1. S ECRETARIAT IDE Voucher Tracking GC Treasury receives debits and credits from Divisions for the IDEs by email – (see example of typical debit with backup). Note: GC Treasury will contact the divisions when more back- up documents are needed in order to process the debits.

2. S ECRETARIAT IDE Voucher Tracking The vouchers are then entered into the voucher tracking system and distributed to the appropriate IDE Specialist.

3. S ECRETARIAT IDE Voucher Tracking Please note information recorded on tracking system: Division Reference Amount Date of debit/credit Date received by TRIPS Department Initials of IDE specialist that received the debit/credit to process Date debit/credit was: processed (P), forwarded (F), returned (R) If a debit is voided, delayed, forwarded to a different department or returned to a division the information is written in red giving details Comments – details concerning voucher Date information was recorded on the spread sheet

4. S ECRETARIAT IDE Voucher Tracking After IDE Specialists have processed Division Vouchers, they are signed for approval by an Associate Treasurer. Then the voucher tracking system is updated (e.g. marked with a “P” to indicate it has been posted)

5. S ECRETARIAT IDE Voucher Tracking The Director reviews a weekly report of outstanding vouchers left in the tracking system. A report of outstanding vouchers are also given to each IDE Specialist for the divisions and items they are responsible for processing.

6. S ECRETARIAT Example of weekly outstanding voucher report showing number of vouchers by Division. IDE Voucher Tracking

7. S ECRETARIAT Example of weekly outstanding voucher report showing number of vouchers by each IDE Specialist. IDE Voucher Tracking

8. S ECRETARIAT IDE Voucher Tracking How Division Treasurers can Assist TRIPS Send credit/debit memos in a timely manner. Provide correct back-up documents. Provide a correct description (e.g. Appointee, Annual Leave year, PR, etc.)

9. S ECRETARIAT IDE Voucher Tracking If back-up is in a foreign language (e.g. German, French, Spanish etc. provide a summary in English). Indicate the exchange rate date used. When memos have charges for multiple people give breakdown for each person. Be up-to-date with monthly reconciliation.

10. S ECRETARIAT IDE Voucher Tracking Be proactive in follow-up of outstanding GC debit/credit memos that have not been received or that you have questions about. Respect the dates for year-end closing Make sure that all credits/debits for large amounts are received in a timely manner so that they can be processed to the current year. ~ Thank You~