Paperless Voucher Processing PEOPLESOFT FINANCIALS

Transcription

1 Paperless Voucher Processing PEOPLESOFT FINANCIALS

2 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 11 th will be processed Paper vouchers received in Accounts Payable after January 11 th will be returned to departments for reentry through the new paperless process

3 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 Books Cell Phone Exams Licenses/Permits Miscellaneous Fees Training Food/Beverage Memberships Subscriptions Uniforms 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

4 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 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

5 Voucher Workflow Process Department Entry Enter regular voucher information Add invoice as attachment Add Rush/Priority handling details, if necessary Department Approver Daily of pending worklist items Review all voucher information from approval page Approve electronically Special Approvers Automatic routing for special approvals Grants for SPNSR funds Service Unit Accounting for equipment Ad hoc approvers for specialty payments Accounts Payable All purchases reviewed by AP

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

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

8 Comments and Attachments Comments Department use only Attachments PHI warning Add attachment OK

9 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

10 Approvals Daily or Worklist

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

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

13 Review Workflow Process From regular entry Approval History Departments From approval framework Misc Voucher Info Departments

14 Questions? Please contact