DE 658 -VP2 Local Funds Payment
Voucher
Disbursements and Travel Services (DTS) Office
disbursements.travel@utsa.edu
458-4213
See VP2 contacts on our website at “DTS Staff Duties Listing”:
http://www.utsa.edu/travel/
VP2 Local Funds Payment Voucher
Purpose:
The Payment Request voucher (VP2) is
used to generate payments to vendors,
individuals, and other institutions for goods
or services.
The result of an approved voucher is a
check or state warrant payable to the
person or business specified.
VP2 Local Funds Payment Voucher
The VP2 document can be used for the
following types of expenses:
Membership Dues*
Applies to yearly memberships only.
Subscriptions
Registration Fees
Publications
Reimbursements, including Travel (i.e.
mileage)
Entertainer Contracts
Service Agreements
VP2 Local Funds Payment Voucher
Things to know…
All payments must be supported an original invoice or
receipt showing the date goods or services were received,
a description of the purchase and the cost.
Reimbursements related to entertainment/hospitality
require additional documentation
Refer to the Entertainment/Hospitality Guidelines
located at:
http://www.utsa.edu/financialaffairs/opguidelines/2.6.4.html
Departments should keep a copy of all documents used
to support the VP2.
VP2 Local Funds Payment Voucher
Things to know…
Sales tax normally will not be reimbursed for
purchases of tangible goods. Except when dining in a
restaurant or for catering (pick up and delivery).
To avoid paying sales tax, use the Tax Exempt form
and present to the vendor at point of sale for tangible
items. This form can be found in on the Financial
Affairs website\Forms and Worksheets\Texas Sales
and Use Tax Exemption Certificate at
http://www.utsa.edu/financialaffairs/Forms/details.cfm?form
_number=57.
VP2 Local Funds Payment Voucher
Business Expense Form
Required for all meal and entertainment
reimbursements.
Please refer to the 2.6.4
Entertainment/Hospitality Guidelines,
including the Business Expense Form, was
effective as of January 1, 2009.
VP2 Local Funds Payment Voucher
Memberships
When paying or reimbursing membership dues
or subscriptions, a statement explaining the
benefit to the University is required on the
payment voucher.
Proper internal control procedures require that
an individual does not approve disbursements
of funds to himself/herself.
VP2 Local Funds Payment Voucher
• A Dean, Director, or Department Chair should
forward their Payment document to the person to
whom he/she reports for approval or have their
supervisor’s handwritten approval on the
supporting paperwork.
If paying registrations, the VP2 must include the
travel request number (RTA).
VP2 Local Funds Payment Voucher
Tips
Are normally reimbursable up to 15% of total
purchase, however actual will be reimbursed, if
reasonable, and supported by appropriate
documentation (applies to local accounts only).
Service Agreements
Are required for certain types of services such as
consultants not being paid on a purchase order. Visit
http://www.utsa.edu/avpa/forms.html for templates and
more information on the routing of documents.
VP2 Local Funds Payment Voucher
Before you start, You will need…
Original Invoice: Make sure that the invoice is stamped with the
date the invoice was received because the Invoice Received Date
will be subject to audit review.
Goods/Service Received Date: This will be the date the goods or
services were received.
It is helpful if you know…
Electronic ID (EID) for the vendor: The EID address must match the
invoice remit to address. To search for a EID, refer to command
GG3 (name order) or GG4 (number order) for vendor information.
Object Class Code: This is a 4-digit code used to categorize
transactions. To search for an object code, refer to command GG8
(code order) or GG9 (keyword order).
VP2 Screen Profile
There are two different views for the VP2 document. New users screen will
default to Screen Type 1. This format is used by UT Austin. Currently, UTSA
is using Screen Type 2.
To change your screen profile, press the F5 key on the keyboard; a new
window will appear; type “2” in the Value column and press Enter twice.
When you return to the cover sheet your screen will look like Screen Type 2.
This process is only required once.
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VP2 Payment Voucher Coversheet
To create a VP2 document:
Type New in the Action field
Type 01 in the Format field
Type the appropriate code (C,F,P,T,U) in the Check Distribution
field and press Enter.
Check Distribution Code: This field determines how the check will be
sent to the vendor. The following are recognized check distribution
codes for our campus:
U US Mail/Direct Deposit. (Direct deposits must have a UTSA Non-Payroll Direct
Deposit form on file.) See the Financial Affairs Forms website at:
http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=16.
