Processing Non-Purchase Order
Vouchers
Disbursements and Travel Services
March 2016
1
Overview
1
Purpose/Objective/Intro to UTShare/PeopleSoft
2
General Info/Crosswalks/Roles & Responsibilities
3
Business Process Flow
4
UTShare/PeopleSoft Navigation
5
Creating a Non-PO Voucher
6
Summary and Questions
2
3
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.
4
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
5
Introduction to UTShare/PeopleSoft
• UTShare is synonymous with PeopleSoft:
o
PeopleSoft is the software
o
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)
6
Introduction to UTShare/PeopleSoft
• Introduction to The Chart of Accounts
(PS 201.02)
• Review Basic Structure and Concepts
• Use of Shortcuts
• Chartfield String/SpeedCharts
• Identify Resources and Forms
7
Introduction to UTShare/PeopleSoft
• 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
8
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
9
10
General Terminology
• 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)
• Approver – also referred to as “Reviewer” and
“Budgetary Authority”. Electronic approval by
Department, Cost Center, Project/Grants, PI or
Capital Projects approver
• Creator – also referred to as “Requester” or
“Originator”. Individual who creates electronic voucher
11
Introduction to UTShare/PeopleSoft
•
APPROVE – document approval button; document moves to the
next workflow step (inserting comments is optional); Generates enotifications to all approvers in routing path
•
PUSH BACK– returns voucher a step back to prior approver.
Only available at multiple budgetary authority levels
•
HOLD – functionality is currently being tested
•
DENY – document is not approved and will be returned to creator
for modifications. Voucher can then be rerouted for approvals
(requires comments).
12
General Terminology
Workflow
• Succession of approval requests to
communicate transactions information
through electronic routing/notification
• Workflow will Go-Live Spring 2016 and UTSA
is currently utilizing the Interim Processes.
The SharePoint interim process for AP will no
longer be necessary.
13
More about Workflow…
• Approval routing is based on those authorized
on Cost Center or Project ID
• Routes through approval stages as setup by
departments
• Routes in multiple funding paths
simultaneously
• Applicable to Non-Purchase Order Vouchers
(vouchers created by front office users)
• Applicable to PO Vouchers (vouchers created
by DTS)
14
More about Workflow…
• If using multiple funding sources, all funding
sources must be approved before moving to
the next routing stage
• If one portion of funding is denied, the entire
document is denied and returned to creator.
At this point the document can be changed or
modified and will need to rerouted for
approval.
15
What is a Non-PO Voucher?
• An electronic document used to generate
payments to Vendors and/or individuals for
Goods or Services received
16
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
17
Travel Advances
• Participant & Team/Group Travel Advances are
processed as a Non-PO Voucher
– Departments Complete Travel Advance Request
(TAR)
– Departments create Non-PO Voucher
A complete TAR must be submitted 10 business days prior to departure date
18
Required Support Documentation
• Non-Employee Reimbursements and Vendor Payments
- Invoice and/or Receipts
- Service Agreement (signed)
- Business Expense Form (BEF)
- Include invoices/receipts
- Travel Reimbursement Settlement Form (TRS)
- Include required receipts
- For Travel Advances (Group/Team Travel)
– An Approved Request for Travel Authorization (RTA)
– A TAR with Budgetary Authority(s) Signature/Approval
-Participant Advance Forms and additional support docs
Note: Do not attach SIF forms to voucher.
19
Terminology
UTShare
Peo
UTShare
Peo
Business Unit (UTSA1)
Scheduled Date
Voucher ID
Cost Center
Voucher Style
Account
Short Vendor Name
Comments (254 Character limit)
Vendor ID (new format)
Calc Basis Date
Address Sequence Number
SpeedChart
Invoice Number
Invoice Date
(Project Id or Cost Center)
Attachment
Budget Check
Gross Invoice Amount
20
Knowledge Check
What is another term that can be used to identify
Departments?
Front Office
What is the term used to describe the succession
of approval requests to communicate transactions
information through electronic notification?
