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EntertainmentOOEFVPE

The University of Texas at AustinDivision of Diversity and Community Engagement

DDCE Business Procedures Guide

Content Contribution by: Tabitha McDaniel

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Entertainment OOEF & VPE

An (OOEF)Official Occasion Expense Form must be processed any time University funds are used to pay for expenses related to events and dining out.

An “Official Occasion” is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by UT (e.g., conferences, meetings, planning retreats, staff meetings).

A VPE is a voucher to reimburse individuals or to make payments to vendors for expenses related to an official occasion such as an event or business dining-out.

VPEs should be processed once the  (OOEF) Official Occasion Expense Form  for the event has received final approval.

The University of Texas at AustinDivision of Diversity and Community Engagement

DDCE Business Procedures Guide

OOEF - VPE

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OOEF

http://www.utexas.edu/business/accounting/hbp/forms/occasion.pdf

OOEF Instructions

To the right you will find a preview of the Official Occasion Expense Form (OOEF).

Follow this link to open a new OOEF. http://www.utexas.edu/business/accounting/hbp/forms/occasion.pdf

Scroll to page 2.

Follow the instructions and examples provided on page 2.

Save as …

Print

Route to the appropriate administrators.

Tip: Use the most up-to-date OOEF. If you use an old format Accounts Payable may refuse processing until an updated form is filled in and approved.

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VPE

VPE InstructionsLog into *Define, Type “VPE” into the Command space

Enter the following: Action: New

Format: 01

Separate Check: x

Check Distribution: Select appropriate choiceNote: Type “?” in the first space of any field to see a display of options

Goods/Services Received: Beg: Enter first date of serviceEnd: Enter last date of service

Request Payment Date: Enter date or leave blank

Req Pay Reason: type ?, Select appropriate choice

Vendor ID: type ?, UT EID: Select appropriate choiceHit “Enter.”

Confirm the mailing address in Define matches the mailing address on the invoice.

Tip: If you can’t find the vendor in the system you may need to process a GGV.Sections: Mark an “x” next to numbers 1 and 2, then hit “Enter”. Section 3, Define Codes is optional.

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VPE

VPE Section 1 Voucher Description Payee Reference Comments

Use the top section “COMMENTS TO BE PRINTED ON VOUCHER” to describe the reason for payment. This helps UT employees understand what/why you are making a payment. This information is printed on the voucher.

Use the “COMMENTS” section to inform the vendor whose account is to be credited for the payment. This information is printed on the check stub.

TIP: Making an extra effort to insure a vendor understands which UT department to credit is extremely important. You can use the COMMENT space to identify your department, address, contact person or any other helpful identifiers to ensure proper credit.

Hit “Enter” twice. Once to save and once to move to section 2.

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VPE

VPE Section 2 Line Items

Enter the UT account number Enter a “d” for d/c, d=debitEnter an object codeEnter the $ amount payingEnter the invoice number or identifier if invoice number is not available.Hit “Enter” twice. Once for to save and once to move to section 2.

Tip: If uncertain about which object code to use, enter a “?” in the first space of the object code section, and hit “enter” to search by keyword.

Tip: Employee reimbursements, and when invoice numbers are not available, enter an identifier that helps the employee understand why they are receiving a check. Example: Chuy’s receipt 3/1/15.

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VPE

VPE Final Review, Verification, Routing, Printing

Final Review - Now that your voucher is complete you may review the document and move freely though the sections to check your work.

Verification – allow the system to verify the information and check for errors and warnings.

Action: Type “ver” to verify that the document is correct. If correct, a message will appear stating the document is correct. If it is not, an error message will appear. Routing: In the Command line type “app” to approve the document and route it forward to the next approver.  Printing: In the Command line type “prt” and enter your TID to print the voucher coversheet.

Staple the invoice and any backup documentation to the cover sheet.

 

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VPE

VPE Approval and Documentation

Once the document has routed through your local approvers and has routed to “Accounts Payable”, send your voucher coversheet, invoice, receipts, and an approved OOEF to Accounts Payable, Main 132, G0500 

Where’s my voucher? In the Command line type “rou” to view where the electronic document has routed. Always retain a copy of your voucher and back-up materials until you confirm these documents have been scanned by Office of Accounting’s Imaging and Documentation Services.

Visit this link to verify scanning.http://www.utexas.edu/business/accounting/image/

If documents are not scanned, then retain documents by fiscal year and refer to the Record Retention Schedule for shredding.

http://www.utexas.edu/business/accounting/hbp/20_records/index.html