C Campus Mail (Preferred method of distribution)
F Foreign Mail
P Pick Up – request for Check Pick-Up Form must be completed for anyone
picking up a check
T Attachments to be mailed with the check
VP2 Payment Voucher Coversheet
After pressing enter, the document status will become
Created and a Document ID number is assigned. Write the
Document ID number in the top right-hand corner of the
invoice(s) or receipt(s).
VP2 Payment Voucher Coversheet
• The Separate Check field is currently not used by departments.
Leave this field blank.
• The Voucher Date field will default to the current date.
• Tab to the Invoice Received Date field, type the date in MMDDYY (ex:
090110) format and press Enter. The Invoice Received Date is the
date the invoice was received on campus.
• Tab to the UT EID field, type the vendor’s UT EID; tab to the MC (Mail
Code) field and type the vendor’s 3-digit mail code; and press Enter.
The Vendor ID, Name and address will auto-fill.
• If you do not have the UT EID or Mail Code for the vendor, you may
access the VID help screen by typing a “?” in the UT EID field.
VP2 Payment Voucher Coversheet
VP2 Payment Voucher Coversheet
What is a Vendor ID?
Identifies the payee
Vendor ID numbers are required on all payment vouchers.
The state requires the university to report expenditures by VID and not
by name.
The University of Texas Electronic Identifier (UT EIDs) is assigned to
vendors, students, employees, and prospective employees as well as
others with business relationships with the university.
VP2 Payment Voucher Coversheet
What is a Vendor MC (Mail Code)?
The Vendor Identification numbers (VIDs) are UT EID’s
assigned to each vendor. To locate a UT EID number,
refer to command GG3 or GG4. The UT EID is assigned
for each vendor paid by UTSA and based on mailing
addresses for each location by vendor.
The Mail Code (e.g., 000, 001) indicates where the
payment is being mailed or deposited. Mail Codes are
assigned by the Disbursement & Travel Services (DTS)
Office.
VP2 Payment Voucher Coversheet
Vendor Identification Lookup
Tab to the Name field, type the vendor’s name and press Enter.
When searching for an individual or sole owner, type the Last
Name, First Name (e.g., Gladstone, Gander); make sure to include
a space between the comma and the First name.
Once you have located the payee, tab to the field to left of the
vendor’s name and type an “A” (Addresses) and press Enter. A
window will open displaying the vendor’s active addresses.
Note: If the UT EID does not exist or if the address is incorrect, use
command GGV to request/setup a new or change an existing Vendor ID.
Please contact the Disbursements and Travel Services (DTS) office at
disbursements.travel@utsa.edu or ext. 4213 if you have any
questions.
VP2 Payment Voucher Coversheet
VP2 Payment Voucher Coversheet
As noted on the prior slide, tab to the appropriate address,
type an “A” in the field to the left of the correct address and
press Enter. When you return to the VP2 Cover Sheet, the
Vendor ID, the UT EID, name and address will auto-fill.
VP2 Payment Voucher Coversheet
Tab to the Goods/Service Received field
Type the beginning and ending date for when the goods/service were
received in MMDDYY format (ex: 092210).
Press Enter
Note: The service dates cannot span fiscal years. UTSA’s
accounting cycle runs from Sept 1st through Aug 31st. If this occurs,
you must enter the starting date of the Goods/Service in both the Beg
and the End date field. Record the actual dates of the Goods/Service
in the Voucher Description field or in “notes” on the VP2.
The Scheduled Date field will default to the date the check is
scheduled to print. (This date will be displayed after final approval in
the DTS office).
VP2 Payment Voucher Coversheet
The Payment Due Date field will default to 30 days after
the LATER of (1) Goods/Service Received End Date OR
(2) Invoice Received Date. This is why it is important to
date stamp/note on the invoice the date received.
State/Local field will be left blank; it will be completed by
the Disbursement and Travel Services Office.
(Optional field) Tab to the Requested Payment Date field
and type a payment date. This field allows you to
schedule payments earlier than the Scheduled Date.
VP2 Payment Voucher Coversheet
If a Requested Payment Date is entered, the document
will require a reason for early payment. Enter a reason in
the Req Payment Reason field or type a “?” in this field
to see a listing of reason codes.
Checks are printed
each day at 7:00 AM
and at 12:00 PM
(noon).
VP2 Payment Voucher Coversheet
The Voucher Description field requires a brief explanation of
the items being paid. Information typed in this field is for
internal use only.
VP2 Payment Voucher Coversheet
If an additional line is needed for the Voucher Description:
Tab to the Comments/Ref field
Type an “X” to the right of this field
Press Enter. A new window will appear giving you one
more line for the Voucher Description.
VP2 Payment Voucher Coversheet
The Comments section is required.
