AP Please Pay Vouchers

AP Please Pay Vouchers Table of Contents Table of Contents 1 Payment Process Basics 2-4 Reimbursement & Direct Pays 5 Additional Preparation Information 6 What is an Invoice 7 Create Vouchers Invoice Number Convention 8-16 Invoice Date Convention 17-18 Add a New Voucher 19-23 Voucher Register 24-25 Find an Existing Voucher Search Feature 26 Making Changes 27 Voucher Specifications Summary Page 28 Payment Information 28 Voucher Attributes 29 OU Voucher Info 29 Budget Check Exceptions 30-32 Final Please Pay Submission 33 Warrant (Check) Information 34 Ondemand Payments (Refunds & Change/Petty Cash Fund) 35-41 Accounts Payable Contact Information Main Phone Number: (405) 271-2410 Group Emails: Management AP-Management Files AP-Files Processing AP-Processing Travel AP-Travel Vendors AP-VendorOffice (HSC) Campus Mailing Address: SCB 218 AP Fax Number: (405) 271-3981 Page 1

AP Payment Basics The Accounts Payable process involves many different people in many different areas. Colleges Core Users End Users Payment Processing Departments Purchasing Dept Suppliers/Vendors Accounts Payable Travel Please-pay Vendors Accounts Payable PO payments Specialty Files/Records Management Page 2

AP AP Payment Basics Process Flow Chart Department collects completed vendor forms and forwards them to the Accounts Payable (AP) Vendor area. AP Vendor area audits the documents, enters/approves the vendor in PeopleSoft. 1 st DAY Vendor records are transmitted to the Office of Management and Enterprise Services (OMES). 2 nd DAY AP downloads new OMES vendor file to include new records. Department places order with a vendor or requests a purchase order from Purchasing. Vendor ships product or provides service. Vendor invoices the requesting department. Department prepares/approves both PO and non-po invoices, entering only non-po invoices into PeopleSoft. After approval, (and entry if applicable) submit invoices/voucher paperwork to AP Dept. AP Clerks audits the payment request, obtains any additional necessary approvals, and processes payment. 1 st DAY Payment is sent to OMES, Claim number is assigned, paperwork is reviewed and filed by AP Records/Files area. OMES approves payment file and sends to Oklahoma State Treasurer (OST). 2 nd DAY OST sends the payment file to AP Records/Files area to print and distribute warrants (checks). The warrants are mailed or distributed for pickup same day. Warrants may not appear in PeopleSoft the same day. Page 3

AP AP Payment Basics Three types of payments: Please Pay (direct purchases & reimbursements) Purchase is allowed within the Small Dollar Purchasing Guide, product received, is invoiced direct to the department, and payment is enter on voucher in PeopleSoft. Purchase Order Payment (requisition/po purchases, covered in PO Activity & Invoice class) Purchase is not allowed within the Small Dollar Purchasing Guide, so department enters a requisition, purchasing issues a purchase order on the requisition, product received, invoice received by department then prepped and sent to AP for payment on the PO. Travel Voucher (covered in the Travel class) Travel reimbursement for business travel expenses incurred. These are submitted on a Form 19 and either by department before routing to AP. For travel payment information, attend the Travel training class. Page 4

AP Invoice Preparation Please Pay Payment Requests 1. Reimbursement Documentation Requirements 1) See AP Policies and Procedures page at http://www.ouhsc.edu/financialservices/ap/rdr.asp. 2) Detail receipts 3) FORM 3 (if necessary) forms are available on the Accounts Payable Website. http://www.ouhsc.edu/financialservices/documents/ap_forms/osf3.pdf 3) Any additional pertinent documentation and information. Sign-In sheets/ Agenda 4) Voucher Register printed from PeopleSoft payment entry. Signature of Higher Institutional Authority 5) Preparation Tape down all small pieces to 8 ½ x 11 piece of paper Use paperclips no staples 2. Direct Payment Documentation Requirements 1) Properly Prepared Invoice Date Stamp when received in mail If no vendor provided invoice #, write invoice # to be used on the documentation (refer to invoice conventions) Highlight (prefer yellow or green): invoice number, invoice date, remit address, and amount to be paid Only pay current amount Remove taxes/finance charges/ late fees Verify contains OUHSC bill to (no home addresses) 2) Any additional pertinent documentation and information. Sign-In sheets Independent Contractor/Honorarium form Agenda 3) Voucher Register printed from PeopleSoft payment entry. 4) Preparation Tape down all small pieces to 8 ½ x 11 piece of paper Use paperclips no staples ONE COPY of the invoice ONLY if absolutely necessary to return with check Reference voucher checklist: http://www.ouhsc.edu/financialservices/documents/ap_forms/checklist_voucher.pdf Page 5

