A Non-Purchase Order Voucher is used to request a payment for goods and/or services that do NOT require a purchase order. disbursements.travel@utsa.edu (210) 458-4213 Main Line - (210) 458-4236 Fax LineNovember 2019. To fix this: PARTIAL REIMBURSEMENT BY ANOTHER ENTITY ERROR To fix this: PROVIDE PRICE IN PRINT ERROR Home » Bookkeeping » Processing Non-PO Vouchers. PROVIDE FOREIGN CURRENCY CONVERSION RATES ERROR Also, please email your reviewer any documentation showing meals provided and any add-ons to the base conference fee. N12345678 (State employees only). Enter payee’s eight-digit CUNYfirst Employee ID. You must change your Non-PO Voucher in Peoplesoft to split compensation and reimbursement expenses into separate voucher lines. Things to consider before starting a Non -PO voucher: The individual making the purchase is responsible for insuring that sales tax is not charged. Given the urgency of the situation, John cannot afford to follow the standard approval route preceding the actual purchase of the cement. Follow the steps for creating a non-PO voucher outlined above in the Process 1: Enter vouchers for invoices not associated Please create a requisition and pay by purchase order. This does not preclude the use of funds from gifts or grants specifically designated for the purpose of personal memberships.". ONE INVOICE PER VOUCHER ERROR Non-PO Vouchers include the following payment types: Vendor invoices without an underlying purchase order In order to return the funds to your DeptID the Non-PO voucher must be closed out in PeopleSoft. In the first example, John went through the traditional approval route; ultimately, it was the Purchasing Manager who created the Purchase Order. A voucher is an internal document used by a company's accounts payable department in order to collect and organize the necessary documentation and approvals before paying a vendor's invoice. If you have been notified by Accounts Payable Shared Services regarding deducting sales tax, it is likely because you asked for reimbursement of Missouri Sales Tax on a purchase or hotel stay, or because you submitted a voucher for direct payment that includes sales tax. Once a Payment Request has been converted to a voucher, you can access the voucher through the Payment Request View Voucher button or directly through the PeopleSoft Accounts Payable module to perform the procedures in the Modifying and Resubmitting a Voucher or Finding an Existing Voucher sections. If you have created a Non-PO Voucher with errors, you will be contacted by an Accounts Payable Shared Services reviewer via email. You must change your Non-PO Voucher in Peoplesoft to deduct the amount for Rental Car Insurance. (Please note that The Curators of the University of Missouri. 2. Non-PO Voucher Payments; Non-PO Voucher Payments. The Non PO Purchasing Process Non-PO purchases are the result of spend outside a regulated procurement process. form, the AP staff will create and budget check a non-PO voucher which will effectively “reserve” the funds for the reimbursement. How is a voucher used in accounts payable? So you must also reply to the reviewer to request the voucher be closed. Processing Non-PO Vouchers. In these situations, the reimbursement request to MU must include: Name, address and phone number of the other entity. Processing Non-PO Vouchers. To fix this: PAY WITH ONE CARD OR PURCHASE ORDER (PO) ERROR May 11, 2020 Bookkeeping by Adam Hill . A non-PO voucher is a voucher that is entered with no corresponding source documentation (eg. Job Aid for Creators of Non Purchase Order Vouchers . This type of invoice is often called an expense invoice. Here, it’s crucial to note that the Purchase Order created by John is actually a non-Po or a Non Purchase Order (Non Purchase Orders are also called Self Purchase Orders — a term that is arguably more apt given the fact that the requester creates the Purchase Order himself). Receipts need to be the actual original receipt provided by the supplier. Online Help Videos. PeopleSoft electronic workflow is used for approving and processing voucher payments. Non-Purchase Order Voucher . Please pay with your one card if the supplier accepts it. The voucher must be approved by a person who has been properly authorized by the university administration in accordance with established University policy.To fix this: See: UM Policy 22101 Finance Account Code Structure. To fix this: Certificate: Exemption From Missouri Sales And Use Tax On Purchases. The cement is obtained just in time, and the construction crew is able to finish their project in time. No spam, just content. The remaining amount must be used in the final voucher. From the Main Menu page, select Accounts Payable > Vouchers > Add/Update > Regular Entry. Because no one