1. Processing Non-Purchase Order Vouchers
Disbursements and Travel Services
July, 2015

2. Overview 1 2 3 4 5 6 7 Purpose/Objective/Intro to UTShare/PeopleSoft
General Info/Crosswalks/Roles & Responsibilities 2 3
Business Process Flow
UTShare/PeopleSoft Navigation 4
Creating a Non-PO Voucher 5
Interim Process 6
Summary and Questions 7

3. Purpose, Objective & Introduction

4. Purpose
The purpose of this course is to provide guidance and instructions to UTSA departments on how to create and process Non-Purchase Order Vouchers in UTShare/PeopleSoft.

5. Course Objective
Become familiar with Accounts Payable terminology, concepts and navigation in UTShare/PeopleSoft
Understand the Roles and Responsibilities within the Non-PO Voucher process
Learn how to process a Non-PO Voucher

6. Introduction to UTShare/PeopleSoft
UTShare is synonymous with PeopleSoft:
PeopleSoft is the software
UTShare is the shared services implementation project involving seven (7) University of Texas Institutions (Arlington, Tyler, El Paso, San Antonio, Brownsville, Permian Basin, UT Systems)

7. Introduction to UTShare/PeopleSoft
Workflow
Succession of approval requests to communicate transactions information through electronic routing/notification
Workflow will not be enabled until 2015 and UTSA is currently utilizing Interim Processes

8. Introduction to UTShare/PeopleSoft
Recommended Training Prerequisites
Introduction to UTShare/PeopleSoft
Basic Navigation Tools and Terminology
Budget Overview
Introduction to The Chart of Accounts
Review Basic Structure and Concepts
Use of Shortcuts
Chartfield String/SpeedCharts
Identify Resources and Forms

9. Introduction to UTShare/PeopleSoft
Interim Process – changes to UTShare/PeopleSoft normal procedures due to the unavailability of workflow
Front Office – same as “Department”
Back Office – another term for a central processing unit (i.e., Disbursements & Travel Services (DTS), Purchasing & Distribution Services, and Accounting)
SharePoint – a Microsoft Office Web application platform with a variety of functionality to include workflow automation capabilities

10. Introduction to UTShare/PeopleSoft
Electronic Routing Approval Form – a form generated in SharePoint with workflow capabilities, via notification, to acquire the necessary budgetary authority approvals for vouchers
Supplier Information Form (SIF) – a collaborative form designed as a result of a UTShare process improvement initiative that was consolidated, thus replacing the W9 and Non-Payroll Direct Deposit Forms for UT System usage

11. Introduction to UTShare/PeopleSoft
Prepaid Transactions – payment made for goods/services that overlap Fiscal Years
Accounting Date – indicates when a transaction is recognized and determines the period in the general ledger to which the transaction is to be posted
Asterisks(*) – identifies mandatory fields to be completed in UTShare/PeopleSoft
Push Back – returns/requeues the previous step to its approver. Only available at budgetary authority levels greater than one
Deny – stops the workflow
Approve – continues the workflow path

12. Introduction to UTShare/PeopleSoft
User Productivity Kit (UPK) – an on-demand interactive training tool that provides step-by-step instructions of a subject area
PeopleSoft Topics Specific to an Institution’s Business Process – Go-Live – University Specific
Additional Training Topics/Financial Management Solutions (FMS)/Accounts Payable – generic (Oracle)

13. Interim Processes (IP)
Expenses & Travel; From Request to Reimbursement with UTShare/PeopleSoft
Interim Processes (IP)
An icon to indicate an interim process
during Go-Live
Look for these icons on slides throughout the course

14. Roles and Responsibilities
General Info
Terminology
&
Roles and Responsibilities

15. What is a Non-PO Voucher?
Used to generate payments to Vendors and/or individuals for Goods or Services received
These are previous VP2 transactions you processed in Define .