– Information typed in this section will appear on the check stub and will
provide additional information about the payment to the vendor.
– If you have an attachment to the check or if the check should be
picked-up (Check Distribution code T or P), you should enter the
appropriate information in the check stub area for the DTS Office.
Press Enter to update.
– If you need more lines for the Comments section (check stub):
•
•
•
•
First you must press Enter to update the information in this section
Tab to the field titled “To page forward mark here +”
Type an “X” over the + (plus sign)
Press Enter to get additional lines.
VP2 Payment Voucher Coversheet
The following fields are used by the DTS Office only:
Send USAS: __ Reimbursable: __ Doc Type: __ PCC Code: ___
VP2 Payment Voucher Coversheet
Transaction Section
Type the following information in the Transaction section:
Account: Type in the 10-digit Account Number to be charged in this field.
D/C: Type “D” (Debit entry) or “C” (Credit entry)
Amount: Type the dollar amount of the transaction in this field.
Invoice Nbr: Enter the Invoice number that is provided on the vendor invoice
or if an invoice number is not available, type a meaningful description in this
field. This field can either be alpha or numeric.
Press Enter to update.
VP2 Payment Voucher Coversheet
What is an Object Code?
– An object code is a 4-digit code used to categorize transactions.
• Tab to the Object Code field to search for a valid object
code.
• To search for an object code, type a “?” at the beginning
of the field
• Press Enter
• Note: The account number, the D/C (debit or credit), the
amount and the invoice number must be entered and
updated before the object code help section will be
displayed.
VP2 Payment Voucher Coversheet
To locate a valid object code:
Type a keyword in the Keyword field (e.g., Camera) and
press Enter. Valid object codes for the account you are
using will be shown with an asterisk *.
Once you have located the object code, type the
corresponding number next to the object code in the
Selection field and press Enter. When you press enter,
the object code will carry into your VP2 document.
VP2 Payment Voucher Coversheet
Note: When choosing an object code for meals and
entertainment expenses (ex: 1323, 1324, 1327, etc.), the
Business Expense Form must be completed and
submitted with receipts.
VP2 Payment Voucher Coversheet
Transaction Section
Type the following information in the Transaction section:
• P.O. Nbr: Purchase Order numbers are not entered in this field. If a
payment for a purchase order is necessary, this payment must be processed
in command VP1 by the Disbursement’s Office. If payment is part of a Travel
Request, then enter the RTA or TV07030945 number in the P.O number
field.
•
DTN: Departmental Transaction Number. This is not a required field but can
be used to track specific payments.
•
Interest Flag/Reason: At final approval, the system will determine if the
payment due date is 31 days late. If so, interest will be automatically
calculated and a transaction is added to the document. This area is a
function of the DTS Office reviewed during final approval of the payment.
VP2 Payment Voucher Coversheet
Additional Transaction Line(s)
There are two transaction lines available on the cover sheet.
If additional transaction lines are needed, type an “X” in the field to
the right of the Trans field and press Enter. You will be directed to a
new window where additional transaction lines will be provided.
Helpful Tip (Transaction Section)
If you need more transaction lines while in this section, press the F2
key.
VP2 Payment Voucher Coversheet
Once you have completed your entries:
Press Enter to update the information
Enter again to return to the cover sheet
VP2 Payment Voucher Coversheet
VP2 - Approval
After you have completed all the required fields:
Type VER in the Action field, to check for any errors, then APP
and press Enter.
The document is checked for valid entries and, if correct, it will be
sent to the next desk on the routing path.
Your status line will now read Pending or Proposed. The message
at the top of the screen will indicate where the document went.
If there are errors detected in your document, the document will not
be forwarded. The error message will tell you what to correct.
(Reference Command HH3 - Troubleshooting Error Messages)
VP2 Payment Voucher Coversheet
VP2 Payment Voucher Coversheet
VP2 Things to Remember:
Review the VP2 document noted as ***Important*** on page 10.
There are two daily check runs (7:00 am and noon).
If extenuating circumstances exist in which items have to be rushed to our office, then
those items should be in our office before 10:00 am to be included in the noon check
run.
VP2 screen print should be stapled to all supporting documentation
(no paperclips).
Write the Document ID on each of the supporting backup papers (i.e.
invoice/receipts, etc.) in the event of separation.
Ensure that hard copies of the VP2 are forwarded to the Disbursements and Travel
Services (DTS) office at JPL 4.04.26.
Make copies of the documents submitted for departmental reference.
When the check distribution code is noted as “T”, a copy of the
attachment should be attached to the original documents with the
document ID noted.
VP2 Payment Voucher Coversheet
Questions??