AP Invoice Preparation Additional Prepping Information: Verify that the invoice amount does not include SALES TAX. OUHSC is tax exempt. (The only exception is reimbursements to employees). Sales Tax Exempt permit is available on the Accounts Payable Website. http://www.ou.edu/purchasing/home/forms/tax_exemption_letter.pdf If paying lodging direct within the state of Oklahoma, the University is also exempt from occupancy/room taxes. Vouchers for FOOD purchases must contain the following information: Actual BUSINESS purpose of the food purchase If for a meeting or function list the number of people that attended. (If 10 or less provide full names of attendees) Be within the food and beverages per person allowance: $25 Receptions $25 Breakfast $40 Lunch $80 - Dinner A copy of the Meeting Agenda is acceptable documentation List the name of the group or organization that the function was for you must show the relationship to the University. NOTE: When processing FOOD Reimbursements, please make sure that the food purchases were not made while the employee was in travel status. If the employee was in travel status, you will need reference the travel on the reimbursement request and adjust the per diem of the employee on the travel reimbursement. Page 6

AP Invoice Preparation What are Invoices? Invoice = Regular Invoices with Invoice # s Order Forms (books, magazines, subscriptions) Registration Forms (seminars, meetings) Telephone Bills, Utility Bills, Rent, Insurance, etc. Invoice = Monthly Statements 3 Main Components of an Invoice 1. Bill to Address The invoice should be billed to the University, an identifiable Department within, or an identifiable Project thereof. If not easily identifiable an explanation of the relationship should be included in the voucher comments. 2. Remit to Address The address in which the payment should be mailed. This address must also be in the vendor record in PeopleSoft. 3. Detail Information This would be the detail of what was purchased or service provided to include quantity, descriptions, and amounts. Page 7

AP Invoice Number Convention DIRECT VENDOR PAYMENTS Invoice number provided on document? Yes No Use invoice number only upper case alpha numeric characters, with leading zeros, up to 30 characters, no spaces. Other individual identifying document number (i.e. order number, receipt number, folio number, etc that identifies that specific document, not just the account)? Yes No Use the identifying number with upper case alpha numeric characters, with leading zeros, up to 30 characters, no spaces. Identifying account number, once a month billing (payment for dept/univ not under an individual s name)? Yes No Use the account number with Month & Year End of Service, i.e., 250101063130NOV11. Identifying account number, multiple monthly billing (payment for dept/univ not under an individual s name)? Yes No Use the account number with Month, Day & Year and end date of Service, i.e., 250101063130NOV1011. Identifying account number, billing for a period of time (payment for account under an employee name, i.e. membership, license, subscription)? Yes No Use the account number, last name of employee and Month & Year end date of covered period, i.e., 32639RDOEDEC07. If not for a specific employee, but rather for department use 32639RDEC07. None of the above, other. Yes See following pages for printed examples, then email document to AP-Processing if further instruction is needed. Page 8

AP Invoice Number Convention Invoice Number Convention The field is thirty (30) characters long. If the vendor provides an invoice number, it should be used and not altered Every voucher MUST have an invoice number. All zeros is not acceptable. Any combination of upper case alpha and/or numeric character is allowed. Leading zeros and characters are valid Invoice# field values. NO spaces, dashes, non-alpha or non-numeric characters. Identifiable Invoice Number = 846304190 = OBGYN20072 Identifiable Invoice with Leading Letters and Zeros Invoice number including all leading letters and zeros = IN000003605 Monthly Statements, No Invoice Number (i.e. Utilities, etc) Account Number, Month & Year End of Service Period = 250101063130NOV11 If no Account Number: Month & Year End of Service = NOV11 Page 9

AP Invoice Number Convention Contractor, One Invoice per Month, NO Invoice Number Last Name & Ending Service Month/Year MMMYY = JOHNSMAY11 Contractor, Multiple Invoices per Month, NO Invoice Number Last Name & Ending Service Date MMMDDYY = KENNEYSEP0411 NOTE: Using ending service date because the invoice date is in the inv date field and the ending service date information lets you easily identify overlapping service invoices. Rental Statements per Month, Multiple Periods, NO Invoice # Account Number & Statement Month and Year MMMYY = 4685OCT11 Page 10