Workflow
21
Roles and Responsibilities
22
Roles and Responsibilities
• Departmental Creators Responsibilities
– If applicable, ensure vendors complete SIF
– Submit SIF to DTS to build vendor file
• Submit SIF forms via campus mail or Fax to 458-4829
• Do not email due to transmission of Category I sensitive data
http://one.utsa.edu/sites/oit/OITConnect/security/Pages/sec_data_classification_std.aspx
– Create Non-PO Voucher in UTShare/PeopleSoft and
budget check for funding availability; electronically attach
support documentation; submit document for approval
23
Roles and Responsibilities
• Departmental Creators Responsibilities, cont.
– Scan and attach required documentation for review
and approval. Retain original copies for 12 months
(original copies will no longer be accepted by DTS)
– Must follow up on voucher transactions to ensure
routing of approvals has been completed and reached
DTS for final processing of payment
24
Roles and Responsibilities
Benefits
• Front Office will no longer have to hand-walk
paperwork to approvers or DTS
• Front Office will no longer need to request copies of
payment support
• Voucher documentation will be readily available
electronically for review at any time during and after
approval process
• Eliminates potential for lost vouchers/documentation
via campus mail
25
Roles and Responsibilities (cont.)
• Back Office (DTS) Responsibilities
– Final review of attached documentation
– Vouchers may require additional back office approval
(e.g. Restricted funding sources require approval from
Accounting Office)
– Approve or Deny document for payment
Note: Vouchers with incomplete, illegible scans or missing
documentation will be returned or denied and will have to
reroute for approval. Hard copies will no longer be
accepted for processing.
26
Knowledge Check
Who initiates the creation of the voucher and
verifies funding availability?
Originators, Requesters or Creators
List all budget authorities approvers possible in
workflow routing path?
Cost Centers, PI / RSC , Capital Projects
27
28
The Supplier Information Form
– Submit SIF to DTS to build vendor file
• Submit SIF forms via campus mail or Fax to 458-4829
• Do not email due to transmission of Category I sensitive
data http://one.utsa.edu/sites/oit/OITConnect/security/Pages/sec_data_classification_std.aspx
– Part I – General Supplier Information
– Part II – Addresses and Certification
– Direct Deposit Authorization Form
29
Supplier Information Form (Page 1)
30
Supplier Information Form (Page 2)
31
Business Process Flow
End
Start
Pushback (1-level backwards)
Creator - Enter
Voucher, attach
documentation and
Budget Check
No
Yes
Budgetary Authority –
Level 1
Approved
Denied
Update Voucher
Department
Budgetary
Authority
Budgetary Authority Level 2
Denied
Approved
Review, Final
Approve and Pay
Voucher
Denied
DTS
Note: Department verifies Vendor information; complete SIF, if applicable.
32
Knowledge Check
What is the form that UT System approved which consolidate 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 isn’t available at this level; he/she has the
Approve or Denied options
Which office enters vendor information in UTShare/ PeopleSoft
to create a vendor?
A. Departments
B. DTS
(B) DTS
33
34
Navigation to Vouchers
1
1. Access
myUTSA
page
http://my.ut
sa.edu
2. Click on
UTShare/
Peoplesoft
link
1
2
35
Navigation to Vouchers
3. Login to
UTShare/
Peoplesoft
Enter
myUTSA ID
1
3
4
4. Enter your
passphrase
36
Navigation to Vouchers
1
METHOD #1
Accounts Payable
Center
1. Go to Main Menu
2. Go to Accounts
Payable
2
3. Select Accounts
Payable Center
3
37
Navigation to Vouchers
4. Select Add/Update
4
5. Select Regular Entry
5
38
Navigation to Vouchers
Method #2
1. Go to Main
Menu
2. Go to
Accounts
Payable
1
5
2
3
4
3. Go to
Voucher
4. Go to
Add/Update
5. Select
Regular Entry
39
Knowledge Check
Describe two navigation methods to create a new
voucher or retrieve an existing voucher?
1) Through Accounts Payable Center
2) Drop-downs from the Main Menu
Which is the primary Voucher Style for creating a NonPO voucher for payment?