16. Types of Non-PO Expenses
CLIBA and TAC card payments
Memberships/Subscriptions
Registrations
Publications
Entertainer, Artist or Promoter Contracts
Service Agreements
Non-employee reimbursements
Participant and Team/Group Travel Advances
Memberships
When paying membership dues or subscriptions, a statement explaining the benefit to the University is required on the payment voucher.
Registrations
If paying registration for an event that will occur outside of Bexar county, the voucher must include the approved travel authorization number.
Related Business Service Contracts
Participation/Speaker Agreements
Used for speakers, lecturers, or to provide compensation to individuals participating in formal University events.
Used to contract with individuals or other entities not formally organized as a business.
Small dollar: Total Value not to exceed $5000 (including reimbursable expenses)
Reimbursement for NON EMPLOYEE expenses, including travel
Entertainer, Artist, or Promoter Agreement
Used for artists, entertainers, or performers.
Used to contract with both individuals and companies.
Exempt from Competitive Procurement: Value can exceed $5000.
Details of Entertainer/Artist Agreement.
Service Agreement
Used for services from individuals or other entities not formally organized as a business.
After the Fact Purchases (contact Business Contracts Office)
Details of Service Agreement (Critical Nature of Exhibits)

17. Travel Advances
Participant & Team/Group Travel Advances will be processed as a Non-PO Voucher
New Business Process
Departments Complete Travel Advance Request
Departments create Non-PO Voucher
Memberships
When paying membership dues or subscriptions, a statement explaining the benefit to the University is required on the payment voucher.
Registrations
If paying registration for an event that will occur outside of Bexar county, the voucher must include the approved travel authorization number.
Related Business Service Contracts
Participation/Speaker Agreements
Used for speakers, lecturers, or to provide compensation to individuals participating in formal University events.
Used to contract with individuals or other entities not formally organized as a business.
Small dollar: Total Value not to exceed $5000 (including reimbursable expenses)
Reimbursement for NON EMPLOYEE expenses, including travel
Entertainer, Artist, or Promoter Agreement
Used for artists, entertainers, or performers.
Used to contract with both individuals and companies.
Exempt from Competitive Procurement: Value can exceed $5000.
Details of Entertainer/Artist Agreement.
Service Agreement
Used for services from individuals or other entities not formally organized as a business.
After the Fact Purchases (contact Business Contracts Office)
Details of Service Agreement (Critical Nature of Exhibits)
A complete TAR must be submitted 10 business days prior to departure date

18. Required Documents to Support Payments
Non-Employee Reimbursements and Vendor Payments - Original Invoice and/or Receipt displaying:
the description of the Goods/Services received; and (2) its associated cost
Original Service Agreement (signed)
Business Expense Form (BEF) for entertainment and hospitality related expenses (see reference materials)
For Travel Advances (Group/Team Travel)
An Approved Request for Travel Authorization (RTA)
A TAR with Budgetary Authority(s) Signature/Approval
Note: Participant Advances require the Participant Advance Form

19. Terminology UTShare UTShare Peo Peo Business Unit (UTSA1)
Voucher ID
Voucher Style
Short Vendor Name
Vendor ID (new format)
Address Sequence Number
Invoice Number
Invoice Date
Gross Invoice Amount
UTShare
Peo
Scheduled Date
Cost Centr
Account
Comments (254 Character limit)
Calc Basis Date
SpeedChart
(Project Id or Cost Center)
Attachment
Budget Check
Business Unit in UTShare is the same as designated to “UTSA Component 3” in Define
Document # - 11-digit number
Voucher ID – 10-digits number assigned automatically after all requirements have been met to be a voucher; will be assigned when the voucher is saved or submitted
Voucher Style – Regular Voucher/Adjustment/Journal Voucher/Prepaid Voucher/Register Voucher/Reversal Voucher/Single Payment Voucher/Template Voucher/Third Party Voucher
Vendor ID – the new UTShare ID format is not the State Assigned Vendor ID
Vendor Location – “Shared” by all UT Components; Vendors in Define are unique to it’s respective component
Mail Code – Comprised of Check Distribution (Direct Deposit) and Vendor Address
Address Sequence Number – Consolidated several fields to include ADDRESS/MAIL CODE/
Invoice Nbr/Invoice Number – A text field to place the corresponding Invoice #
Invoice Received Date/Invoice Date – Date Invoice was received
Vchr Total/Gross Invoice Amount – Amount of the invoice
Trans/Line Items – In Define, additional line items can be displayed when a “X” is placed in the TRANS field or it’s displayed as a line item n the bottom of the VP2
Freight Amt/Misc Amt – will populate on additional lines on the “Distribution Lines” of the “Invoice Information” Tab
Plus Sign/Est No. of Invoice Lines – Adds additional lines

20. Knowledge Check
What is another term that can be used to identify Departments?
Front Office
True or False: Interim Workflow Solutions is another name that is synonymous with PeopleSoft?
False (UTShare)
What is the term used to describe the succession of approval requests to communicate transactions information through electronic notification?
Workflow

21. Roles and Responsibilities
Departments Responsibilities
If applicable, ensure vendors complete SIF
Submit SIF to DTS to build vendor file
Submit SIF forms via campus mail or Fax to
Do not due to transmission of Category I sensitive data
Create Non-PO Voucher in UTShare/PeopleSoft
The system will automatically verify availability of funds
Attach/retain copies of supporting documentation
Submit original documentation to DTS
Budget Checking will be completed at the Department level with Workflow. Without Workflow, DTS will be Budget Checking.