AP Invoice Number Convention Patient Med Svc to Vendor, NO Invoice #, Monthly Statement Master Account #, MMMYY of services = 009916SEP11 Patient Services with NO Invoice Number with Account # Account Number only = 636611279 OU NORMAN: University Printing Services Printing services reuses invoice numbers per account so have required us to provide the Invoice # + Customer # on each payment. = 72659HJC999 Vendor Specific- MGMA MGMA does not number invoices. All invoice numbers are listed as PROFORMA. The identifying number is the ORDER NUMBER. = 1101505210 Page 11

AP Invoice Number Convention Subscription/Member/License NO Invoice # NO MBR/SCPTN/LIC # Last name, Subscription/Member/License End Date Jane Doe = DOEDEC07 NOTE: if departmental subscription/membership/license, not individual, use End Date only. Membership Dues with Membership # NO Invoice Number Membership #, Last Name, & End Date NOTE: if departmental membership, not individual, use Member # and End Date. = 32639RDOEDEC07 Subscription with Subscription # NO Invoice Number Subscription #, Last Name, & End Date = 123456DOEMAY12 NOTE: if departmental subscription, not individual, use Subscription # and End Date. License with License # NO Invoice Number License #, Last Name, & End Date = 12345DOEJUN12 Page 12

AP Invoice Number Convention Registration NO Invoice Number Last Name, Event Starting Date = DOEOCT1706 Note: for PO payments, PO # will be added preceding Starting Date MMMDDYY Course with NO Acct #, NO Invoice Number Last Name & Course Starting Date MMMDDYY = LUETKEMEYERAUG2911 Exam with NO Acct #, NO Invoice Number Last Name & Exam Date MMMDDYY = PANTDEC1510 Exam App with NO Exam Date, NO Acct #, NO Invoice Number Last Name & Exam Expiration Date MMMYY = DOEJUN12 Page 13

AP Invoice Number Convention Account #, Last Name of traveler Hotel per person with Acct #, NO Invoice or Folio Number use Acct # and guest last name NOTE: 1 payment per person = 4129VOLPE Hotel with Folio #, NO Invoice Number use Folio Number NOTE: 1 payment per Folio # = 538298 Hotel NO Folio #, NO Invoice Number, Rolling Statement* NOTE: 1 payment per person = GV435GROTHAUS *Rolling Statement is a statement in which the charges continue to roll over to the next bill detail until payment has been applied to them. They don t appear as previous balances. They appear to be current balances. Each stay must be paid on separate payments to prevent duplicate payments. Hotel NO Folio #, NO Inv#, 1 Event PER BILL, NO Rolling Statement* Account #, Ending Month/Year of Event MMMYY = 2254FEB11 Page 14

AP Invoice Number Convention Misc Vendor Services, NO Invoice Number 1. Acct #MMMDDYY of Date of Service = 77NOV1011 2. No Acct #, Date of Service (if one day billing) - MMMDDYY = JAN1312 3. Month of Service (if monthly billing) - MMMYY = JAN12 NOTE: If payment is made against a PO, the PO# will precede the MMMYY. Reimbursements (For invoice date see page 17) Last Name with Last Month, Day, and Year of Receipt MMMDDYY, e.g. DOEJAN0312, DOEJAN1312. If multiple receipts are being reimbursed, you would use the most recent receipt date. NOTE: Receipt date means transaction date (date money was exchanged). Please use these dates in this order, 1 being most accurate, the most recent date available is most accurate: 1. Bank or credit card statement 2. Date of check 3. Receipt date For cell phone and data plans, if you have none of the above 3 dates, (for instance you are using a Form 3 as payment documentation) you would use the last date of the plan period. This would be DOENOV0908 Page 15

