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Published by jennifer.horsak, 2016-12-02 09:46:27

The Scoop First Edition 1.1

The Scoop First Edition 1.1

1st Edition

SCTOHOE P

Get to Know Your Vouchers

In every newsletter our goal is to provide you with voucher relevant information we hope will be helpful in getting to know the
different vouchers and what all they entail.

 Purchase Order Payments: If you are making a Partial payment on a PO (i.e. only a portion of the items have VP1
been received; using account numbers that have different master views etc.), be sure to only disencumber the
amount of the invoice or the portion of the invoice that should be paid and not the full balance encumbrance of

the PO. If you are making a Complete Put PO# in Misc 
payment on a PO, the full or remaining
balance of the PO should be disencumbered.

 You can verify the remaining balance of the
PO on the GE3 screen in *Define:

VP7  Almost all computer related expenses will utilize object code 1846. However, if the item purchased exceeds the
$500 threshold and is one of the following items, then it will need to be coded 1847: Computer CPU’s, IPads,

 tAabsleatsre(malilnbdrearn,dgsi)f,tlacpatrodpssmanady dbeeskptuorpcsh.ased with the Procard as Prizes/Awards in accordance with HBP 9.1.8.

Departments must keep a log of cash awards and gift card/gift certificate awards regardless of amount or method of
payment. The information should include: the recipient’s name, explanation of award and the document ID number.
Please utilize object code 1528 for non-employees and 1527 for employees. Gifts exceeding $50 require additional steps.

 When creating vouchers, ensure that there is an invoice number listed. If you find yourself in a situation where Vo  ucher
there is no invoice number listed but an order number instead, please double check with the vendor to establish Creation

whether or not there is a different invoice number associated with the payment.

VPE  Average cost per person is calculated by the total amount (including gratuity and tax) divided by the number of
total individuals.

 The tip is calculated by 20% of the subtotal (before tax, delivery and gratuity).

STpheotlight   What is your favorite part about working here? The people.

What is your favorite vacation destination? Destin, Florida.
Wes Queen has 
worked for the Cockrell What is your favorite dessert? Cherry cheesecake.
School of Engineering for 16 
What would you consider your spirit animal and why? I do
years. He is the Assistant Dean of  not allow myself to have a spirit animal because I would
rather devour them (delicious)!
the Business Affairs Office.

C enter Stage   Q &A
 

R osina Puente-Esquivel  
help. Whether it is using

crosswalk to verify what This section will provide

has been with UT since 2012. object code a commodity code answers to questions we see

She is currently a Senior will generate, referring to the within our office on a regular

Administrative Associate updated flowchart for software basis. Have a question about

within the Aerospace purchases, or just using something? Let us know and we

Engineering Department. She askUS, I can definitely find may feature it here in the future.

is married with two kids and the answer to my How can I raise my
question. However, one of the ProCard Limit?
when she has a moment to best resources I have found is

herself, (what is that?) she

enjoys reading, cooking, Rosina Puente‐Esquivel  the many people on campus If you would like to increase a

baking and watching scary who are willing to limit on a ProCard, please email

movies. help. Beginning in my dept. Wes Queen with the requested

What makes Rosina such a everything, there are often and moving on to BAO and limit increase. If the limit is
successful employee here at UT ? times something will come up staff from other depts. within approved by Wes Queen he will
then route it forward to
that is new. This is when I CSE and across campus, the Purchasing whom will initiate
“Organization and having all utilize the different resources caring and supportive the increase with Citibank and
the information needed available to me. As I begin a atmosphere here at UT is truly then notify you once the increase
beforehand is the key to project such as a purchase amazing. I am very fortunate is complete.
anything I work on. However, order, payment, or transfer, I there is such a strong support
since I cannot anticipate turn to these resources for system here at UT, and I am Is there a list of
commonly used object
Between the Lines codes?

Goods and Services stamps: Vendor invoices latter date is what will be listed, as that was the Business Affairs has an
that are received for payment must have a day that the product was actually received. intranet site that can be logged
goods/services received stamp and a complete Alternatively, services that are purchased in using your UTEID and
legible signature by the end user or the person will often span across multiple dates and must Password. Information on
who has received the goods/services. The date be noted to reflect this, from start until finish. documentation can be found
that the goods have been acquired or when Any invoices without a goods/services stamp, here. On the intranet site we
services were performed, are the dates that will or missing a signature will delay the voucher do have a list of commonly
be listed on this stamp. For example, if goods creation and payment process, so it is an used object codes. .
were purchased from HEB on 11/11/16, this important requirement to document this
will be the goods received date. If goods are information to ensure a smoother and more Why does the approval
process route to CSE

purchased online from Amazon on 11/11/16, efficient and not directly to OA?

but are not received until 11/13/16, the process. In the early 2000s, OA decided

Fun Zone   they wanted schools across
campus to final approve

What a tasty treat to celebrate your school documents under $1,000. To
spirit! You can order Hook ‘em Horns
donuts from the Donut Taco Palace! That’s ensure accuracy of the
right! It is best to call ahead to make sure
there are plenty on hand for your documentation, engineering
department. Celebrate your Longhorn pride
with these delicious looking treats! Location: vouchers now routed to BAO.

1807 W. Slaughter Lane Since then, it was decided that all
Austin TX 78748
Phone: 512.997.8110 documents (despite amount)

using engineering accounts will

route to BAO for review and

approval.

   

Q &A con’t

If I have a question about It is not updated all at once.”—  C Cash receipts vouchers (VC1
Procards, whom do I contact? Ramona Williams and VC2)

You can always contact the Business Which object codes are allowed  J Journal vouchers, correction
Affairs Office if you have a questions on certain accounts? vouchers, budget changes, and
pertaining to procards. If you would like requests for transfer of funds
to contact the purchasing office directly In *Define, type in GO7 in the vouchers (VJ1 and VT6)
you can email them at: command field and type the account
number you want to research. Mark  L Local funds vouchers (VP1,
[email protected] the field next to the account number VP2, VP3, and VPE)
listed and press enter. The screen
How frequently is the vendor categorizes by voucher type, review  S State funds vouchers (VP1,
database updated? which voucher you are creating to VP2, and VP3)
look at the object codes allowed on
“It is a daily process. When a GGV is the account. Voucher Types:  O Encumbrances (PBO, PB3,
approved, a vendor is added to the file. PB5, PB7, PBS, and PBX)

Note: Salary and wage accounts only
allow salary and wage expenditure
codes.

DKIDN YOOWU?This section will provide tips and short cuts.
1 Did you know you can utilize the “.” symbol on sections two and three of most vouchers in order to copy info from a previous
line? This capability does not transfer between screens but is excellent for copying coding or other items that appear on the

same screen from line to line.

2 Crossing Fiscal Years: When the Service Dates cross fiscal years, use the Start Date as the full date range if you are unable

to enter the true date range. Next, enter the true service dates in the Description section of the document. For example:

If the service dates are from 3/1/16 to 9/30/16 you would put in the electronic beginning and end service dates 3/1/16. For the true
range you put “3/1/16 – 9/30/16” in the Voucher Description of Section 1. This would avoid having to create two different
documents. 

 

 


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