IDE Voucher Tracking GC Treasury receives debits and

IDE Voucher Tracking • GC Treasury receives debits and credits from Divisions for the IDEs by email – (see example of typical debit with backup). Note: GC Treasury will contact the divisions when more backup documents are needed in order to process the debits. SECRETARIAT

IDE Voucher Tracking • The vouchers are then entered into the voucher tracking system and distributed to the appropriate IDE Specialist. SECRETARIAT

IDE Voucher Tracking Please note information recorded on tracking system: • Division • Reference • Amount • Date of debit/credit • Date received by TRIPS Department • Initials of IDE specialist that received the debit/credit to process • Date debit/credit was: processed (P), forwarded (F), returned (R) • If a debit is voided, delayed, forwarded to a different department or returned to a division the information is written in red giving details • Comments – details concerning voucher • Date information was recorded on the spread sheet SECRETARIAT

IDE Voucher Tracking • After IDE Specialists have processed Division Vouchers, they are signed for approval by an Associate Treasurer. • Then the voucher tracking system is updated (e. g. marked with a “P” to indicate it has been posted) SECRETARIAT

IDE Voucher Tracking • The Director reviews a weekly report of outstanding vouchers left in the tracking system. • A report of outstanding vouchers are also given to each IDE Specialist for the divisions and items they are responsible for processing. SECRETARIAT

IDE Voucher Tracking • Example of weekly outstanding voucher report showing number of vouchers by Division. SECRETARIAT

IDE Voucher Tracking • Example of weekly outstanding voucher report showing number of vouchers by each IDE Specialist. SECRETARIAT

IDE Voucher Tracking How Division Treasurers can Assist TRIPS • Send credit/debit memos in a timely manner. • Provide correct back-up documents. • Provide a correct description (e. g. Appointee, Annual Leave year, PR, etc. ) SECRETARIAT

IDE Voucher Tracking • If back-up is in a foreign language (e. g. German, French, Spanish etc. provide a summary in English). • Indicate the exchange rate date used. • When memos have charges for multiple people give breakdown for each person. • Be up-to-date with monthly reconciliation. SECRETARIAT

IDE Voucher Tracking • Be proactive in follow-up of outstanding GC debit/credit memos that have not been received or that you have questions about. • Respect the dates for year-end closing • Make sure that all credits/debits for large amounts are received in a timely manner so that they can be processed to the current year. ~ Thank You~ SECRETARIAT