receipt is received, the department should stamp an invoice receipt date, and once received, a goods receipt date.
Key things to add and look for on an invoice or receipt before creating a voucher:
Invoices received by Technical Services are uploaded to SharePoint and, once all information is received and the invoice stamped, marked as "ready to pay" and assigned to Library Administration for payment.
The Administrative Assistant is responsible for monitoring SharePoint and checking for invoices that are marked "ready to pay". Invoices are pulled from SharePoint and reviewed for accuracy. If there is more than one line on the invoice or a discount, an invoice verification sheet is attached to the invoice.
For PO Vouchers, the invoice is submitted to the DBA for review.
Invoices are then emailed to Accounts Payable for voucher creation.
For NON-PO vouchers, the Administrative Assistant will create the voucher and submit the voucher, invoice and all back up information to the DBA. *The Administrative Assistant should make sure to create the voucher using the correct remittance address*. For Technical Services invoices, there should be an ALMA PO Line # in SharePoint. This will be pulled from SharePoint along with the invoice and attached as back up. The DBA will review all the information, sign the voucher and submit it to the Library Director for signature. Once all approval/signature is received, the Administrative Assistant will upload the voucher to SharePoint and submit it to be approved by Accounts Payable.
SC Vouchers are usually created from toner or poster invoices.
Once received by Library Administration, the toner or poster invoice is date stamped and a voucher created in PeopleSoft.
PCC 8 Vouchers are created once the department needs to reallocate an expense from local funds to state funds or from state funds to local funds. This is usually done when the Library has paid a foreign or international supplier/vendor with local funds. These funds will need to be reimbursed to the local account from the Library's state or HEAF funds.
Travel vouchers are created after approved travel and once all pertinent documents are received. This includes receipts for approved reimbursable expenditures (mileage, meals, flight, hotel (folio), etc.). Once all documentation is received, the Administrative staff will need to complete a Travel Voucher (see form below). The Travel Voucher will document all expenses, including reimbursable and non-reimbursable costs such as those incurred by the department (registration fee, etc.). For mileage, the Administrative staff will need to complete a mileage triangle and attach directions (Google Maps) to and from the site and to and from UHD. Once the Travel Voucher is completed and all back up documents attached, the Administrative staff will need to:
Foreign or international supplier/vendors are paid using a wire transfer through the UHS Treasury. The same process above for PO and NON-PO vouchers apply, however the voucher is not initially budget checked. If on a NON-PO voucher, the department will take or email the voucher to the Associate Director of Accounts Payable to be processed. Once payment has been sent to the supplier/vendor, Accounts Payable will budget check the PO voucher or inform the department to budget check the NON-PO Voucher.
Vouchers should be added to the Library Administration Voucher Log and the information updated as the invoice is processed.
Updated: August 2, 2022 - MJ
Disputed Invoice
The 87th Legislature passed HB 1476 which requires the University to notify a vendor/contractor of an error or a disputed amount in an invoice no later than 21 days after receiving the invoice. This legislation applies to contracts entered into (or orders placed) after September 1, 2021.
When an invoice is received with an incorrect amount or missing an item:
Once the invoice dispute is resolved, pay the remaining amount on a second voucher if a first voucher has been processed. Add “.1” to the end of the invoice number, and reference the original voucher that paid for the first portion of the invoice.
For Technical Services invoices, the goods receipt date should be the date all the items have arrived.
Documented: August 2, 2022 - MJ
Credit Memos In Relation to State (HEAF) Funds
Credit Memos are statements from a vendor informing us of a refund or credit for a purchase. A voucher should be created to credit the refund back to us. Credits issued by a vendor can be used toward another purchase to the same vendor so the department can also request that the vendor deduct the amount from the next invoice.
If possible, the department should request a refund check instead of a credit memo. It can become a challenge to apply the credits back to the department's account.
Updated: August 2, 2022 - MJ