Processing NonPurchase Order Vouchers PS 203 04 Disbursements
Processing Non-Purchase Order Vouchers (PS 203. 04) Disbursements and Travel Services disbursements. travel@utsa. edu (210) 458 -4213 Main Line - (210) 458 -4236 Fax Line November 2019 Office of Financial Affairs Disbursements and Travel Services
Overview 1 Purpose/Objective/Intro to UTShare/People. Soft 2 General Info/Crosswalks/Roles & Responsibilities 3 Business Process Flow 4 UTShare/People. Soft Navigation 5 Creating a Non-PO Voucher 6 Office of Financial Affairs Summary and Questions 1 and Travel Services Disbursements
2 Purpose, Objective & Introduction Office of Financial Affairs Disbursements and Travel Services
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/People. Soft. Office of Financial Affairs Disbursements and Travel Services
4 Course Objective • Become familiar with Accounts Payable terminology, concepts and navigation in UTShare/People. Soft • Understand the Roles and Responsibilities within the Non-PO Voucher process • Learn how to process a Non-PO Voucher Office of Financial Affairs Disbursements and Travel Services
5 Introduction to UTShare/People. Soft • UTShare is synonymous with People. Soft: o o People. Soft 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) Office of Financial Affairs Disbursements and Travel Services
6 Introduction to UTShare/People. Soft • Introduction to The Chart of Accounts • • Review Basic Structure and Concepts Use of Shortcuts Chartfield String/Speed. Charts Identify Resources and Forms Office of Financial Affairs Disbursements and Travel Services
7 Introduction to UTShare/People. Soft • Supplier Information Form (SIF) – a collaborative form designed as a result of a UTShare process improvement initiative that was consolidated, thus replacing the W 9 and Non. Payroll Direct Deposit Forms for UT System usage. Office of Financial Affairs Disbursements and Travel Services
8 Introduction to UTShare/People. Soft • 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/People. Soft Office of Financial Affairs Disbursements and Travel Services
9 General Info Terminology & oles and Responsibilities Office of Financial Affairs Disbursements and Travel Services
10 General Terminology • Front Office – same as “Department” • Back Office – another term for a central processing unit (i. e. , • Approver – also referred to as “Reviewer” and “Budgetary Authority”. • Originator – also referred to as “Requester” or “Creator”. Individual Disbursements & Travel Services (DTS), Purchasing & Distribution Services, and Accounting) Electronic approval by Department, Cost Center, Project/Grants, PI or Capital Projects approver who creates electronic voucher Office of Financial Affairs Disbursements and Travel Services
11 Introduction to UTShare/People. Soft • APPROVE – document approval button; document moves to the next workflow step (inserting comments is optional); Generates e-notifications 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). Office of Financial Affairs Disbursements and Travel Services
12 General Terminology • Workflow • Succession of approval requests to communicate transactions information through electronic routing/notification Office of Financial Affairs Disbursements and Travel Services
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) Office of Financial Affairs Disbursements and Travel Services
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 be rerouted for approval. Office of Financial Affairs Disbursements and Travel Services
15 What is a Non-PO Voucher? • An electronic document used to generate payments to Vendors and/or individuals for Goods or Services received Office of Financial Affairs Disbursements and Travel Services
16 Types of Non-PO Expenses • CLIBA and TAC card payments • Memberships/Subscriptions • (Not to include Chamber of Commerce memberships) • Registrations • Publications • Entertainer, Artist or Promoter Contracts • Service Agreements • Non-employee reimbursements • Participant and Team/Group Travel Advances Office of Financial Affairs Disbursements and Travel Services
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 Office of Financial Affairs Disbursements and Travel Services
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. Office of Financial Affairs Disbursements and Travel Services
