Processing Non-Purchase Order Vouchers
Disbursements and Travel Services July, 2015 Overview 1 2 3 4 5 6 7
Purpose/Objective/Intro to UTShare/PeopleSoft
General Info/Crosswalks/Roles & Responsibilities 2 3 Business
Process Flow UTShare/PeopleSoft Navigation 4 Creating a Non-PO
Voucher 5 Interim Process 6 Summary and Questions 7 Purpose,
Objective & Introduction Purpose The purpose of this course is
to provide guidance and instructions to UTSA departments on how to
create and process Non-Purchase Order Vouchers in
UTShare/PeopleSoft. Course Objective Become familiar with Accounts
Payable terminology, concepts and navigation in UTShare/PeopleSoft
Understand the Roles and Responsibilities within the Non-PO Voucher
process Learn how to process a Non-PO Voucher Introduction to
UTShare/PeopleSoft
UTShare is synonymous with PeopleSoft: PeopleSoft is the software
UTShare is the shared services implementation project involving
seven (7) University of Texas Institutions (Arlington, Tyler, El
Paso, San Antonio, Brownsville, Permian Basin, UT Systems)
Introduction to UTShare/PeopleSoft
Workflow Succession of approval requests to communicate
transactions information through electronic routing/notification
Workflow will not be enabled until 2015 and UTSA is currently
utilizing Interim Processes Introduction to
UTShare/PeopleSoft
Recommended Training Prerequisites Introduction to
UTShare/PeopleSoft Basic Navigation Tools and Terminology Budget
Overview Introduction to The Chart of Accounts Review Basic
Structure and Concepts Use of Shortcuts Chartfield
String/SpeedCharts Identify Resources and Forms Introduction to
UTShare/PeopleSoft
Interim Process changes to UTShare/PeopleSoft normal procedures due
to the unavailability of workflow Front Office same as Department
Back Office another term for a central processing unit (i.e.,
Disbursements & Travel Services (DTS), Purchasing &
Distribution Services, and Accounting) SharePoint a Microsoft
Office Web application platform with a variety of functionality to
include workflow automation capabilities Introduction to
UTShare/PeopleSoft
Electronic Routing Approval Form a form generated in SharePoint
with workflow capabilities, vianotification, to acquire the
necessary budgetary authority approvals for vouchers Supplier
Information Form (SIF) a collaborative form designed as a result of
a UTShare process improvement initiative that was consolidated,
thus replacing the W9 and Non-Payroll Direct Deposit Forms for UT
System usage Introduction to UTShare/PeopleSoft
Prepaid Transactions payment made for goods/services that overlap
Fiscal Years Accounting Date indicates when a transaction is
recognized and determines the period in the general ledger to which
the transaction is to be posted Asterisks(*) identifies mandatory
fields to be completed in UTShare/PeopleSoft Push Back
returns/requeues the previous step to its approver. Only available
at budgetary authority levels greater than one Deny stops the
workflow Approve continues the workflow path Introduction to
UTShare/PeopleSoft
User Productivity Kit (UPK) an on-demand interactive training tool
that provides step-by-step instructions of a subject area
https://zupk.shared.utsystem.edu/ PeopleSoft Topics Specific to an
Institutions Business Process Go-Live University Specific
Additional Training Topics/Financial Management Solutions
(FMS)/Accounts Payable generic (Oracle) Interim Processes
(IP)
Expenses & Travel; From Request to Reimbursement with
UTShare/PeopleSoft Interim Processes (IP) An icon to indicate an
interim process during Go-Live Look for these icons on slides
throughout the course Roles and Responsibilities
General Info Terminology & Roles and Responsibilities What is a
Non-PO Voucher?
Used to generate payments to Vendors and/or individuals for Goods
or Services received These are previous VP2 transactions you
processed in Define . Types of Non-PO Expenses
CLIBA and TAC card payments Memberships/Subscriptions Registrations
Publications Entertainer, Artist or Promoter Contracts Service
Agreements Non-employee reimbursements Participant and Team/Group
Travel Advances Memberships When paying membership dues or
subscriptions, a statement explaining the benefit to the University
is required on the payment voucher. Registrations If paying
registration for an event that will occur outside of Bexar county,
the voucher must include the approved travel authorization number.
