Requirement for Voucher Comments (including ProCard Expense Report description)
Acronyms - You must spell out the acronyms at least once on the voucher comments or expense report descriptions.
Business Meals – You must include the list of attendees, time, date, place, purpose of meeting (discussion) and benefit to UHV. Refer to UHV Policies and Procedures F-4 for the requirements and additional information. http://www.uhv.edu/fin/policy/f/f-4.aspx
contracts without a purchase order (not encumbered) – You must include the contract number or blanket purchase order number and general description of purchase. You must also document the contract balance by using either a Contract Payment Record or entering the following information for service fees and reimbursable expenses:
- Contract amount
- Prior Payments
- Amount of this payment
- Balance on contract
Food purchases for business meetings, events, luncheons, etc - You must include names of attendees, if less than 10, or for larger groups, the number of persons attending, clarifying the relations of the persons attending, benefit to UHV, time, date and place. Refer to UHV Policies and Procedures B-9 for the requirements and additional information. http://www.uhv.edu/fin/policy/b/b-9.aspx
memberships - you must include the name of the organization, period of the membership mm/yy to mm/yy, who will become members, the purpose and benefit to uhv, and the statement "Agency head has granted approval for membership." Refer to UHV Policies and Procedures A-11 for the requirements and additional information. http://www.uhv.edu/fin/policy/a/a-11.aspx If you are processing payment prior to membership period, you will need to include an advance payment statement from the UHV Purchasing Manual, Advance Payments found at http://www.uhv.edu/purchasing/advancepayments.aspx.
Order forms - Include the description of merchandise ordering, benefit to UHV and the appropriate advance payment statement as stated from the UHV Purchasing Manual, Advance Payments, found at http://www.uhv.edu/purchasing/advancepayments.aspx. For voucher processing, make sure to also include an address to e-mail or ship the merchandise to UHV.
Reimbursements - If you are reimbursing an individual for supplies or services, the word "reimbursement" should be stated in the voucher comments. This is helpful at the end of the calendar year when determining if a payment should be recorded on a 1099 or not.
Registrations - You must include the name of the attendee(s), date(s), title of conference or seminar, place and the benefit to UHV. Refer to UHV Policies and Procedures F-6 for the requirements and additional information. http://www.uhv.edu/fin/policy/f/f-6.aspx
Sponsorships - You must include the name of the event, date, place, what UHV receives and benefit to UHV for sponsoring the event. If you are processing payment prior to event, you will need to include an advance payment statement from the UHV Purchasing Manual, Advance Payments. http://www.uhv.edu/purchasing/advancepayments.aspx.
Subscriptions – You must include title of the subscription, the beginning MM/YY and ending MM/YY, the purpose for subscribing and the appropriate advance payment statement. Refer to the UHV Purchasing Manual, Advance Payments for requirements and additional information. http://www.uhv.edu/purchasing/advancepayments.aspx
Supplies or services - Type in a general description and purpose or benefit to UHV for the purchase. Good received or final date of service will be documented in the Calc Basis Date of the voucher under the Goods Receipt Date. For the ProCard Expense Report, additional information may be requested since invoices are retained in department files.
Changes to the Scheduled Due Date - Vouchers
An additional comment or documentation is required if a person changes the Scheduled Due date on the Payments page of the voucher. Some reasons for changing this date may be:
- Purchase order or contract stipulates when payment should be made.
- Legitimate circumstance regarding a vendor request
- Approval by a UHV administrator
- To avoid interruption of service during normal operations of campus
- Funds held in custody for another organization (fund 9 cost centers)
- Payments to another state agency or UH component
- Student financial aid
Required statements for Advanced Payments – Vouchers and Expense Reports
Advanced Payment – payment processed prior to receipt of goods or services.
The voucher comments or expense report descriptions should include the reason for processing the advance payment. The following is a list of payments that may be considered advanced payments:
- Advance Payment – rent/lease
- Advance Payment – subscription
- Advance Payment – meeting room rental
- Advance Payment – maintenance
- Advance Payment – payment to other state/federal agencies
- Advance Payment – tuition
- Advance Payment – library book/material purchases
- Advance Payment – significant cost savings (include dollar amount saved in comments or description)
- Advance Payment – sole source/proprietary goods/services
- Advance Payment – legitimate public purpose/required by vendor
Remember, once a voucher is approved, "it is implied that the approver accepts the responsibilities of ensuring the goods or services prepaid by the voucher are received by the University" as per Advanced Payment procedures found at http://www.uhv.edu/fin/purchasing/manual/advance_payments.aspx