19 Terminology Business Unit (UTSA 1) Scheduled Date Voucher ID Cost Center Voucher Style Account Short Vendor Name Vendor ID (new format) Address Sequence Number Comments (254 Character limit) Calc Basis Date Speed. Chart Invoice Number (Project Id or Cost Center) Invoice Date Attachment Gross Invoice Amount Budget Check Office of Financial Affairs Disbursements and Travel Services
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 Office of Financial Affairs Disbursements and Travel Services
21 Roles and Responsibilities Office of Financial Affairs Disbursements and Travel Services
22 Roles and Responsibilities • Departmental Creators Responsibilities • Verify vendors profile has been created • If applicable, ensure vendors complete SIF • Submit SIF to DTS to build vendor file • Submit SIF forms via campus mail or Fax to 458 -4236 • 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/People. Soft and budget check for funding availability; electronically attach support documentation; submit document for approval Office of Financial Affairs Disbursements and Travel Services
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. Office of Financial Affairs Disbursements & Travel Services
24 Roles and Responsibilities Benefits • Front Office do not have to hand-walk paperwork to approvers or DTS • Front Office does not need to request copies of payment support • Voucher documentation is readily available electronically for review at any time during and after approval process • Eliminates potential for lost vouchers/documentation via campus mail Office of Financial Affairs Disbursements and Travel Services
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 are not accepted for processing. Office of Financial Affairs Disbursements and Travel Services
26 DTS Customer Service Standards • Process Non PO payments within 15 business days • Prepayments: must be submitted at least 5 business days prior to requested payment date. • WIRE payments: must be submitted at least 15 business days prior to requested payment date. Office of Financial Affairs Disbursements & Travel Services
27 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 Office of Financial Affairs Disbursements and Travel Services
28 Business Process Flow Office of Financial Affairs Disbursements and Travel Services
29 The Supplier Information Form • Submit SIF to DTS to build vendor file • Submit SIF forms via campus mail or Fax to 458 -4236 • Do not email due to transmission of Category I sensitive data http: //one. utsa. edu/sites/oit/OITConnect/security/Page s/sec_data_classification_std. aspx • Part I – General Supplier Information • Part II – Addresses and Certification • Direct Deposit Authorization Form Office of Financial Affairs Disbursements and Travel Services
30 Supplier Information Form (Page 1) Dept. Contact Open for Ordering Vendor’s Signature & Date Office of Financial Affairs Disbursements and Travel Services
31 Supplier Information Form (Page 2) Print or type legibly Vendors Signature Office of Financial Affairs Disbursements and Travel Services
Business Process Flow End Start Pushback (1 -level backwards) Creator - Enter Voucher, attach documentation and Budget Check Budgetary Authority – Level 1 Approved Department No Yes Denied 32 Update Voucher Budgetary Authority Level 2 Denied DTS Approved Review, Final Approve and Pay Voucher Office of Financial Affairs Denied Note: Department verifies Vendor information; complete SIF, if applicable. Disbursements and Travel Services
33 Knowledge Check What is the form that UT System approved which consolidate the W 9 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/ People. Soft to create a vendor? A. Departments B. DTS What box on SIF is marked for issuing purchase orders? Open for Ordering box Office of Financial Affairs Disbursements and Travel Services
34 Break: Guiding Principles • WE RESPECT and care for each other. • WE PARTNER to deliver excellent service. • WE VALUE and empower people. • WE CREATE positive change. • WE DO the right thing. Office of Financial Affairs Disbursements and Travel Services
35 UTShare People. Soft Navigation Office of Financial Affairs Disbursements and Travel Services
36 Navigation to Vouchers 1. Access my. UTSA page http: //my. utsa. edu 2. Click on UTShare/ Peoplesoft link Office of Financial Affairs Disbursements and Travel Services
37 Navigation to Vouchers 3. Login to UTShare/ Peoplesoft Enter my. UTSA ID 4. Enter your passphrase Office of Financial Affairs Disbursements and Travel Services