AP Invoice Number Convention Other NO Invoice Number Scholarships Last Name with payment term, i.e. semester, month, or travel period Paid by semester =JONESFALL11, JONESSPRING11 Paid by month or one time payment = JONESMAY11 Paid for non-qualified travel (for travel ending May 15, 2011) = JONESMAY1511 Patient Refund / Research Subjects NO Account Last Name with Last Date of Service MMMDDYY (e.g.,washingtondec3106) Patient Refund / Research Subjects WITH Account Account number, Last Name with Last Date of Service (e.g.,1234washingtondec3106) Other Refund Invoice number or Account number as applicable Combination Invoice Documents Combining Invoices When paying invoices for less than a $1, you must combine it with another invoice. Use the main invoice number (the invoice with the largest amount) then the invoice number less than a $1 directly after the other with no spaces or characters. Also, submit a copy of both invoices with the original so it can be mailed to the vendor with the check. Credit Memos Enter the invoice number then CM then the credit memo number i.e. 00789CM88545 Payment Addendums and Reissues Addendum When an invoice is accidentally short paid and an additional amount needs to be paid the invoice number should be the same as the original payment, but add A (for addendum) at the end. Reissues When a payment on 701 or 703 cash has cancelled by statute or payments on any funds have been hard cancelled, a new payment must be entered for the same invoice into PeopleSoft and add RP (for re-process) at the end of the invoice number field. Only enter a new voucher if advised by AP to do so. Page 16

AP Invoice Date Convention Any date provided on documentation that shows when the invoice was generated would serve as Invoice date in the absence of one. If no generated date available, use these in this order, 1 being the most accurate: 1. Statement date 2. Department received date (stamp) 3. Date of entry into the accounting system Electronic Invoice (via email) with NO Invoice Date Email Date = 7/7/2011 Hotel Statement with Statement Date and Folio Date, NO Invoice Date Statement Date = 12/21/11 AT&T Invoice with NO Invoice Date The date is listed at the end of the invoice number = 10/11/12 Page 17

AP Invoice Date Convention PREBILLING OF SERVICES with NO Invoice Date or document generation date October 24, 2012 POSTBILLING OF SERVICES with NO Invoice Date or document generation date use the last date in service date range November 6, 2012 Service Invoice with NO Invoice Date, with a period closing date or document generation date use the closing/generation date Reimbursements The invoice date should be the oldest receipt date. NOTE: Receipt date means transaction date (date money was exchanged). Please use these dates in this order, 1 being most accurate, the most recent date available is most accurate: 1. Bank or credit card statement 2. Date of check 3. Receipt date Scholarships (travel & Other) - the beginning of the covered period being paid. Paid by semester, first day of semester Paid by month, first day of the month Paid for non-qualified travel, first day travel began Page 18

AP Please Pay - ADD Peoplesoft Entry Step 1: Menu Choices Accounts Payable Vouchers Add/Update Regular Entry Step 2: Begin Entry IF YOU NEED TO ASSIGN THE PAYMENT SKIP TO 8. DO NOT ENTER ANY INFORMATION ON THIS PAGE. 1. Business Unit = OUHSC 2. Voucher ID will always default to NEXT. (NEXT allows the system to automatically assign the next available voucher #) 3. Complete Supplier Name or Supplier ID number. Use magnify glass button to search for vendor as necessary. 4. Enter the Invoice # 1 2 3 5. Invoice Date 30 characters in length No non-alpha/non-numeric characters, such as (-,/) 6. Total Dollar Amount of the Invoice 8 7 5 6 4 7. PO Business Unit and PO Number are for AP use only. 9 8. Enter the # of lines that you will have descriptions for. 9. Press ENTER or Click ADD Page 19

AP Please Pay - ADD Step 3: Review Invoice Information Supplier Name, Remit To address (on Payments Page), Invoice #, Invoice Date, Total Amount of Invoice. (This information prints on the warrant and/or warrant stub, therefore it is imperative that the information is accurate and matches exactly with the vendor s invoice.) NOTE: Source Document Area (PO Unit, Purchase Order, Worksheet Copy Option) are for Accounts Payable personnel use only Do not enter into these fields. If the Remit To address is incorrect, click on the magnify glass next to location to pull in the correct Remit To address. Step 4: Verify Supplier Remit to Information Choosing the address by location will correct the address on the Invoice Information page and the Payments page. You can view the full address on the Payments page of the voucher. (See Vendor manual for details on the Vendor setup and/or address additions) Page 20

AP Please Pay - ADD Step 5: Enter Comments Information The Comments link will open the comments page and allow you to enter additional invoice information. This information can be any information you want stored electronically in the voucher for your reference or any information you need to communicate to Accounts Payable such as business purpose, number/names of attendees, etc. Will allow up to 254 characters. Click OK when finished. Step 6: Add Attachments Attachments can be added to the voucher through the Attachments link on the Invoice Information page. A multitude of file formats can be attached, such as.pdf,.doc,.xls., jpg, et c Attachments can be added by the Enterer or AP. The approvers have no edit access and therefore cannot add attachments. Each attachment keeps the user and date/time stamp on record AP will continue to require your original documents Page 21

