Online Transfer Voucher Workflow Process

1. Manual Online Transfer Voucher Workflow Process Online TV Workflow Development Team – Contacts Process and Technical Assistance: Randy Moore 486-0932 randy.moore@uconn.edu Information on the Finance Division’s Workflow Initiative: Glen O’Keefe 486-4833 glen.okeefe@uconn.edu Trainer (no longer required): Kim White 486-2938 kim.white@uconn.edu

2. Before you continue, please make sure you are not using the OLTV for:

3. Instructions for submitting an online Transfer Voucher • Go to website:https://applications2.controller.uconnn.edu/TV/Transfer_Voucher.nsf/Transfer-Voucher?OpenForm • Login: Using your TAS employee number and password + Insert your TAS Employee # and Password Click “Login”

4. Submitting a TV continued System automatically assigns number Click on drop down list – Choose Receiving Dept. Next, click on drop down list to select the Dept. Representative who should approve the TV Optional – Use this section to describe in detail the line items transactions. Click yellow box to begin entering transactions

5. Submitting a TV continued 6-digit FRS account to be credited Dollar amount without $ or comma (optional) # of Units 6-digit FRS account to be debited Accompanying 4-digit debit subcode (optional) Unit Price (20 characters or less) short description 4-digit credit subcode If another line is required, and you are charging the same department, click on the plus sign to enter another transaction. (15 line maximum) Click on the minus sign to delete a row. + Submit TV Calc and Print Form After completing all your lines and reviewing all your information, click on the Submit TV button to send your request.

6. Submitting a TV continued Immediately after clicking on the “Submit TV“ button - The “Successful Submission” screen will appear. Please note: With any secure transaction, you should close your browser to clear the memory cache of any sensitive information. You will also receive an email confirming that your online TV has been submitted. SAMPLE below: SAMPLE

7. Approving a Transfer Voucher If you receive an online transfer in your e-mail, click on the link to open the TV request. When this form opens, carefully review the information supplied by the requesting department. The online TV has the following four action buttons you can select from: Print Form Accept Deny Forward

8. Approve a Transfer Voucher Continued To accept charges click on the “ Accept” button. To print a copy for your files click “ Print Form” Accept Print Form Forward Deny To deny the charges click on the “Deny” button: A notification that you have denied the charges will be sent to the requestor To forward the TV to another individual in your department who has approval authority, click on the “Route TVto” dropdown list and select the department representative who should approve the TV. Then click the “Forward” button.

9. Viewing a list of your transfer vouchers Use this link to view your submitted Transfer Vouchers: https://applications2.controller.uconn.edu/TV/Transfer_Voucher.nsf/Search?OpenForm Submitted Documents At a glance you can see how many vouchers you submitted, the status of each voucher (whether submitted, or approved, forwarded, or denied) the date submitted, who Initiated, and who routed the voucher.

10. Proxy Feature The optional proxy feature on the Online Transfer Voucher has been completed.   This feature was added at the request of certain departments for whom the TV approver is not the same individual as the TV initiator.  For example, a business manager may approve all TV's for an office even though the TV's are prepared by another individual. As such, the proxy feature permits individuals who do not have signature authority to initiate an Online TV.  Once an OLTV is initiated, it is automatically routed to the pre-designated supervisor for approval.  Please note that the initiator would still be responsible for choosing the receiving individual in the receiving department. If your department would like to use the proxy feature, please provide us with the initiator's name and 6 digit Empl. ID #, and the Supervisor's name and 6 digit Empl. ID#.

11. Proxy Proxy Definition “Proxy”: a person authorized to act for another With your supervisors approval, the proxy will have the ability to initiate Transfer Vouchers, but will not have the ability to approve them. "Initiator" The Initiator routes the TV to the Dept. being charged. Send to Supervisor Calc, Save and Print The Initiator fills out charges than selects button “send to Supervisor” for approval.

12. "Supervisor" With the proxy feature the supervisor approves the Transfer Voucher, and then upon clicking the “Approve” button the Dept. being charged/credited receives the voucher. Send to Supervisor Send back to Initiator for Correction. Supervisor reviews Transfer Voucher, and if transaction is approved, selects the “Approve” button, and TV will be sent to the Receiving Department. If corrections are needed Supervisor selects the button “Send back to Initiator for corrections” with remarks.