Related Business Service Contracts Participation/Speaker Agreements
Used for speakers, lecturers, or to provide compensation to
individuals participating in formal University events. Used to
contract with individuals or other entities not formally organized
as a business. Small dollar: Total Value not to exceed $5000
(including reimbursable expenses) Reimbursement for NON EMPLOYEE
expenses, including travel Entertainer, Artist, or Promoter
Agreement Used for artists, entertainers, or performers. Used to
contract with both individuals and companies. Exempt from
Competitive Procurement: Value can exceed $5000. Details of
Entertainer/Artist Agreement. Service Agreement Used for services
from individuals or other entities not formally organized as a
business. After the Fact Purchases (contact Business Contracts
Office) Details of Service Agreement (Critical Nature of Exhibits)
Travel Advances Participant & Team/Group Travel Advances will
be processed as a Non-PO Voucher New Business Process Departments
Complete Travel Advance Request Departments create Non-PO Voucher
Memberships When paying membership dues or subscriptions, a
statement explaining the benefit to the University is required on
the payment voucher. Registrations If paying registration for an
event that will occur outside of Bexar county, the voucher must
include the approved travel authorization number. Related Business
Service Contracts Participation/Speaker Agreements Used for
speakers, lecturers, or to provide compensation to individuals
participating in formal University events. Used to contract with
individuals or other entities not formally organized as a business.
Small dollar: Total Value not to exceed $5000 (including
reimbursable expenses) Reimbursement for NON EMPLOYEE expenses,
including travel Entertainer, Artist, or Promoter Agreement Used
for artists, entertainers, or performers. Used to contract with
both individuals and companies. Exempt from Competitive
Procurement: Value can exceed $5000. Details of Entertainer/Artist
Agreement. Service Agreement Used for services from individuals or
other entities not formally organized as a business. After the Fact
Purchases (contact Business Contracts Office) Details of Service
Agreement (Critical Nature of Exhibits) A complete TAR must be
submitted 10 business days prior to departure date Required
Documents to Support Payments
Non-Employee Reimbursements and Vendor Payments - Original Invoice
and/or Receipt displaying: the description of the Goods/Services
received; and (2)its associated cost Original Service Agreement
(signed) Business Expense Form (BEF) for entertainment and
hospitality related expenses (see reference materials) For Travel
Advances (Group/Team Travel) An Approved Request for Travel
Authorization (RTA) A TAR with Budgetary Authority(s)
Signature/Approval Note: Participant Advances require the
Participant Advance Form Terminology UTShare UTShare Peo Peo
Business Unit (UTSA1)
Voucher ID Voucher Style Short Vendor Name Vendor ID (new format)
Address Sequence Number Invoice Number Invoice Date Gross Invoice
Amount UTShare Peo Scheduled Date Cost Centr Account Comments (254
Character limit) Calc Basis Date SpeedChart (Project Id or Cost
Center) Attachment Budget Check Business Unit in UTShare is the
same as designated to UTSA Component 3 in Define Document # -
11-digit number Voucher ID 10-digits number assigned automatically
after all requirements have been met to be a voucher; will be
assigned when the voucher is saved or submitted Voucher Style
Regular Voucher/Adjustment/Journal Voucher/Prepaid Voucher/Register
Voucher/Reversal Voucher/Single Payment Voucher/Template
Voucher/Third Party Voucher Vendor ID the new UTShare ID format is
not the State Assigned Vendor ID Vendor Location Shared by all UT
Components; Vendors in Define are unique to its respective
component Mail Code Comprised of Check Distribution (Direct
Deposit) and Vendor Address Address Sequence Number Consolidated
several fieldsto include ADDRESS/MAIL CODE/ Invoice Nbr/Invoice
Number A text field to place the corresponding Invoice # Invoice
Received Date/Invoice Date Date Invoice was received Vchr
Total/Gross Invoice Amount Amount of the invoice Trans/Line Items
In Define, additional line items can be displayed when a X is
placed in the TRANS field or its displayed as a line item n the
bottom of the VP2 Freight Amt/Misc Amt will populate on additional
lines on the Distribution Lines of the Invoice Information Tab Plus
Sign/Est No. of Invoice Lines Adds additional lines Knowledge Check
What is another term that can be used to identify Departments?