22. Roles and Responsibilities
DTS Responsibilities
Create and Approve Vendor Setup
Two (2) business day turnaround
Review, Approve and Pay Non-PO Vouchers to include creating and processing vouchers for Advances and to exclude Participant and Team/Group travel
Maintain Official Payment Documents
Budget Checking will be completed at the Department level with Workflow. Without Workflow, DTS will be Budget Checking.

23. Business Process Flow

24. Business Process Flow Department Budgetary Authority DTS Start
Verify Funds Enter Voucher
Department
Update Voucher
Budgetary Authority – Level 1
Budgetary Authority
Budgetary Authority includes Department, Cost Center, Grants and Projects. Budgetary Authority/DTS may deny, the document will return to Update Voucher status. If Budgetary Authority/DTS pushes back voucher, then it will return one-step backwards.
Denied
Approved
Pushback (1-level backwards)
Budgetary Authority - Level 2
Denied
Approved
Review, Final Approved and Pay Voucher
DTS
End
Denied
Note: Department verifies Vendor information; complete SIF, if applicable.

25. The Supplier Information Form
Part I – General Supplier Information
Part II – Addresses and Certification
Direct Deposit Authorization Form

26. Supplier Information Form (Page 1)

27. Supplier Information Form (Page 2)

28. Knowledge Check
What is the form that UT System approved to consolidates the W9 and Direct Deposit Form?
Supplier Information Form (SIF)
True or False: The first Budgetary Authority uses the “Pushback” option to return a voucher to the creator
False. This option isn’t available at this level only; he/she has the Approve or Denied options
Which office enters vendor information in UTShare/ PeopleSoft to create a vendor?
Departments
DTS
(B) DTS

29. UTShare PeopleSoft Navigation

30. Navigation to Vouchers1
METHOD #1
Accounts Payable Center
Go to Main Menu
Go to Accounts Payable
Select Accounts Payable Center 2 3

31. Navigation to Vouchers
4. Select Add/Update
5. Select Regular Entry 4 5

32. Navigation to Vouchers
Method #2
1. Go to Main Menu
2. Go to Accounts Payable
3. Go to Voucher
4. Go to Add/Update
5. Select Regular Entry 1 5 3 2 4

33. Knowledge Check
Describe two navigation methods to create a new voucher or retrieve an existing voucher?
Through Accounts Payable Center
Drop-downs from the Main Menu
Which is the primary Voucher Style for creating a Non-PO voucher for payment?
Regular Voucher
Prepaid Voucher
Journal Voucher
(A) Regular Voucher

34. Creating A
Non-PO Voucher

35. Non-PO Vouchers A) Create a New Voucher Two Options or
B) Find/Maintain an Existing Voucher
Two Options A B
Default
Entries

36. Creating a Non-PO Voucher
Note: Business Unit, Voucher ID, & Voucher Style will display default values
Enter Vendor Name, Vendor ID or perform a Lookup
Select the Lookup
Business Unit is comparable to SetID (UTSA1 and UTSHR)
Add a New Value – creating a new payment voucher for a vendor.
Business Unit – defaults to UTSA1
Voucher ID – will be assigned upon successful completion/submission of the voucher
Voucher Style – various options
Short Vendor Name/Vendor ID – (1) type partial name and select Lookup icon, (2) select Lookup icon (only the first 300 results will be displayed)
Vendor Location – “Shared”
Address Sequence Number – (same as Mail Code) Lookup icon
Complete the Invoice data after selecting the vendor
Select the appropriate address from the listed options. If the address is not listed, refer to Vendor Maintenance 2

37. Creating a Non-PO Voucher (cont’d) (Selecting a Vendor)
Enter the Search Criteria under Short Vendor Name
Select the Lookup button
Select the appropriate vendor name

