paperless voucher processing - ouhsc.edu · paperless voucher processing •effective january 2019,...

Paperless Voucher ProcessingPEOPLESOFT FINANCIALS

Paperless Voucher Processing•Effective January 2019, the regular voucher process will become paperless

•Invoices will be scanned and attached in the voucher during entry and routed for all approvals electronically

•Change impacts regular please pay vouchers only• OnDemand update coming soon

• Purchase Order voucher processing change TBD

•Paper vouchers entered in 2018 but received in Accounts Payable by January 11th will be processed

•Paper vouchers received in Accounts Payable after January 11th will be returned to departments for reentry through the new paperless process

Entry Changes•Invoice attachment required• Vouchers cannot be saved without an attachment

•Priority processing• Can mark vouchers as a rush, with justification• Can request special handling for payments

•Form 3s and Concur• Allowable employee reimbursements must be processed

through Concur, not on a Form 3 voucher

• Requests for other types of reimbursements can be submitted on a scanned Form 3 voucher but must be justified for going outside of normal procurement methods

•Improvements• No invoice copies required

• Voucher registers eliminated

• Contact entry information eliminated

• Campus mail delays eliminated

• Hand delivery duties eliminated

Books Cell Phone

Exams Food/Beverage

Licenses/Permits Memberships

Miscellaneous Fees Subscriptions

Training Uniforms

Approval Changes•Visibility• Full chart field spread on approval page including budget year

• Department comments on approval page

• Rush/Priority handling instructions on approval page

• Invoice attachment on approval page

•Notification• Daily email with summary of vouchers pending

•Record Keeping• After payment the image in PeopleSoft is the official record

• Can use original paper invoice for reconciliation

•Improvements• Hard copy signatures eliminated

• Full visibility in tracking approval progress

• Increased speed of payment

Voucher Workflow Process

•Enter regular voucher information

•Add invoice as attachment

•Add Rush/Priority handling details, if necessary

Department Entry

•Daily email of pending worklist items

•Review all voucher information from approval page

•Approve electronically

Department Approver

•Automatic routing for special approvals

•Grants for SPNSR funds

•Service Unit Accounting for equipment

•Ad hoc approvers for specialty payments

Special Approvers

•All purchases reviewed by APAccounts Payable

Voucher Entry•Regular entry• Supplier ID• Supplier Location• Invoice Number• Invoice Date• Gross Invoice Amount• Add

Voucher Entry•Chart field spread (required)•Description (optional)•Comments (optional)• For department use only

•Attachment (required)

•Comments• Department use only

•Attachments• PHI warning• Add attachment• OK

Comments and Attachments

OU Voucher Info•Defaults to Normal Processing•Rush• Must provide justification for handling voucher as a rush

•Special Handling• Must provide specific handling/mailing instructions• Used when documentation must accompany payment or when payment

must be picked up by department

Approvals•Daily email or Worklist

Approval Screen•Same information at the top of the screen•Scroll down to see additional information

Approval Screen•Full chart field spread•Department comments•Rush/Priority information

Review Workflow Process•From regular entry• Approval History• Departments

•From approval framework• Misc Voucher Info• Departments

Questions?

•Please contact AP-Management@ouhsc.edu