tracked the Purchase Order, both the Accounts Payable clerk and the Purchasing Manager will be unable to establish if the cement was actually ordered. John’s request for the purchase of these goods is approved by his boss, who then forwards the request to his own superior for approval. If it is impossible to provide the original receipt, please explain the circumstances. Accounts Payable will not approve the voucher without the invoice supporting documentation. However, on the final voucher (when the PO has no more lines to receive) users cannot reduce the deposit amount on that voucher. Request un-posting of the voucher. Non-Purchase Order Voucher . When the PO is vouchered, the deposit is pulled into the voucher lines. To fix this: PROVIDE CONFERENCE REGISTRATION MATERIALS ERROR Attach the original invoices or receipts to your Non-PO Voucher in pdf format and email back to your reviewer. Examples of transactions that require written agreements reviewed and approved by either Administrative Services or OSPA (grant-funded) before services are rendered or payments are made: Notwithstanding the above, if the supplier/Service Provider requires a written agreement, it must be signed by a properly delegated authority of the University (Administrative Services, OSPA, Procurement, or IT.) If you have been notified by Accounts Payable Shared Services regarding a contract for a Non-PO Voucher, it is likely because the transaction is of the sort that can be paid by Non-PO Voucher once Administrative Services has approved a contract. Naturally, the Purchasing Manager does not have the Purchase Order, and probably has no knowledge that it was John who ordered the cement. When the vendor finally sends an invoice for the order to the construction company, it is received by the Accounts Payable department. The process would be even more time consuming if these stakeholders work in different areas or offices. "It is not appropriate for University funds to be used to pay individual personal membership dues in professional societies, associations, nor in social, service or civic clubs. If you have been notified by Accounts Payable Shared Services regarding splitting expenses on a Non-PO Voucher into more than one line, it is likely because compensation (such as consulting fees and honoraria) have been included in the same voucher line as expense reimbursements, which are generally non-taxable. SPLIT COMPENSATION AND REIMBURSEMENT INTO SEPARATE VOUCHER LINES ERROR To fix this: DEDUCT RENTAL CAR INSURANCE ERROR May 11, 2020 Bookkeeping by Adam Hill . If you have been notified by Accounts Payable Shared Services regarding a benefit statement for dues or memberships, it is likely because you are paying for dues or memberships without an additional attached document explaining how this expense will benefit the University of Missouri. Non-PO Vouchers. By the time the final approval is given, a week has already passed. In most cases the University will not reimburse optional insurance or waivers on car rentals. online tool in ARIBA used to make a payment to a supplier when a PO is not required and the invoice is under the Direct Buy Limit Non-PO payments can also be the result of contracted products or services. After weeks of interviewing a long list of candidates, John has made a decision. The voucher must be placed on payment hold to avoid the voucher being paid at this time. It is important to know the voucher … Provided the voucher and invoice is completed properly and all required documentation is attached, most Non PO vouchers are processed within 2-3 days of arrival in the Accounts Payable Office. The Non PO Purchasing Process. Adding a User-Defined Link to the My Work Pagelet - Step 1: Creating a New Filter Definition; Adding a User-Defined Link to the My Work Pagelet - Step 2: … Agency - Processes the vouchers through Accounts Payable The example shown below will build three NON-PO vouchers in Core-CT with one distribution each. Once you have a contract in place, record the contract number on the voucher (or attach a copy of the contract to the voucher) and email it back to Accounts Payable Shared Services for processing. Non-PO Vouchers. Processing Non-PO Vouchers. Typically, multiple approvals are sought before a Purchase Order is created. A ‘Template Voucher’ can NOT be used to create an Interfund voucher. Instructions for Non PO Voucher Form Form is to be used by Brooklyn College employees and students seeking reimbursement for supplies, subscription, membership, registration, local travel and other business related expenses. This includes items such as utilities, membership dues and registration fees to be paid directly to a vendor. Since a Non-PO Voucher does not have the previously approved Purchase Order, typically a … dtsedge@utep.edu. It is a summary of the goods and services that the buyer is planning on purchasing from the supplier. 