38. Creating a Non-PO Voucher (cont’d)
NOTE: Make sure the Vendor Location shows the default “SHARED”
Vendor Locations for Citibank:
Shared
UTSA1 (Procard)
UTSA2 (CLIBA)
UTSA3 (TAC)
Business Unit is comparable to SetID (UTSA1 and UTSHR)
Add a New Value – creating a new payment voucher for a vendor.
Business Unit – defaults to UTSA1
Voucher ID – will be assigned upon successful completion/submission of the voucher
Voucher Style – various options
Short Vendor Name/Vendor ID – (1) type partial name and select Lookup icon, (2) select Lookup icon (only the first 300 results will be displayed)
Vendor Location – “Shared”
Address Sequence Number – (same as Mail Code) Lookup icon
Complete the Invoice data after selecting the vendor
Select the appropriate address from the listed options. If the address is not listed, refer to Vendor Maintenance 2

39. Creating a Non-PO Voucher (cont’d)
Perform Lookup and select Address Sequence Number according to Invoice
Enter Invoice Number, Invoice Date & Gross Invoice Amount according to the Invoice
Enter Estimated No. of Invoice Lines
Select Add
Business Unit is comparable to SetID (UTSA1 and UTSHR)
Add a New Value – creating a new payment voucher for a vendor.
Business Unit – defaults to UTSA1
Voucher ID – will be assigned upon successful completion/submission of the voucher
Voucher Style – various options
Short Vendor Name/Vendor ID – (1) type partial name and select Lookup icon, (2) select Lookup icon (only the first 300 results will be displayed)
Vendor Location – “Shared”
Address Sequence Number – (same as Mail Code) Lookup icon
Complete the Invoice data after selecting the vendor
Select the appropriate address from the listed options. If the address is not listed, refer to Vendor Maintenance 2

40. Invoice Information
Enter the ten(10) digits CLIBA card number in the Invoice Number Field
Enter the CLIBA statement date in the Invoice Date field
Enter the CLIBA statement balance due in the Gross Invoice Amount field
Enter the number of estimated invoice lines
Select the Add button

41. Invoice Information Tab
Full View of Page Broken down in three sections
Section 1
Section 2
Section 3

42. Invoice Information Tab (cont’d)
Section 1
Details 6
6. Verify the accuracy of the following
Business Unit: equals to “UTSA1”
Voucher ID: defaults to “NEXT” and a sequentially assigned number will be assigned once the voucher is saved
Voucher Style: equals to “Regular Voucher”
Invoice Date: matches the Invoice Date on the invoice
Accounting Date: defaults to the date the voucher was created
If the vendor is on Financial Sanctions (Vendor Hold), an error message will appear. Click “OK” to continue processing the voucher. Vendors in this status will not be paid through the PayCycle.
Business Unit/Voucher ID/Voucher Style are default values
Invoice No/Invoice Date can be brought over from previous screen (e.g., Add New Value)
Accounting Date - based on the settings that are defined in the PeopleSoft Payables default hierarchy; normally set to Today’s Date
Action/Run – Budget Check/Matching and execution. Will be blank until the voucher has been “SAVED” successfully
Vendor ID/ShortName/Location/Address – can be brought over from previous screen (e.g., Add New Voucher)
Session Defaults - can be applied only to vouchers with a voucher style of Journal Voucher, Regular Voucher, Single Payment Voucher, and Template Voucher. The system does not save the defaults and only applies them during the current session. Enter voucher defaults for an ad hoc session, or use an existing available session default. These defaults override the values that the system applies using the PeopleSoft Payables control hierarchy. Click to access the Session Defaults page, where you can select existing available session defaults or set ad hoc default values for all of the invoices that you enter in the current session. These defaults override the defaults that the system applies using the PeopleSoft Payables control hierarchy.
Attachments – To add or view attachments related to the voucher
Comments - You can enter up to 254 characters for a comment. If you exceed 254 characters, the system displays a warning message that it can save only

43. Invoice Information Tab (cont’d)
Section 1
Details 7
7. Verify the accuracy of the following
Vendor ID: & ShortName: match the intended vendor being paid
Location: equals “SHARED”
Address: remittance address on the invoice
Invoice Lines: will initially display “0.00” and will eventually reflect the sum of each Line Amount for each Invoice Line
Total: equals the Invoice total amount
Difference: compares Invoice Lines: and Total:; amount should equal “0.00”