38 Navigation to Vouchers 1 1. Select Accounts Payable 2. Select Voucher Entry Office of Financial Affairs 2 Disbursements and Travel Services
39 Knowledge Check Which is the primary Voucher Style for creating a Non-PO voucher for payment? A) Regular Voucher B) Prepaid Voucher C) Journal Voucher (A) Regular Voucher Office of Financial Affairs Disbursements and Travel Services
40 Creating A Non-PO Voucher Office of Financial Affairs Disbursements and Travel Services
41 Non-PO Vouchers A) Add a New Value or B) Find an Existing Value Two Options A B Default Entries Office of Financial Affairs Disbursements and Travel Services
42 Creating a Non-PO Voucher (Selecting a Supplier) Note: Business Unit, Voucher ID, & Voucher Style will display default values 1. Enter Supplier Name, Supplier ID or perform a Lookup a. Select the Lookup Office of Financial Affairs Disbursements and Travel Services
43 Creating a Non-PO Voucher (cont’d) (Selecting a Vendor) b. Enter the Search Criteria under Short Supplier Name c. Select the Lookup button d. Select the appropriate supplier Office of Financial Affairs Disbursements and Travel Services
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 10/08/2018 4. Enter Estimated No. of Invoice Lines 5. Select Add Office of Financial Affairs Disbursements and Travel Services
45 Invoice Information Tab Full View of Page Broken down in three sections Section 1 Section 2 Section 3 Office of Financial Affairs Disbursements and Travel Services
46 Invoice Information Tab (cont’d) 6 Section 1 Details 6. Verify the accuracy of the following • Business Unit: equals to “UTSA 1” • 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 Office of Financial Affairs Disbursements and Travel Services
47 Invoice Information Tab (cont’d) 7 7. Verify the accuracy of the following • Supplier ID: & Short. Name: match the intended vendor being paid • Location: equals “UTSA 1” • 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” Office of Financial Affairs Disbursements and Travel Services
48 Invoice Information Tab (cont’d) 8 7. Verify the accuracy of the following • Total: equals the Invoice total amount • Difference: compares Invoice Lines: and Total: ; the amount will be negative the invoice amount until the invoice lines are distributed Office of Financial Affairs Disbursements and Travel Services
49 Invoice Information Tab (cont’d) 10/08/2016 9 9. Attach support documentation Office of Financial Affairs Disbursements and Travel Services
50 Invoice Information Tab (cont’d) 9 b 9 a 9 c • 9 a. Once the Add Attachment has been pressed • 9 b. Another screen will prompt the user to Browse for the support documentation • 9 c. Upon locating the support documentation, Upload Office of Financial Affairs Disbursements and Travel Services
51 Invoice Information Tab (cont’d) 9 d • 9 d. Once uploaded, add description 9 e • UTSA_AP_(vendor name)_INV#_date • UTSA_AP_Service Agreement_(vendor name)date • 9 e. Press OK, the documents have been successfully attached Office of Financial Affairs Disbursements and Travel Services
52 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 Office of Financial Affairs Disbursements and Travel Services
53 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, UTSA_AP_BEF_Catering Kate, UTSA_AP_Service Agreement_Rowdy UTSA_AP_CLIBA_ M. Morgan UTSA_AP_TAC_Mary Garcia • Must scan documents in “sequential/consecutive order” (pg 1, pg 2, pg 3, pg 4; CLIBA part 1, CLIBA part 2, etc. ). • Layout image must be in upright position and ready for viewing. Documents must be legible. If document are not legible, they will be returned for re-scanning Office of Financial Affairs Disbursements and Travel Services
54 Invoice Information Tab (con’t) 10 10. Input comments as applicable Note: 254 character limit 10 Office of Financial Affairs Disbursements and Travel Services
55 Invoice Information Tab (cont’d) 11 11. Pay Terms defaults to NET 30, on occasions other options will need to be used Office of Financial Affairs Disbursements and Travel Services
56 Invoice Information Tab (cont’d) 13 12 12. Pay Schedule equals “Manual” 13. Select to decide Basis Date Calculation Office of Financial Affairs Disbursements and Travel Services