Front Office True or False: Interim Workflow Solutions is another
name that is synonymous with PeopleSoft? False (UTShare) What is
the term used to describe the succession of approval requests to
communicate transactions information through electronic
notification? Workflow Roles and Responsibilities
Departments Responsibilities If applicable, ensure vendors complete
SIF Submit SIF to DTS to build vendor file Submit SIF forms via
campus mail or Fax to Do notdue to transmission of Category I
sensitive data Create Non-PO Voucher in UTShare/PeopleSoft The
system will automatically verify availability of funds
Attach/retain copies of supporting documentation Submit original
documentation to DTS Budget Checking will be completed at the
Department level with Workflow. Without Workflow, DTS will be
Budget Checking. Roles and Responsibilities
DTS Responsibilities Create and Approve Vendor Setup Two (2)
business day turnaround Review, Approve and Pay Non-PO Vouchers to
include creating and processing vouchers for Advances and to
exclude Participant and Team/Group travel Maintain Official Payment
Documents Budget Checking will be completed at the Department level
with Workflow. Without Workflow, DTS will be Budget Checking.
Business Process Flow Business Process Flow Department Budgetary
Authority DTS Start
Verify Funds Enter Voucher Department Update Voucher Budgetary
Authority Level 1 Budgetary Authority Budgetary Authority includes
Department, Cost Center, Grants and Projects.Budgetary
Authority/DTS may deny, the document will return to Update Voucher
status. If Budgetary Authority/DTS pushes back voucher, then it
will return one-step backwards. Denied Approved Pushback (1-level
backwards) Budgetary Authority - Level 2 Denied Approved Review,
Final Approved and Pay Voucher DTS End Denied Note: Department
verifies Vendor information; complete SIF, if applicable. The
Supplier Information Form
Part I General Supplier Information Part II Addresses and
Certification Direct Deposit Authorization Form Supplier
Information Form (Page 1) Supplier Information Form (Page 2)
Knowledge Check What is the form that UT System approved to
consolidates the W9 and Direct Deposit Form? Supplier Information
Form (SIF) True or False: The first Budgetary Authority uses the
Pushback option to return a voucher to the creator False. This
option isnt available at this level only; he/she has the Approve or
Denied options Which office enters vendor information in UTShare/
PeopleSoft to create a vendor? Departments DTS (B) DTS UTShare
PeopleSoft Navigation Navigation to Vouchers
1 METHOD #1 Accounts Payable Center Go to Main Menu Go to Accounts
Payable Select Accounts Payable Center 2 3 Navigation to
Vouchers
4. Select Add/Update 5. Select Regular Entry 4 5 Navigation to
Vouchers
Method #2 1. Go to Main Menu 2. Go to Accounts Payable 3. Go to
Voucher 4. Go to Add/Update 5. Select Regular Entry 1 5 3 2 4
Knowledge Check Describe two navigation methods to create a new
voucher or retrieve an existing voucher? Through Accounts Payable
Center Drop-downs from the Main Menu Which is the primary Voucher
Style for creating a Non-PO voucher for payment? Regular Voucher
Prepaid Voucher Journal Voucher (A) Regular Voucher Creating A
Non-PO Voucher Non-PO Vouchers A) Create a New Voucher Two Options
or
B) Find/Maintain an Existing Voucher Two Options A B Default
Entries Creating a Non-PO Voucher
Note:Business Unit, Voucher ID, & Voucher Style will display
default values Enter Vendor Name, Vendor ID or perform a Lookup
Select the Lookup Business Unit is comparable to SetID (UTSA1 and
UTSHR) Add a New Value creating a new payment voucher for a vendor.
