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Online Transfer Voucher Workflow Process Online TV Workflow Development Team – Contacts Process and Technical Assistance: Randy Moore 486-0932

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Presentation on theme: "Online Transfer Voucher Workflow Process Online TV Workflow Development Team – Contacts Process and Technical Assistance: Randy Moore 486-0932"— Presentation transcript:

1 Online Transfer Voucher Workflow Process Online TV Workflow Development Team – Contacts Process and Technical Assistance: Randy Moore Information on the Finance Divisions Workflow Initiative: Glen OKeefe Trainer (no longer required): Kim White

2 Before you continue, please make sure you are not using the OLTV for: Invalid AccountsContact 0XXXXXAccount contact on FRS Screen XXX 420XXX 428XXX 450XXX Plant Funds Lynn Chapdelaine ( ) or Kim Rourke ( ) Invalid Subcodes X000 0X00 100X 4XXX XXX 8XXX 900X Invalid 10 Digit String of Coding 3$$$$$0690 4$$$$$0790

3 Instructions for submitting an online Transfer Voucher Go to website: https://applications2.controller.uconnn.edu/TV/Transfer_Voucher.nsf/Transfer- Voucher?OpenForm https://applications2.controller.uconnn.edu/TV/Transfer_Voucher.nsf/Transfer- Voucher?OpenForm Login: Using your TAS employee number and password + Insert your TAS Employee # and Password Click Login

4 Submitting a TV continued Click on drop down list – Choose Receiving Dept. Next, click on drop down list to select the Dept. Representative who should approve the TV System automatically assigns number Optional – Use this section to describe in detail the line items transactions. Click yellow box to begin entering transactions

5 Submitting a TV continued 6-digit FRS account to be debited Accompanying 4-digit debit subcode 6-digit FRS account to be credited 4-digit credit subcode (optional) # of Units (optional) Unit Price Dollar amount without $ or comma (20 characters or less) short description If another line is required, and you are charging the same department, click on the plus sign to enter another transaction. (15 line maximum) Click on the minus sign to delete a row. + Submit TV Calc and Print Form After completing all your lines and reviewing all your information, click on the Submit TV button to send your request.

6 Submitting a TV continued Immediately after clicking on the Submit TV button - The Successful Submission screen will appear. Please note: With any secure transaction, you should close your browser to clear the memory cache of any sensitive information. You will also receive an confirming that your online TV has been submitted. SAMPLE below:

7 Approving a Transfer Voucher If you receive an online transfer in your , click on the link to open the TV request. When this form opens, carefully review the information supplied by the requesting department. The online TV has the following four action buttons you can select from: Print Form Deny Accept Forward

8 Approve a Transfer Voucher Continued Print Form Deny Accept Forward To accept charges click on the Accept button. To deny the charges click on the Deny button: A notification that you have denied the charges will be sent to the requestor To forward the TV to another individual in your department who has approval authority, click on the Route TV to dropdown list and select the department representative who should approve the TV. Then click the Forward button. To print a copy for your files click Print Form

9 Viewing a list of your transfer vouchers Use this link to view your submitted Transfer Vouchers: https://applications2.controller.uconn.edu/TV/Transfer_Voucher.nsf/Search?OpenForm Submitted Documents Total Submitted Total for Review Total Approved Total Exported TVNoInitiatorDebit Cod e Credit Cod e AmountRouterStatusDate Submitted X6XQS9C Kim L Whitexxxxxx910 0 xxxxxx910 0 $ Kim L WhiteSubmitte d :40:41 PM X6XRQJ9 Kim L Whitexxxxxx910 0 xxxxxx910 0 $ Nick M SmithiSubmitte d :19:59 PM At a glance you can see how many vouchers you submitted, the status of each voucher (whether submitted, or approved, forwarded, or denied) the date submitted, who Initiated, and who routed the voucher.

10 Proxy Feature The optional proxy feature on the Online Transfer Voucher has been completed. This feature was added at the request of certain departments for whom the TV approver is not the same individual as the TV initiator. For example, a business manager may approve all TV's for an office even though the TV's are prepared by another individual. As such, the proxy feature permits individuals who do not have signature authority to initiate an Online TV. Once an OLTV is initiated, it is automatically routed to the pre-designated supervisor for approval. Please note that the initiator would still be responsible for choosing the receiving individual in the receiving department. If your department would like to use the proxy feature, please provide us with the initiator's name and 6 digit Empl. ID #, and the Supervisor's name and 6 digit Empl. ID#.

11 Definition Proxy: a person authorized to act for another With your supervisors approval, the proxy will have the ability to initiate Transfer Vouchers, but will not have the ability to approve them. The Initiator routes the TV to the Dept. being charged. The Initiator fills out charges than selects button send to Supervisor for approval. Send to SupervisorCalc, Save and Print

12 Send to Supervisor With the proxy feature the supervisor approves the Transfer Voucher, and then upon clicking the Approve button the Dept. being charged/credited receives the voucher. Supervisor reviews Transfer Voucher, and if transaction is approved, selects the Approve button, and TV will be sent to the Receiving Department. If corrections are needed Supervisor selects the button Send back to Initiator for corrections with remarks. Send back to Initiator for Correction.


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