57 Invoice Information Tab (cont’d) Details of Step 13 Defaults to Texas Prompt Pay 13 d 13 a 13 c 13 b 13 a. Enter Invoice Receipt Date and Goods/Service Receipt Date 13 b. Select Calculate to derive at the Pymt Basis Date 13 c. Enter Services Start Date/Service End Date and select Update ALL Voucher Lines (to reflect these dates on all voucher lines) 13 d. 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 Office of Financial Affairs Disbursements and Travel Services
58 Invoice Information Tab (cont’d) 14 17 15 Section 2 Invoice Lines 16 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 Speed. Chart Office of Financial Affairs Disbursements and Travel Services
59 Invoice Information Tab (cont’d) 21 19 18 08/3/2016 8/31/2016 20 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 Office of Financial Affairs Disbursements and Travel Services
60 Invoice Information Tab (cont’d) View of Multiple Lines Each Line has a dedicated Distribution Line Section 2 & 3 Office of Financial Affairs Disbursements and Travel Services
61 Invoice Information Tab (cont’d) Section 3 22. Enter Account code 23. Select Calculate to compute Line Amounts to Distribution Lines 23 22 Office of Financial Affairs Disbursements and Travel Services
62 Invoice Information Tab (cont’d) 26 25 24 24. Click the Calculate button located approximately 1/3 from top of the page; review and/or correct any discrepancies, as needed. 25. Ensure the Difference equal “ 0. 00” 26. Select Payments Tab Office of Financial Affairs Disbursements and Travel Services
63 Payment Tab 27. Review payment information and select Save. Office of Financial Affairs Disbursements and Travel Services
64 Payment Tab (cont. ) 28 30 29 28. Three additional Tabs are displayed 29. A Voucher ID is assigned 30. Go to Action; select Budget Checking 31. Select Run 32. Select Yes from the pop-up message Office of Financial Affairs 31 32 Disbursements and Travel Services
65 Summary Tab Budget Checking Budget Status • Valid • Not Chk’d • Error • On Summary Tab verify Budget Status • If Budget Error exists, you will need to correct before submission Office of Financial Affairs Disbursements and Travel Services
66 Budget Errors E 1 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) E 2 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. ) E 6 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. ) www. utsa. edu/financialaffair/training/DTS/UTShare. Budget. Checking. Exceptions. Examples 2. pdf For additional Budget Exceptions in relation to AP vouchers Office of Financial Affairs Disbursements and Travel Services
67 Payment Tab Office of Financial Affairs Disbursements and Travel Services
68 Voucher Attributes Tab Note: Pay Cycle is processed daily (ACH) at noon; the printing of checks is processed three times a week (Mon/Wed/Fri). Anofadditional Office Financial location Affairs for Submit for Approval Disbursements and Travel Services
69 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 Office of Financial Affairs Disbursements and Travel Services
70 Invoice Information Tab 33 32 32. Select Submit For Approval 33. Able to enter approval comments before submitting Office of Financial Affairs Disbursements and Travel Services
71 Summary Tab Office of Financial Affairs Disbursements and Travel Services
72 Summary Tab Office of Financial Affairs Disbursements and Travel Services
73 Processing Non PO Voucher E-Notification 1 1. Requester will be able to follow history of voucher 2. Approver will receive enotification from requester. Office of Financial Affairs 2 Disbursements and Travel Services
74 Processing Non PO Voucher E-Notifications Approver must Approve or Deny document. If approved, document will route to next budget authority Office of Financial Affairs Disbursements and Travel Services
75 Processing Non PO Voucher E-Notification – Send Back/Deny Should Approver Send Back/Deny the document Approver Comments are required Voucher will be returned for modifications The document can be resubmitted for approval Office of Financial Affairs Disbursements and Travel Services
76 Processing Non PO Voucher E-Notification Pushback Note: Secondary approvers can push voucher approval back to prior approver for review. Office of Financial Affairs Disbursements and Travel Services
77 Processing Non PO Voucher Ad hoc Approver An approver can “ad hoc” another approver as a “Reviewer” or “Approver. ” 1. Select Approval Chain 2 2. Select the “plus” sign to ad hoc another approver. 3. Enter the Employee ID or use Search and Select “Insert” 3 1 Office of Financial Affairs Disbursements and Travel Services