A) Regular Voucher
B) Prepaid Voucher
C) Journal Voucher
(A) Regular Voucher
40
41
Non-PO Vouchers
A) Create a New Voucher
or
B) Find/Maintain an Existing Voucher
Two
Options
A
B
Default
Entries
42
Creating a Non-PO Voucher
(Selecting a Vendor)
Note: Business Unit,
Voucher ID, & Voucher
Style will display default
values
2
1. Enter Vendor Name,
Vendor ID or perform a
Lookup
a. Select the Lookup
43
Creating a Non-PO Voucher (cont’d)
(Selecting a Vendor)
b. Enter the Search
Criteria under Short
Vendor Name
c. Select the Lookup
button
d. Select the appropriate
vendor name
44
Creating a Non-PO Voucher (cont’d)
2. Perform Lookup and
select Address
Sequence Number
according to Invoice
3.Enter Invoice Number,
Invoice Date & Gross
Invoice Amount
according to the Invoice
2
4.Enter Estimated No. of
Invoice Lines
5.Select Add
45
Invoice Information Tab
Full View of Page Broken down in three sections
Section 1
Section 2
Section 3
46
Invoice Information Tab (cont’d)
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
47
Invoice Information Tab (cont’d)
7
7. Verify the accuracy of the following
• Vendor ID: & ShortName: match the
intended vendor being paid
• Location: equals “UTSA1”
• 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”
48
Invoice Information Tab (cont’d)
8
9
10
8. Verify vendor’s
contact info
9. Attach supporting
documents
“Non-Applicable”
PO Use Only
49
Invoice Information Tab (cont’d)
9a
9b &
9c
• 9a. Once the Add Attachment has been pressed
• 9b. Another screen will prompt the user to Browse for the
supporting documents
• 9c. Upon locating the supporting documentation, Upload
50
Invoice Information Tab (cont’d)
9d
• 9d. Once uploaded, add description
– UTSA_AP_(vendor name)_INV#_date
– UTSA_AP_Service Agreement_(vendor
name)date
9e
• 9e. Press OK, the documents have been
successfully attached
51
Scanning Requirements
• Scanned documents are the “official” University
record to support any University audits and Public
Information Requests – Open Records Requests.
• All supporting documentation must be scanned and
individually attached to electronic voucher by “type of
document or category” (e.g. invoice, TRS form plus
travel receipts, signed contract or service agreement,
BEF plus required receipts, entire CLIBA payment)
• Limit each scanned file to no more than 30-40 pages
52
Scanning Requirements
• Must use “type of document and vendor/employee name” as
part of naming convention for quick identification (e.g.
UTSA_AP_TRS_John Smith_01.15.16,
UTSA_AP_BEF_Catering Kate_12.05.15,
UTSA_AP_Service Agreement_Rowdy_02.15.16
UTSA_AP_CLIBA_ M.Morgan_03.04.16
UTSA_AP_TAC_Mary Garcia_09.03.15)
• Must scan documents in “sequential/consecutive order” (pg1,
pg 2, pg 3, pg 4; CLIBA part 1, CLIBA part 2, etc.).