2. It only became popular after ERPs and accounting systems coined it. John has just been informed by his team that one of their construction sites is running short of cement. they can submit an NPO (non-purchase order) invoice voucher, along with appropriate backup documentation, to Payable Accounting for processing. John tells his immediate boss that the company would need to set up the new employee with a desk and a laptop before he can be expected to begin working. By the time the new employee joins the company, his desk and laptop are already waiting for him in the office, and everything proceeds smoothly. And so, he takes matters in his own hands: he contacts his boss, and explains the situation to him. Non-Purchase Order (Non-PO) and Procurement Card (Pro-Card) purchases. How is a voucher used in accounts payable? To fix this: CONTRACT NEEDED THROUGH OFFICE OF SPONSORED PROGRAM ADMINISTRATION (OSPA) ERROR The credit to A/P trade (PCAAI) is not created at Voucher Match; instead, it's created by the post program (P09800) when you run it over the batch. PO purchasing is a business best practice. If you have created a Non-PO Voucher with errors, you will be contacted by an Accounts Payable Shared Services reviewer via email. NON-PO Vouchers are a method within the University of Missouri system to pay suppliers electronically or by check when Show-Me-Shop (SMS), One Card (PCard), Requisition/PO Voucher, Travel & Expense (T&E) or any other payment methods are not appropriate. Enter payee’s New York State Employee ID (NYS EMPLID). Follow the steps for creating a non-PO voucher outlined above in the Process 1: Enter vouchers for invoices not associated Non Purchase Order payments from supplier invoices are referred to as PAY vouchers. Attach a copy of the contract to the voucher and submit it to Accounts Payable Shared Services for processing. Miner Mall is the University's procurement system and should always be considered as the first purchasing option. Typically, multiple approvals are sought before a Purchase Order is created. Instructions for Non PO Voucher Form 1. And this is only one unpleasant outcome of using a non-PO (Non Purchase Order); in practice, its use runs several other risks — the lack of an audit trail associated with the purchase, delayed payments and ensuing penalties, and the breakdown of trust in purchaser-vendor relationships. At Microsoft Teams. In the note include the reason the voucher is being closed, the name of the person closing the voucher, and the date. During the audit we noted the following: • The University does not have a process in place to review Non-PO vouchers for compliance with purchasing guidelines. Once the Close process posts overnight, the Non-PO Voucher will remain visible and the Close Status Indicator on the Non-PO Voucher Summary Page will show as Closed. As such, the non-PO (Non Purchase Order) isn’t really an industry term. In the example of the cement , this ICU will have been an acceptable tool promoting better productivity. A purchase order is a document initiated by the buyer and sent off to the seller. If you have been notified by Accounts Payable Shared Services regarding using a One Card or Purchase Order (PO) instead of a Non-PO Voucher, it is likely because the transaction is of the type that may not be paid by Non-PO Voucher.To fix this: PAY WITH (PO) ONLY ERROR We can accept approval by email. A Non-Purchase Order Voucher is used to request a payment for goods and/or services that do NOT require a purchase order. hi all, I have a non – PO voucher which is paid and the payment is posted . Often referred to as Direct Payment Vouchers, Non-PO Vouchers are typically used for one-time expenses below a given dollar threshold and other various types of scenarios. In order to do this, the clerk checks with the company’s Purchasing Manager. If you are curious to find out what a non-PO or Non Purchase Order is, you are probably already familiar with its opposite — the PO (Purchase Order). But approvals do not have to take time if your company uses an agile and user-friendly spend management software; with real-time notifications, every stakeholder would be alerted every time their approval is sought, irrespective of whether they are in the office, or on the go. AUTHORIZED SIGNER ERROR Accounts Payable Shared Services reviews Non-PO Vouchers for compliance before releasing them for payment. For some transactions, a contract must be signed by a delegated authority of the university. 6. 