Business Unit defaults to UTSA1 Voucher ID will be assigned upon
successful completion/submission of the voucher Voucher Style
various options Short Vendor Name/Vendor ID (1) type partial name
and select Lookup icon, (2) select Lookup icon (only the first 300
results will be displayed) Vendor Location Shared Address Sequence
Number (same as Mail Code) Lookup icon Complete the Invoice data
after selecting the vendor Select the appropriate address from the
listed options. If the address is not listed, refer to Vendor
Maintenance 2 Creating a Non-PO Voucher (contd) (Selecting a
Vendor)
Enter the Search Criteria under Short Vendor Name Select the Lookup
button Select the appropriate vendor name Creating a Non-PO Voucher
(contd)
NOTE: Make sure the Vendor Location shows the default SHARED Vendor
Locations for Citibank: Shared UTSA1 (Procard) UTSA2 (CLIBA) UTSA3
(TAC) Business Unit is comparable to SetID (UTSA1 and UTSHR) Add a
New Value creating a new payment voucher for a vendor. Business
Unit defaults to UTSA1 Voucher ID will be assigned upon successful
completion/submission of the voucher Voucher Style various options
Short Vendor Name/Vendor ID (1) type partial name and select Lookup
icon, (2) select Lookup icon (only the first 300 results will be
displayed) Vendor Location Shared Address Sequence Number (same as
Mail Code) Lookup icon Complete the Invoice data after selecting
the vendor Select the appropriate address from the listed options.
If the address is not listed, refer to Vendor Maintenance 2
Creating a Non-PO Voucher (contd)
Perform Lookup and select Address Sequence Number according to
Invoice Enter Invoice Number, Invoice Date & Gross Invoice
Amount according to the Invoice Enter Estimated No. of Invoice
Lines Select Add Business Unit is comparable to SetID (UTSA1 and
UTSHR) Add a New Value creating a new payment voucher for a vendor.
Business Unit defaults to UTSA1 Voucher ID will be assigned upon
successful completion/submission of the voucher Voucher Style
various options Short Vendor Name/Vendor ID (1) type partial name
and select Lookup icon, (2) select Lookup icon (only the first 300
results will be displayed) Vendor Location Shared Address Sequence
Number (same as Mail Code) Lookup icon Complete the Invoice data
after selecting the vendor Select the appropriate address from the
listed options. If the address is not listed, refer to Vendor
Maintenance 2 Invoice Information Enter the ten(10) digits
CLIBAcard number in the InvoiceNumber Field Enter the CLIBA
statement date inthe Invoice Date field Enter the CLIBA
statementbalance due in the Gross InvoiceAmount field Enter the
number of estimatedinvoice lines Select the Add button Invoice
Information Tab
Full View of Page Broken down in three sections Section 1 Section 2
Section 3 Invoice Information Tab (contd)
Section 1 Details 6 6. Verify the accuracy of the following
Business Unit:equals to UTSA1 Voucher ID:defaults to NEXT and a
sequentially assigned number will be assigned once the voucher is
saved Voucher Style:equals to Regular Voucher Invoice Date:matches
the Invoice Date on the invoice Accounting Date:defaults to the
date the voucher was created If the vendor is on Financial
Sanctions (Vendor Hold), an error message will appear. Click OK to
continue processing the voucher. Vendors in this status will not be
paid through the PayCycle. Business Unit/Voucher ID/Voucher Style
are default values Invoice No/Invoice Date can be brought over from
previous screen (e.g., Add New Value) Accounting Date - based on
the settings that are defined in the PeopleSoft Payables default
hierarchy; normally set to Todays Date Action/Run Budget
Check/Matching and execution. Will be blank until the voucher has
been SAVED successfully Vendor ID/ShortName/Location/Address can be
brought over from previous screen (e.g., Add New Voucher) Session
Defaults - can be applied only to vouchers with a voucher style of
Journal Voucher, Regular Voucher, Single Payment Voucher, and
Template Voucher. The system does not save the defaults and only
applies them during the current session. Enter voucher defaults for
an ad hoc session, or use an existing available session default.
