Processing Non-Purchase Order Vouchers (PS 203.04)

1. 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 LineJune 2019 Office of Financial Affairs Disbursements and Travel Services

2. 1 2 3 4 5 6 General Info/Crosswalks/Roles & Responsibilities Purpose/Objective/Intro to UTShare/PeopleSoft UTShare/PeopleSoft Navigation Creating a Non-PO Voucher Overview Overview Business Process Flow Summary and Questions 1 Office of Financial Affairs Disbursements and Travel Services

3. Purpose, Objective & Introduction Office of Financial Affairs Disbursements and Travel Services

4. 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. Office of Financial Affairs Disbursements and Travel Services

5. 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 Office of Financial Affairs Disbursements and Travel Services

6. Introduction to UTShare/PeopleSoft • UTShare is synonymous with PeopleSoft: • PeopleSoft 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

7. Introduction to UTShare/PeopleSoft • Introduction to The Chart of Accounts • Review Basic Structure and Concepts • Use of Shortcuts • Chartfield String/SpeedCharts • Identify Resources and Forms Office of Financial Affairs Disbursements and Travel Services

8. 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. Office of Financial Affairs Disbursements and Travel Services

9. 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 Office of Financial Affairs Disbursements and Travel Services

10. General Info Terminology & Roles and Responsibilities Office of Financial Affairs Disbursements and Travel Services

11. 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 • Originator – also referred to as “Requester” or “Creator”. Individual who creates electronic voucher Office of Financial Affairs Disbursements and Travel Services

12. Introduction to UTShare/PeopleSoft • 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

13. General Terminology • Workflow • Succession of approval requests to communicate transactions information through electronic routing/notification Office of Financial Affairs Disbursements and Travel Services

14. 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

15. 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

16. What is a Non-PO Voucher? • An electronic document used to generate payments to Vendors and/or individualsfor Goodsor Services received Office of Financial Affairs Disbursements and Travel Services

17. 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

18. 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

19. 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

20. Terminology Office of Financial Affairs Disbursements and Travel Services

21. 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

22. Roles and Responsibilities Office of Financial Affairs Disbursements and Travel Services

23. Roles and Responsibilities • Departmental CreatorsResponsibilities • 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 datahttp://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 Office of Financial Affairs Disbursements and Travel Services

24. 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

25. 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

26. 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

27. 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

28. 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

29. Business Process Flow Office of Financial Affairs Disbursements and Travel Services

30. 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/Pages/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

31. Supplier Information Form (Page 1) Dept. Contact Open for Ordering Vendor’sSignature & Date Office of Financial Affairs Disbursements and Travel Services

32. Supplier Information Form (Page 2) Print or type legibly Vendors Signature Office of Financial Affairs Disbursements and Travel Services

33. Business Process Flow End Start Department Creator - Enter Voucher, attach documentation and Budget Check No Update Voucher Yes Budgetary Authority Budgetary Authority – Level 1 Denied Approved Pushback (1-level backwards) Budgetary Authority - Level 2 Denied DTS Approved Review, Final Approve and Pay Voucher Denied Note: Department verifies Vendor information; complete SIF, if applicable. Office of Financial Affairs Disbursements and Travel Services

34. 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? • Departments • DTS What box on SIF is marked for issuing purchase orders? Open for Ordering box Office of Financial Affairs Disbursements and Travel Services

35. 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

36. UTShare PeopleSoft Navigation Office of Financial Affairs Disbursements and Travel Services

37. Navigation to Vouchers 1. Access myUTSA page http://my.utsa.edu 2. Click on UTShare/ Peoplesoftlink Office of Financial Affairs Disbursements and Travel Services

38. Navigation to Vouchers 3. Login to UTShare/ Peoplesoft Enter myUTSA ID 4. Enter your passphrase Office of Financial Affairs Disbursements and Travel Services

39. Navigation to Vouchers 1 METHOD #1 Accounts Payable Center • Go to Main Menu • Go to Accounts Payable • Select Accounts Payable Center 2 3 Office of Financial Affairs Disbursements and Travel Services

40. Navigation to Vouchers • 4. Select Add/Update • 5. Select Regular Entry 4 5 Office of Financial Affairs Disbursements and Travel Services

41. Navigation to Vouchers Method #2 1. Go to Main Menu 2. Go to Accounts Payable 3. Go to Voucher 4. Go to Add/Update 5. Select Regular Entry 1 5 3 4 2 Office of Financial Affairs Disbursements and Travel Services

42. Knowledge Check Describe two navigation methods to create a new voucher or retrieve an existing voucher? • Through Accounts Payable Center • Drop-downs from the Main Menu Which is the primary Voucher Style for creating a Non-PO voucher for payment? • Regular Voucher • Prepaid Voucher • Journal Voucher (A) Regular Voucher Office of Financial Affairs Disbursements and Travel Services

43. Creating A Non-PO Voucher Office of Financial Affairs Disbursements and Travel Services

44. Non-PO Vouchers A) Create a New Voucher or B) Find/Maintain an Existing Voucher Two Options A B Default Entries Office of Financial Affairs Disbursements and Travel Services

45. Creating a Non-PO Voucher(Selecting a Supplier) • Note: Business Unit, Voucher ID, &Voucher Style will display default values • Enter Supplier Name, Supplier ID or perform a Lookup • Select the Lookup Office of Financial Affairs Disbursements and Travel Services

46. Creating a Non-PO Voucher (cont’d) (Selecting a Vendor) Enter the Search Criteria under Short Supplier Name Select the Lookup button Select the appropriate supplier Office of Financial Affairs Disbursements and Travel Services

47. Creating a Non-PO Voucher (cont’d) Perform Lookup and select Address Sequence Number according to Invoice Enter Invoice Number, Invoice Date & Gross Invoice Amount according to the Invoice Enter Estimated No. of Invoice Lines Select Add 10/08/2018 Office of Financial Affairs Disbursements and Travel Services

48. 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

49. Invoice Information Tab (cont’d) Section1 6 Details • 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 Office of Financial Affairs Disbursements and Travel Services

50. Invoice Information Tab (cont’d) • 7. Verify the accuracy of the following • Supplier 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” 7 Office of Financial Affairs Disbursements and Travel Services