Accounts Payable Vouchers

Invoices and supporting documentation should be scanned and attached to the voucher in PeopleSoft.  Attaching documents job aid can help with the process.  The following are the necessary required documents for an accounts payable voucher.

Regular vouchers –

Invoice

§         Invoice should include a remit-to address, description and amount.

§         Make necessary adjustments to invoice total due or additional notes prior to scanning

§         Make sure the invoice received date and merchandise received date are documented prior to scanning

§         Phone bills must include the signed acknowledgements as required in UHV Policy A-16

§         Make a note on an invoice if it is not an original

Delegated Departmental Purchase Form

§         Form is required for state funded purchases if not processed on a formal purchase order

Property Tag Information (if applicable)

§         Information needed is UHV property tag number, serial number and responsible person

Enclosure – please see link to Enclosures For Purchase Vouchers

Original receipt if processing a reimbursement

§         Make sure the scanned information is readable

§         If reimbursing a non-employee, documentation should include a remit-to address

§         If reimbursing a company, documentation should include a remit-to address

§         Refer to the Travel Vouchers link for required documentation regarding reimbursement for travel.

§         Approval from person of higher authority

Reminder

Security sensitive information should be hidden prior to attaching documentation to PeopleSoft.  Security sensitive information includes Social Security Number, Federal ID number, Check Routing Number, Checking Account Number and Credit Card Number.  Inactivating a document does not make it secured.