• Layout image must be in upright position and and ready for
viewing. Documents must be legible. If document are not
legible, they will be returned for re-scanning
53
Invoice Information Tab (con’t)
10
10. Input
comments as
applicable
10
54
Invoice Information Tab (cont’d)
11
11. Pay Terms defaults to NET30, on
occasions other options will
need to be used
55
Invoice Information Tab (cont’d)
11
11. Pay Terms defaults to NET30, on
occasions other options will
need to be used
56
Invoice Information Tab (cont’d)
13
12
12. Pay Schedule
equals “Manual”
13. Select to decide
Calc Basis Date
“Non-Applicable”
PO Use Only
57
Invoice Information Tab (cont’d)
Details of Step 13
13d
Defaults to Texas Prompt Pay
13a
13c
13b
13a. Enter Invoice Receipt Date and Goods/Service Receipt Date
13b. Select Calculate to derive at the Pymt 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 isn’t required to calculate the Pymnt Basis Date
58
Invoice Information Tab (cont’d)
Section 2
Invoice Lines
`
Invoice Line Navigation Section
`
14
15
16
17
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
59
Invoice Information Tab (cont’d)
21
`
20
18. Enter Line Amount for each line
19. Enter Description of Goods/
Services
20. Verify Service Start Date &
19
Service End Dates
21. Add (+) or Delete (-) Invoice
Lines, as necessary, to pay from
different funding sources
18
60
Invoice Information Tab (cont’d)
View of Multiple Lines
Each Line has a dedicated Distribution Line
Section 2 & 3
61
Invoice Information Tab (cont’d)
Section 3
`
Distribution Lines
24
22
`
Scroll to Right
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
62
Invoice Information Tab (cont’d)
Section 2 & 3
View of Multiple Lines
Compare
Results
Error Notice: appears as
a result of clicking the
“Calculate” button; there is
a difference between the
Line Amount and the
Merchandise Amt
63
Invoice Information Tab (cont’d)
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
26
25
64
Payment Tab
6220 CULEBRA RD
28. Review payment information and select Save.
65
Payment Tab (cont.)
29
31
30
32
33
29.
30.
31.
32.
33.
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
66
Summary Tab
Budget Checking
6220 CULEBRA RD
Budget Status
• Valid
• Not Chk’d
• Error
• On Summary Tab verify Budget Status
• If Budget Error exist need to correct before submission
67
Budget Errors
E1 Exceeds Budget Tolerance
No Budget or insufficient budget for this Chartstring
•
•
•
•
Use a cost center that has available funds
Cancel the document (requisition, voucher, travel authorization, etc.)
Modify the amount or quantity ordered
Request a budget adjustment (if applicable)
E2 No Budget Exists
•
•
•
Someone with authority does a budget transfer
Use a cost center that has available funds
Cancel the document (requisition, voucher, travel authorization, etc.)
E6 Budget Date out of Bounds
Applicable to Grants and Plant budgets
•
•
•
Will need to change the Project charged
Extends the dates for the Project
Cancel the document (requisition, voucher, travel authorization, etc.)
http://
68
Payment Tab
69
Voucher Attributes Tab
Note: The Check Run is processed daily at Noon
An additional location for Submit for Approval
70
Error Summary Tab
This Tab will display any errors that exist in the voucher;
if successfully Created, Saved, Budget Checked and
Assigned a Voucher ID, there will not be an error
71
Invoice Information Tab
34
33. Select Submit For Approval
72
Related Documents Tab
Payment Reference
Select this Tab to review the payment status
After saving the voucher, the Payment Status will reflect “Not
Selected for Payment” until the payment has been final approved
and posted.
73
Related Documents Tab
Payment Reference
After Payment is made, the Payment Reference will display the
Check # or ACH Ref #
74
Creating a Non-PO Voucher
(Citibank payment)
NOTE: Make sure the
Vendor Location shows
the default “UTSA1”
2
Vendor Locations for
Citibank:
1.
2.
3.
4.
UTSA1 (Procard)
UTSA2 (CLIBA)
UTSA3 (TAC)
UTSA4
(ONECARD)
75
Creating a Non PO Voucher
(Citibank payment cont.)
• Enter the ten(10) digits
CLIBA card number in
the Invoice Number
Field
• Enter the CLIBA
statement date in the
Invoice Date field
• Enter the CLIBA
statement balance due in
the Gross Invoice
Amount field
• Enter the number of
estimated invoice lines
• Select the Add button
76
Creating Non PO Voucher
(Citibank payment cont.)
Section 1
Section 2
Section 3
77
Creating Non PO Voucher
(Citibank payment cont.)
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 Cardholder’s Empl ID
78
Wire Transfer Request
• Applies to foreign vendors
• Requires W8-BEN to setup vendors in UTSHARE /
PeopleSoft
• Complete Wire Transfer Request Form
(http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=151)
– Create Non-PO voucher
• On Invoice Information tab, select Net00 terms
• In Comments field, state Wire Transfer Request
– The $7 service fee will be added separately by Financial Services
– Scan and attach support documentation to voucher
– Notify DTS via email at disbursements.travel@utsa.edu
79
Section A, is the information
concerning the requestor.