AP Please Pay - ADD Step 7: Invoice Lines When coding invoices, there is the possibility that you will have multiple items on the invoice that need to be properly described and broken out into separate line items. These lines are called Invoice Lines. Complete the Description field to describe the items that were purchased. For multiple lines for description, use the Add/Delete buttons to add or delete invoice lines. Note: It is not required to have a separate invoice line for each GL or chart field spread. See Distribution Lines below. Page 22

AP Please Pay - ADD Step 7: Distribution Lines When coding invoices, there is the possibility that you will have multiple items on the invoice that need to be properly coded and broken out into separate Chartfield spreads. These lines are called Distribution Lines. The Chart field spread will include the GL Account, Fund, ORG, Program, Class, and Project/Grant, if necessary. The Budget Date will drive which Fiscal Year the expense will be charged to. Budget date should be within the same fiscal year as the invoice date, service date, or order date on 290 and 430 funds. For a fund guide see : http://www.ouhsc.edu/financialservices/downloads/fin_svcs/gl_funds.pdf Use the Add/Delete buttons to add or delete distribution lines Use the Copy Down to add a new line with your chartfield Use the Calculate Button to ensure the voucher is in balance as data is entered. Step 8: Payments Page After entry on is complete on the invoice information page, click on the Payment Page. Review/Verify the payment information to ensure the correct remittance address has pulled from the invoice information page. THIS IS THE ADDRESS THAT WILL PRINT ON THE CHECK STUB FOR MAILING. Page 23

AP Please Pay - ADD Step 9: Enter Contact Information The OU Voucher Info page contains the required Contact Name and Phone Number fields. List the information for the person that should be contacted if there are questions about the voucher. Last Name,First Name without any spaces. Step 10: Save your Entry If the Voucher ID is NEXT, the voucher has NOT been saved. You have two options; Save and Save For Later Save For Later: Assigns a voucher ID and creates an Incomplete voucher Incomplete Voucher = this is for when you don t want vouchers to run through budget checking or route for approval yet. For instance you need to route paperwork for outside approval before you send to your approver in the system. Save: Assigns a voucher ID and will mark voucher to run through budget checking automatically. If passes budget checking, will run through workflow to the approver to approve. (Takes approximately 1 hour) Step 11: Voucher Entry Budget Error Every hour budget checking runs. Every hour a budget error process runs. If a budget error exists the system will send an email to the voucher enterer to inform them of the error. The system will only email an enterer once a day. This means if the same enterer receives another budget error the same day, they will not receive another notice. The next day, any unresolved errors will be on the first email of the day. If a budget error exists the voucher will not route to the approver in the worklist Page 24

AP Please Pay - ADD Quick Reminders: Obtain appropriate approval signatures Highlight: invoice date invoice number remit address amount to be paid Tape down small receipts, invoices etc Make copies for your files Send originals with voucher register & other backup to AP paper clipped, not stapled. Feature: Assignments If you need to make an assignment payment, both vendors must be setup in the PeopleSoft vendor file. Please contact the Accounts Payable office at 271-2410 for detail instructions. Page 25

AP Please Pay - ADD PeopleSoft Entry- Travel Vouchers Invoice Number = Department Preference/ Convention. AP will not regulate this, but will add a log number to the front of the invoice ID. Invoice Date= First day of travel Supplier = Supplier ID of the traveler Line Description= Location of travel (City) and abbreviated topic/ name of conference GL = 701126 (AP will correct after review) Chart field spread= per your department Contact name and number for claim questions/ assistance Use Save for Later so vouchers don t go through workflow immediately Submission Print voucher register and attached to the back of the Form 19 and mail/ deliver to Travel SCB 218 Approval After AP reviews and updates the voucher, we will send an notification email to the approver to Approve the voucher in PeopleSoft Page 26

Print Voucher Register Step 1: Menu Choices OUHSC MAIN MENU Accounts Payable Voucher Register Report Step 2: Generate Voucher Register Report Select your Run Control. Complete the From Voucher ID and To Voucher ID OR the From Date and Through Date ~ DO NOT COMPLETE BOTH. In addition to one of the previous two, you can complete the User ID field to only receive the registers with you as the creator. Select to Print the Voucher Line & Distribution Line Click Run REQUIRED Voucher ID or Date Optional User ID Select PSNT as Server Name. Click OK Page 27