These defaults override the values that the system applies using
the PeopleSoft Payables control hierarchy. Click to access the
Session Defaults page, where you can select existing available
session defaults or set ad hoc default values for all of the
invoices that you enter in the current session. These defaults
override the defaults that the system applies using the PeopleSoft
Payables control hierarchy. Attachments To add or view attachments
related to the voucher Comments - You can enter up to 254
characters for a comment. If you exceed 254 characters, the system
displays a warning message that it can save only Invoice
Information Tab (contd)
Section 1 Details 7 7. Verify the accuracy of the following Vendor
ID: & ShortName: match the intended vendor being paid
Location:equals SHARED Address:remittance address on the invoice
Invoice Lines: will initially display 0.00 and will eventually
reflect the sum of each Line Amount for each Invoice Line
Total:equals the Invoice total amount Difference:compares Invoice
Lines: and Total:; amount should equal 0.00 Invoice Information Tab
(contd)
Section 1 Details 8. Verify vendors contact info 9. Attach
documents, as applicable 10. Input comments, as applicable 11. Pay
Schedule equals Manual 12. Pay Terms defaults to NET30 13. Select
to decide Calc Basis Date 8 9 10 12 13 11 Non-Applicable PO Use
Only Invoice Information Tab (contd)
Section 1 Details Details of Step 13 Defaults to Texas Prompt Pay
13c 13d 13a 13b 13a. Enter Invoice Receipt Date and Goods/Service
Receipt Date 13b. Select Calculate to derive at the Pymnt Basis
Date 13c. Enter Services Start Date/Service End Date and select
Update ALL Voucher Lines (to reflect these dates on all voucher
lines) 13d. Select Back to Invoice to return to the Invoice
Information Tab Note: The Invoice Date will be carried over from
the Invoice Information Tab Acceptance Date isnt required to
calculate the Pymnt Basis Date Invoice Information Tab
(contd)
Section 2 Invoice Lines ` Invoice Line Navigation Section 14 16 15
17 Use the GL Unit field to enter or select the General Ledger
business unit that will be charged with the expense coded on the
distribution line. Use the Account field to allocate this charge to
an account within your organization. In this example, the charge is
assigned to the Entertainment/Meal account. Click in the Account
field. 14.Navigate to applicable Line item or add (+) or delete (-)
line(s) by using the navigation section 15.Distribute by - select
either Amount or Quantity, as applicable 16.Select/enter applicable
Ship To location from Lookup 17.Select/enter applicable SpeedChart
Invoice Information Tab (contd)
Section 2 Invoice Lines 21 ` 20 Use the GL Unit field to enter or
select the General Ledger business unit that will be charged with
the expense coded on the distribution line. Use the Account field
to allocate this charge to an account within your organization. In
this example, the charge is assigned to the Entertainment/Meal
account. Click in the Account field. 18. Enter Line Amount for each
line 19. Enter Description of Goods/ Services 20. Verify Service
Start Date & Service End Dates 21. Add (+) or Delete (-)
Invoice Lines, as necessary, to pay from different funding sources
18 19 Invoice Information Tab (contd)
Section 2 & 3 View of Multiple Lines Each Line has a dedicated
Distribution Line Use the GL Unit field to enter or select the
General Ledger business unit that will be charged with the expense
coded on the distribution line. Use the Account field to allocate
this charge to an account within your organization. In this
example, the charge is assigned to the Entertainment/Meal account.
Click in the Account field. Enter Empl ID Enter the Empl ID:
If related to Travel, each Invoice Line should have an Empl ID
Enter the Traveler Empl ID. If Student/Guest (non Employee) enter
Cardholders Empl ID Invoice Information Tab (contd)
Section 3 Distribution Lines ` Scroll to Right 24 22 Use the GL
Unit field to enter or select the General Ledger business unit that
will be charged with the expense coded on the distribution line.
Use the Account field to allocate this charge to an account within
your organization. In this example, the charge is assigned to the
Entertainment/Meal account. Click in the Account field. 23 22.
Enter Account code(Object Code equivalent) 23. Scroll to Right and
complete needed fields 24. Select Calculate to compute Line Amounts
to Distribution Lines Invoice Information Tab (contd)
Section 2 & 3 View of Multiple Lines Error Notice:appears asa
result of clicking the Calculate button; there is a difference
between the Line Amount and the Merchandise Amt Compare Results
Invoice Information Tab (contd)
Section 1 26 25 27 25. Click the Calculate button located
approximately 1/3 from top of the page; review and/or correct any
discrepancies, as needed. 26. Ensure the Difference equal 0.00 27.