1 About Non-P.O. Enter payee’s nine-digit Social Security Number. The cost of airfare and other travel expenses should be borne by the traveler and the traveler reimbursed directly from the organization. To fix this: PROVIDE DOCUMENTATION OF PAYMENT ERROR Then resend the Non-PO Voucher and adjusted receipts back to your reviewer. Once the Close process posts overnight, the Non-PO voucher will remain visible and the Close Status Indicator on the Non-PO Voucher Summary Page will show as Closed. UM AP Shared Services Because the company is expanding, John has been asked to hire another member to his team. Price in print by the supplier is needed to show an itemization of what the university is paying for. In many cases, we will require both an original receipt and also documentation of payment. If the voucher is PO related, determine if the encumbrance should be restored or released. Indicate the Foreign Currency Conversation Rate on your Non-PO Voucher’s attached receipt/s and apply this rate the receipt line-by-line to arrive at a US Dollar amount. A Non-PO Invoice is an online tool in ARIBA used to make a payment to a supplier when a PO is not required and the invoice is under the Direct Buy Limit. Future expenses of this type should say "Supplier Does Not Accept University One Card" in the comments panel when requesting payment by Non-PO voucher. Unless the required quantity of cement is obtained, the crew would be unable to complete the project in time. When the cement vendor sends the invoice for the order, the Accounts Payable clerk will check with the Purchasing Manager. If you stayed at a hotel, we need the original itemized hotel folio. Receipts in foreign currency must be converted into US dollars using the conversion rates in effect at the time of the transaction. The university's sales tax exemption must not, under any circumstances, be used for items being purchased for personal use. This packet is useful for keeping related documents in one place, and makes it easier … The Office of Sponsored Program Administration must approve and sign a contract. After receiving his boss’ approval, he, himself, writes a Purchase Order and sends it to the cement vendor. Using a vendor that is not in our database will cause a delay. Accounts Payable Shared Services reviews Non-PO Vouchers for compliance before releasing them for payment. Definition of Voucher. » Non-PO Vouchers. This includes items such as utilities, membership dues and registration fees to be paid directly to a vendor. In order to return the funds to your DeptID this Non-PO voucher must be closed out in PeopleSoft. To ensure your Non-PO Voucher goes through on the first try, please become familiar with and avoid the list of common errors below. Before paying the invoice, the Accounts Payable Clerk needs to make sure the invoice is actually legitimate. 2. The expenses submitted to the other entity for reimbursement and when. Copyright | Accessibility | Equal Opportunity | Careers and Employment | Emergency Notification | Contact Us | Website Help | Report a broken/incorrect link, CONTRACT REQUIRED THROUGH ADMINISTRATIVE SERVICES ERROR, CONTRACT NEEDED THROUGH OFFICE OF SPONSORED PROGRAM ADMINISTRATION (OSPA) ERROR, DOES THE SUPPLIER ACCEPT OUR UNIVERSITY ONE CARD ERROR, NO NON-PO VOUCHER NUMBER FOUND, CREATE NON-PO VOUCHER ERROR, SPLIT COMPENSATION AND REIMBURSEMENT INTO SEPARATE VOUCHER LINES ERROR, PARTIAL REIMBURSEMENT BY ANOTHER ENTITY ERROR, UM Policy 22101 Finance Account Code Structure. If you have been notified by Accounts Payable Shared Services regarding an Documentation of Payment, it is likely because we need proof for one or more of the expenses on the Non-PO Voucher that the person requesting reimbursement paid for the product or service. Processing Non-PO Vouchers. Please reply to the Accounting Payable Shared Services representative and request that the Non-PO voucher be closed. Processing Non-Purchase Order Vouchers(PS 203.04) Disbursements and Travel Services. A contract related purchase order is required and therefore, a non-PO voucher is not allowed. Things to consider before starting a Non -PO voucher: Voucher information may be assembled into a packet, where the basic voucher document is attached to the supplier invoice, evidence of receipt, and purchase order. A Non-Purchase Order Voucher is used to request a payment for goods and/or services that does NOT require a purchase order. Sometimes a hotel will consolidate a number of folios and issue a single invoice reflecting them all. An electronic document used to generate payments to Vendors and/or individualsfor Goodsor Services received Office of Financial Affairs Disbursements and Travel Services These are previous VP2 transactions you processed in Define. You can do a non-PO voucher for any order less than or equal to $2500 (less than or equal to $500 for District Court) that is NOT covered by a Blanket Contract.