Print Voucher Register Step 3: Print Voucher Register Report Go to Process Monitor Click Refresh until the run status goes to Success and the distribution status is Posted Once the Run Status has changed to Success, click on Click on View Log/Trace. Click on the name of the report (the.pdf file.) An Adobe Acrobat window will appear. Click on the printer icon to print the report. Page 28

AP Please Pay Find an Existing Voucher Step 1: Menu Choices Accounts Payable Vouchers Add/Update Regular Entry Step 2: Find Existing Voucher Business Unit = OUHSC Search Options Include: Voucher ID Number Department Invoice Number Invoice Date Short Supplier Name Supplier ID Supplier Name Entry Status Budget Checking Header Status Incomplete Voucher Feature: Search Options When using the search feature, you will have multiple search options. Some of the choices are begins with; contains; between; etc. Page 29

AP Please Pay Find an Existing Voucher Making Changes to Existing Voucher You will be able to make changes/corrections to an existing voucher as long as it has not gone through budget checking. If the budget status is Valid your approver will need to Deny the voucher in workflow for you to make changes. Save Changes Clicking Save will resubmit the voucher for budget checking and workflow approval Summary Page The Summary Page tab is a view-only page and appears only after the voucher has been saved. It displays additional information about the status of the voucher including created by and date, last modified by and date and budget checking status and Approval history. Page 30

AP Please Pay Find an Existing Voucher Payment Information The Payments tab is a view-only page that contains the vendor remit address where the check will be mailed. Please ensure the correct address was chosen. The Handling code tells how the check was distributed (returned to department, mailed with backup, mailed without backup, etc). The payment date is the date the payment was processed by AP. Two business days later, a warrant is issued. Page 31

AP Please Pay Find an Existing Voucher Voucher Attributes The Voucher Attributes tab is a view-only page that displays additional information and primarily used by AP Staff. OU Voucher Info The OU Voucher Info tab contains the Claim Number Payment type (Warrant, EFT or Interagency Transfer) Payment Number Payment Date Redeemed Date or Cancelled Date Page 32

AP Please Pay Find an Existing Voucher Approval History Click on Approval History to see the status of a voucher in work flow. Initiated = Waiting to be picked up by the next workflow process (runs once an hour) Pending = Currently in worklist of Multiple Approvers. Click the blue link to see a list. Awaiting Further Approvals = Waiting on a previous approval step Approved = Approved in workflow by an approver in that step Denied = Voucher has been denied. The enterer of the voucher will get an email indicating the voucher has been denied and directing them to view Approval history comments Page 33

AP Please Pay Find an Existing Voucher View History Click on View History to see any previous approvals, denials or comments. Comment History Click on Comment History and View History to see any previous approvals, denials or comments. Page 34

AP Please Pay Find an Existing Voucher Find Incomplete Vouchers Business Unit= OUHSC Search options Incomplete Voucher Incomplete vouchers are created by using Save for Later upon voucher creation Incomplete vouchers do not get budget checked or go into Approval workflow Page 35

Research Budget Check Exceptions Looking for Budget Check Errors In addition to the budget error email, you can search for vouchers with budget check errors from the Voucher Search page. This should be done after a large batch of vouchers are budget checked to ensure none were missed. From Find an Existing Value in the Budget Checking Header Status field choose Error in Budget Check. Page 36

Research Budget Check Exceptions Research through the Voucher Accounts Payable Vouchers Entry Regular Entry Go to Summary page Click on Exception Link Warning message will appear to notify that errors exist. Page 37

Research Budget Check Exceptions Reasons for Budget Check Errors Vouchers may fail budget check for several reasons: No Budget Exists Budget Date out of Bounds Exceeds Budget Tolerance In cases where the voucher fails budget check, errors must be researched and corrected before the voucher can successfully pass budget check and be paid through Accounts Payable. The error(s) will indicate what changes need to be made to the voucher and/or to the budget. No budget exists Budget has not been established or wrong budget date entered. Date out of bounds Budget date on voucher is outside the effective budget period. Exceeds Budget Tolerance Voucher amount exceeds the remaining available budget. Page 38