Section
information
SectionA:
B Creator
is the information
about the invoice.
Section
Section B:
C Invoice
is how Information
the invoice
will be processed, the
Section C: Payment Processing,
specific cost center. (in
the specific cost center. (Includes
addition
$7 is stated
$7
servicethe
fee.)
here also)
Section D:
D Vendor
is the vendor
Section
Banking
Information
banking information, which
should be on the invoice.
Certification:
by theby
Certification: Signed
- is signed
department
budgetary
authority
the department
budgetary
authority
Approval: DTS will review,
Once this
is process.
done, please
approve,
and
forward to DTS, and we
review and process.
80
Processing Non PO Voucher
E-Notification
1
E-Notification
1
1. Requester will
be able to follow
history of
voucher
2. Approver will
receive enotification from
requester.
2
Processing Non PO Voucher
E-Notifications
Approver must
Approve or
Deny document.
If approved, document
will route to next
budget authority.
82
Processing Non PO Voucher
E-Notification - Denied
Should
Approver DENY
document.
Voucher will be
returned to
creator for
modifications/
corrections.
Document can
be resubmitted
for approval.
83
Processing Non PO Voucher
E-Notification Push Back
Note: Secondary approvers can push voucher
approval back to prior approver for review.
84
How to Process a Prepaid Voucher
1
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
85
How to Process a Prepaid Voucher
2. Fill-in invoice information for Line 1
3. Enter Line Amount for current Fiscal Year, per calculations
4. Enter applicable Expense Account code (Expenses=6xxxx)
86
How to Process a Prepaid Voucher
a
60155
5. Fill-in invoice information for Line 2
6. Enter Line Amount for future Fiscal Year, per calculations
a. Create a new distribution line to reflect the new FY Entries
7. Enter the appropriate Account code
87
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
88
Reference Materials
Disbursements and Travel Services (DTS)
website http://utsa.edu/financialaffairs/dts/
Related Courses offered by DTS
Processing of Non-PO Voucher Using UTShare(PS 203.03)
Business-Related Hospitality & Entertainment
Travel Advance Process
Travel Reimbursement Process
Additional Resources
http://www.utsa.edu/utshare/Training/References/
http://hrsupport.utsa.edu/support
89
Reference Material
• Budget Checking Exceptions (cheat sheet):
https://www.utsa.edu/financialaffairs/training/DTS/UTShareBudgetChec
kingExceptionsExamples2.pdf
• Combo Edits Cheat Sheet
http://www.utsa.edu/financialaffairs/accounting/tips.html
90
Rules and Regulations
• Financial Management Operational Guidelines (FMOG):
http://utsa.edu/financialaffairs/opguidelines/
• Travel Reimbursement Guideline:
http://www.utsa.edu/financialaffairs/opguidelines/0109.html
• Travel Advance Guideline:
http://utsa.edu/financialaffairs/opguidelines/2.9.2.html
• Hospitality and Entertainment Guideline:
http://utsa.edu/financialaffairs/opguidelines/2.6.4.html
• Memberships Paid by University Funds:
http://utsa.edu/financialaffairs/opguidelines/0101.html
• Texas Prompt Payment Law:
http://utsa.edu/financialaffairs/opguidelines/2.6.1.html
91
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:
1) Telephone: 210-458-SPOC (458-7762)
2) Go to UTShare Website: www.utsa.edu/utshare, link to the
SPOC 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 contact DTS.
92
93
Summary
• Purpose/Objective
• General Info/Crosswalks/Roles & Responsibilities
• Business Process Flow Charts
• UTShare/PeopleSoft Navigation
• Creating a Non-PO Voucher (Prepaids)
94
Questions
Disbursements and Travel Services
Phone: (210)458-4213
Email: disbursement.travel@utsa.edu
Website: http://utsa.edu/financialaffairs/dts/
95
Thank You!
96