Select Payments Tab Payment Tab 28. Review payment information and
select Save.
6220 CULEBRA RD 28. Review payment information and select Save.
Payment Tab Save Non-PO Voucher/Create Voucher ID
29 31 32 30 Use the Handling field to select a payment handling
code. Each payment handling code has a sort sequence related to it
that determines the order in which it prints. Checks are printed
according to the sort sequence in ascending order: the lower the
sort sequence number, the higher the sort priority. Use the Action
field to specify the payment action. Choose from: Schedule, Record,
Cancelled, Escheated or Prepaid. For this example, accept the
default selection 33 34 Submit Three additional Tabs are displayed
A Voucher ID is assigned Go to Action; select Budget Checking
Select Run Select Yes from the pop-up message Select Submit button
at bottom of screen to forward to DTS Budget Checking Budget Status
Valid Not Chkd Error 6220 CULEBRA RD Verify Budget Status, other
statuses, and Invoice information Select Related Documents tab to
review payment status Related Documents Tab Select this Tab to
review the payment status
After saving the voucher, the Payment Status will reflect Not
Selected for Payment Related Documents Tab After Payment is made,
the Payment Reference will display the Check # or ACH Ref # Voucher
Attributes Tab
Note: The Check Run is processed daily at Noon Error Summary Tab
This Tab will display any errors that exist in the voucher; if
successfully Created, Saved and Assigned a Voucher ID, there will
not be an error How to Process a Prepaid Voucher
1 Calculate prepaid costs for each Fiscal Year and create a Regular
Voucher as previously instructed Enter the full amount of the
voucher in Gross Invoice Amount How to Process a Prepaid
Voucher
Fill-in invoice information for Line 1 Enter Line Amount for
current Fiscal Year, per calculations Enter applicable Expense
Account code (Expenses=6xxxx) How to Process a Prepaid
Voucher
5.Fill-in invoice information for Line 2 Enter Line Amount for
future respective Fiscal Year, per calculations Create a new
distribution line to reflect the new FY Entries Enter the
appropriate Account code Front Office End-of-Year Accrual Business
Process
Criteria: Goods and Services received prior to August 31 Must be
Over $1,000 threshold Payment processed after August 31 Departments
must: Create Non-PO Voucher in UTShare/PeopleSoft in New FY Record
Prior Year Service Dates Submit complete documentation to DTS by
EOY Deadlines Interim Process Roles and Responsibilities
Departments Responsibilities Interim Process Ensure Vendors
complete SIF and submit form to DTS for vendor setup Verify
availability of funds through the Commitment Control module in
UTShare/PeopleSoft Complete Interim Process Routing Form in
SharePoint and forward to Budgetary Authority for approval Complete
Non-PO Voucher Submit complete documentation to DTS Note:
Departments would still need to verify funds, and DTS will conduct
Budget Check in UTShare/PeopleSoft Budget Checking will be
completed at the Department level with Workflow. Without Workflow,
DTS will be Budget Checking. Business Process Flow (Interim Process
in SharePoint)
Start Update Voucher in UTShare/PeopleSoft Verify Funds and
Complete Interim Process Routing Form DTS Department Budgetary
Authority Level 1 Note: Thecreator of the voucher will be required
to complete the Interim Process Routing Form in SharePoint for
Budgetary Authority Approval. Budgetary Authority Denied Budgetary
Authority includes Department, Cost Center, Grants and
Projects.Budgetary Authority/DTS may deny, the document will return
to Update Voucher status. If Budgetary Authority/DTS pushes back
voucher, then it will return one-step backwards. Approved
(Communication Flow) Budgetary Authority - Level 2 Denied Approved
Department Review, Final Approve, and Pay Voucher Denied End
Interim Process Routing Approval Form
Filled in automatically Fill in Invoice information Invoice Amount
is linked to Authorized Amount During the Interim Period, the
Non-PO Voucher will need to be completed prior to creating the
voucher in UTShare/PeopleSoft. The form is located in SharePoint
and will routed to the Budgetary Authorities for approval.