Final Please Pay Submission Putting it all Together Page 1 Voucher Register Page 2 Invoice or Reimbursement Receipts/Form 3 Page 3 Any additional documentation (Meeting Agenda, Sign-in sheets Approved Independent Contractor/ Honorarium Forms) Bundle all paperwork together with one paperclip per payment Page 39

Warrant (Check) Information Warrant Information: Inv # Date Amount All warrants include remittance information on the check stub, therefore copies of invoices are not typically mailed with the warrant unless absolutely necessary or indicated by the department. Claim # Voucher # ORG Warrant (Check) # Remit to Address Chosen on Voucher Page 40

AP Please Pay Ondemand Payments Feature: Ondemand Payments If you have received money deposited into a University fund and need to refund it for any reason, you do not have setup a vendor record for the company/individual being refunded. You can enter a refund through the ondemand system. Every voucher enterer has access to also enter ondemand refund payments. In addition, establishment of change/petty cash funds and petty cash replenishments are processed through the ondemand system to avoid the direct deposit of these funds into a personal account. Step 1: Menu Choices OUHSC Main Menu Accounts Payable Ondemand Check Entry Add a New Value o Choose the appropriate plan type for the type of refund being processed: o AP Office Only: Only available to AP Staff for entry o Bursar s Office Only: Only available to Bursar Staff for entry o Change/Petty Cash Fund: All establishments and reimbursements o Other Refund: All non-patient refunds o Patient Refund: Patient overpayment related refunds o Payroll Office Only: Only available for Payroll Office use Page 41

AP Please Pay Ondemand Payments Step 2: Entry 1. Check Amount 2. Payee Name ALL CAPS NO PUNCTUATION 3. Payee Street, City, State, & Zip: ALL CAPS VERIFY WITH USPS.COM USE 9 DIGIT ZIP CODE 4. Contact Name & Phone Number LAST,FIRST EITHER PHONE OR EXT 5. Comments any additional comments related to the reimbursement. These will print on the check stub to help recipient identify the check. 6. GL and Chartfield Dept chartfield required With the exception of Change/Petty Cash Fund, GL must begin with 482 Change/Petty Cash Funds, please follow applicable policy for GL. If nonresearch participant petty cash replenishment choose the most overall appropriate gl code. Then a JV must be done after the payment is made to reclass the GL accounts to the appropriate expenditure codes. 7. Invoice Reference use standard invoice number conventions. 8. Click SAVE and write down Transaction ID (this is equivalent to a voucher ID) Page 42

AP Please Pay Ondemand Payments Step 3: Print Ondemand Report (similar to voucher register) 1. Navigation OUHSC Main Menu Accounts Payable On demand Report Find an Existing Value Click Search 2. Enter Transaction ID (from and to) 3. Click RUN Page 43

AP Please Pay Ondemand Payments Step 3: Print Ondemand Report (similar to voucher register) 5. Run on the PSNT Server and click OK 6. Go to Process Monitor 7. Click Refresh until Run Status is Success 8. Click on Details Page 44

AP Please Pay Ondemand Payments Step 3: Print Ondemand Report (similar to voucher register) 9. Click View Log/Trace 10. Select report (OUODVCHR PDF file) Page 45

AP Please Pay Ondemand Payments Step 3: Print Ondemand Report (similar to voucher register) 11. Print ON DEMAND report for each payment 12. Must be singed with budgetary approval Change/Petty Cash Fund MUST have higher authority signature on the statement at the bottom of the register. 13. Attach to backup and submit to Accounts Payable for processing. If a patient refund the backup should indicate the patient information to include updated mailing address, name, and amount. If non-patient: Show the amount of refund or clearly explain the circumstances revolving the refund so the information can be confirmed Show the deposit into the university and the refund should come from the same chartfield Copy of the transaction (check, credit card, etc) If Change/Petty Cash Fund, must contain documents in accordance with specific applicable policy.. All checks EXCEPT CHANGE/PETTY CASH FUNDS will be mailed directly from the AP office. If additional backup needs to be mailed with the check, please send a copy for AP records and a copy to be mailed with the check. Page 46

Final Ondemand Submission Putting it all Together Page 1 On Demand Report Page 2 Backup Documentation Documentation showing amount, name, address can be EOB or request made from department Page 3 Any back-up to send along with the check EOB, etc. If multiple pages please staple all pages together that need to go with check Indicate SEND WITH CHECK Bundle all paperwork together with one paperclip per payment Page 47