78 Related Documents Tab Payment Reference Select this Tab to review the payment status 06/28/2017 After saving the voucher, the Payment Status will reflect “Not Selected for Payment” until the payment has been final approved and posted. Office of Financial Affairs Disbursements and Travel Services
79 Related Documents Tab Payment Reference After Payment is made, the Payment Reference will display the Check # or ACH Ref # Office of Financial Affairs Disbursements and Travel Services
80 Creating a Non-PO Voucher (Citibank) NOTE: Make sure the Vendor Location shows the default “UTSA 1” Vendor Locations for Citibank: 1. 2. 3. 4. UTSA 1 (Procard) UTSA 2 (CLIBA) UTSA 3 (TAC) UTSA 4 (ONECARD) Office of Financial Affairs Disbursements and Travel Services
81 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 Office of Financial Affairs Disbursements and Travel Services
82 Creating Non PO Voucher Section 1 (Citibank payment cont. ) Section 2 Section 3 Office of Financial Affairs Disbursements and Travel Services
83 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) leave it blank Office of Financial Affairs Disbursements and Travel Services
84 Creating Non PO Voucher (Citibank Payment Cont. ) Office of Financial Affairs Disbursements & Travel Services
85 Wire Transfer Request • Applies to foreign vendors with foreign bank accounts • Requires W 8 -BEN to setup vendors in UTSHARE/People. Soft • Complete the Wire Transfer Request form • http: //www. utsa. edu/financialaffairs/Forms/details. cfm? form_number =151 • On Invoice Information tab, select NET 00 Payment Terms Type • Within Comments, state Wire Transfer Request attached • A $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 Office of Financial Affairs Disbursements and Travel Services
86 Section A: Creator information Section B: Invoice Information Section C: Payment Processing, the specific cost center. (in addition the $7 is stated here also) Section D: Vendor Banking Information Certification: Signed by the department budgetary authority Approval: DTS will review, sign, and process. Office of Financial Affairs Disbursements and Travel Services
87 Completed Wire Transfer Request Office of Financial Affairs Disbursements and Travel Services
88 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 Office of Financial Affairs Disbursements and Travel Services
89 How to Process a Prepaid Voucher 2 3 4 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=6 xxxx) Office of Financial Affairs Disbursements and Travel Services
90 How to Process a Prepaid Voucher 5 6 a 6 7 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 Office of Financial Affairs Disbursements and Travel Services
91 Front Office End-of-Year Accrual Business Process Criteria: • Goods and Services received prior to August 31 • Must be Over $10, 000 threshold • Payment processed after August 31 Departments must: • Create Non-PO Voucher in UTShare/People. Soft in New FY. • Record Prior Year Service Dates • Submit complete documentation to DTS by EOY Deadlines Office of Financial Affairs Disbursements and Travel Services
92 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. 04) Business-Related Hospitality & Entertainment (AM 553) Travel Advance Process (PS 0309) Travel Reimbursement Process (PS 0310) Additional Resources http: //www. utsa. edu/utshare/Training/References/ http: //hrsupport. utsa. edu/support Office of Financial Affairs Disbursements and Travel Services
93 Reference Material • Budget Checking Exceptions (cheat sheet): https: //www. utsa. edu/financialaffairs/training/DTS/UTShare. Bud get. Checking. Exceptions. Examples 2. pdf • Combo Edits Cheat Sheet http: //www. utsa. edu/financialaffairs/accounting/tips. html • Updated Business Processes (Financial Area Representatives: FAR) http: //www. utsa. edu/financialaffairs/far. cfm Office of Financial Affairs Disbursements and Travel Services
94 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 Office of Financial Affairs Disbursements and Travel Services
95 Summary & Questions Office of Financial Affairs Disbursements and Travel Services
96 Summary • Purpose/Objective • General Info/Crosswalks/Roles & Responsibilities • Business Process Flow Charts • UTShare/People. Soft Navigation • Creating a Non-PO Voucher (Prepaids) Office of Financial Affairs Disbursements and Travel Services
97 QUESTIONS Office of Financial Affairs Disbursements and Travel Services
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