Throughout the routing process, SharePoint will be updated to
reflect the routing status ands will be sent the creator and
Budgetary Authorities reflecting the action that was taken. Upon
opening the form to begin the process, the Submitter, Phone Number,
User ID and Creation Date (reflecting the date the form was
created) will populate automatically, based on the person who
logged into the computer. The Invoice Information Section must be
completed based on the data pertinent to the transaction. In the
Voucher Information Section, complete as follows: (1) give a brief
Description of the transaction, (2) for Amount Only transactions,
QTY must equal 1, otherwise, enter the QTY amount, (3) enter the
Amount, (4) enter the Cost Center/SpeedChart/Project ID, the
Description and Routes To fields will populate accordingly, (5) the
Route To field will be populated with the applicable Budgetary
Authority(s) assigned to that particular Cost Center (6) to add
additional funding lines, rows (lines) may be added or deleted by
selecting the Add Row or Delete Row buttons, (7) Authorized Amount
field will reflect the total amount of all of the lines, and if it
doesnt match the Invoice Amount in the Invoice Information Section,
a red dotted-line box will outline the amount in this area, (8) if
applicable, correct the amounts so that they balance and select
Submit. Based on the Cost Center/SpeedChart/Project ID that was
entered, the form will route to all applicable Budgetary
Authorities for approval; if there are multiple individuals
assigned to approve at a specific level, anwill be sent to all of
them. It only takes one of those individuals to move the document
forward or stop it from proceeding any further. After the final
approval has been captured, the created will receive anto update
the voucher in UTShare/PeopleSoft, and SharePoint will also be
updated to reflect the required action to be taken. After
successfully completing the voucher in UTShare/PeopleSoft, a
Voucher ID will be created; enter the Voucher ID onto the Non-PO
Voucher Interim Routing Form and select the Submit botton to
complete the necessary actions for the form. SharePoint will be
updated to reflect that the form has been been completed. Print the
Non-PO Voucher Interim Routing Form, along the other supporting
documents, and forward the packet to DTS through Campus Mail.
UTShare/PeopleSoft has the capability of attaching electronic
documents that will remain with the voucher created in
UTShare/PeopleSoft. Since some creatorsdocuments to DTS, in
addition to sending the original documents through Campus Mail,
attaching the documents in UTShare/People is an alternative.
However, the original documents must be sent to DTS for disposition
purposes until further notice to go completely paperless.
Capability of inputting multiple funding sources Quantity = 1 or
more Authorized Amount = sum of Amount(s)/line. Compared to Invoice
Amount; if unbalanced, the Authorized Amount box will be outlined
in RED NOTE: Must be completed Prior to creating the voucher in
UTShare/PeopleSoft Knowledge Check True or False: The Interim
Process Routing Form is accessed through UTShare/PeopleSoft? False.
Its accessed through Interim Workflow Solutions Related Courses
offered by DTS
Reference Materials Disbursements and Travel Services (DTS) website
Related Courses offered by DTS Business-Related Hospitality &
Entertainment Travel Authorization and Advance Process Travel
Authorization and Reimbursement Process Expense and Travel Payment
Process Additional Resources Rules and Regulations Financial
Management Operational Guidelines (FMOG): Travel Reimbursement
Guideline: Travel Advance Guideline: Hospitality and Entertainment
Guideline: Memberships Paid by University Funds: Texas Prompt
Payment Law: For policy or business process related questions,
please contact DTS.
PeopleSoft Support and Sustainment Center Contact Us Reaching the
PSSC Your Single Point of Contact (SPOC) The PSSC is ready for your
PeopleSoft questions! 2 ways to contact us: Telephone: SPOC( ) Go
to UTShare Website:link to theSPOC icon for the PeopleSoft
ticketing system Questions raised now through post-go live helps
PSSC establish a comprehensive knowledge base and appropriate
Service Levels. For policy or business process related questions,
please contactDTS. Summary & Questions Summary
Purpose/Objective
General Info/Crosswalks/Roles & Responsibilities Business
Process Flow Charts UTShare/PeopleSoft Navigation Creating a Non-PO
Voucher (Prepaids) Interim Process Questions Disbursements and
Travel Services Phone: (210)458-4213
Website: Thank You!
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