44. Invoice Information Tab (cont’d)
Section 1
Details
8. Verify vendor’s contact info
9. Attach documents, as applicable
10. Input comments, as applicable
11. Pay Schedule equals “Manual”
12. Pay Terms defaults to NET30
13. Select to decide Calc Basis Date 8 9 10 12 13 11
“Non-Applicable”
PO Use Only

45. Invoice Information Tab (cont’d)
Section 1
Details
Details of Step 13
Defaults to Texas Prompt Pay
13c
13d
13a
13b
13a. Enter Invoice Receipt Date and Goods/Service Receipt Date
13b. Select Calculate to derive at the Pymnt Basis Date
13c. Enter Services Start Date/Service End Date and select Update ALL Voucher Lines (to reflect these dates on all voucher lines)
13d. Select Back to Invoice to return to the Invoice Information Tab
Note: The Invoice Date will be carried over from the Invoice Information Tab
Acceptance Date isn’t required to calculate the Pymnt Basis Date

46. Invoice Information Tab (cont’d)
Section 2
Invoice Lines `
Invoice Line Navigation Section 14 16 15 17
Use the GL Unit field to enter or select the General Ledger business unit that will be charged with the expense coded on the distribution line.
Use the Account field to allocate this charge to an account within your organization. In this example, the charge is assigned to the Entertainment/Meal account.
Click in the Account field.
14. Navigate to applicable Line item or add (+) or delete (-) line(s) by using the navigation section
15. Distribute by - select either “Amount” or “Quantity”, as applicable
16. Select/enter applicable Ship To location from Lookup
17. Select/enter applicable SpeedChart

47. Invoice Information Tab (cont’d)
Section 2
Invoice Lines 21 ` 20
Use the GL Unit field to enter or select the General Ledger business unit that will be charged with the expense coded on the distribution line.
Use the Account field to allocate this charge to an account within your organization. In this example, the charge is assigned to the Entertainment/Meal account.
Click in the Account field.
18. Enter Line Amount for each line
19. Enter Description of Goods/ Services
20. Verify Service Start Date & Service End Dates
21. Add (+) or Delete (-) Invoice Lines, as necessary, to pay from different funding sources 18 19

48. Invoice Information Tab (cont’d)
Section 2 & 3
View of Multiple Lines
Each Line has a dedicated Distribution Line
Use the GL Unit field to enter or select the General Ledger business unit that will be charged with the expense coded on the distribution line.
Use the Account field to allocate this charge to an account within your organization. In this example, the charge is assigned to the Entertainment/Meal account.
Click in the Account field.

49. Enter Empl ID Enter the Empl ID:
If related to Travel, each Invoice Line should have an Empl ID
Enter the Traveler Empl ID.
If Student/Guest (non Employee) enter Cardholder’s Empl ID

50. Invoice Information Tab (cont’d)
Section 3
Distribution Lines `
Scroll to Right 24 22
Use the GL Unit field to enter or select the General Ledger business unit that will be charged with the expense coded on the distribution line.
Use the Account field to allocate this charge to an account within your organization. In this example, the charge is assigned to the Entertainment/Meal account.
Click in the Account field. 23
22. Enter Account code (Object Code equivalent)
23. Scroll to Right and complete needed fields
24. Select Calculate to compute Line Amounts to Distribution Lines

51. Invoice Information Tab (cont’d)
Section 2 & 3
View of Multiple Lines
Error Notice: appears as a result of clicking the “Calculate” button; there is a difference between the Line Amount and the Merchandise Amt
Compare Results

52. Invoice Information Tab (cont’d)
Section 1 26 25 27
25. Click the Calculate button located approximately 1/3 from top of the page; review and/or correct any discrepancies, as needed.
26. Ensure the Difference equal “0.00”
27. Select Payments Tab

53. Payment Tab 28. Review payment information and select Save.
6220 CULEBRA RD
28. Review payment information and select Save.

54. Payment Tab

55. Save Non-PO Voucher/Create Voucher ID29 31 32 30
Use the Handling field to select a payment handling code. Each payment handling code has a sort sequence related to it that determines the order in which it prints. Checks are printed according to the sort sequence in ascending order: the lower the sort sequence number, the higher the sort priority.
Use the Action field to specify the payment action. Choose from: Schedule, Record, Cancelled, Escheated or Prepaid. For this example, accept the default selection 33 34
Submit
Three additional Tabs are displayed
A Voucher ID is assigned
Go to Action; select Budget Checking
Select Run
Select Yes from the pop-up message
Select Submit button at bottom of screen to forward to DTS

56. Budget Checking
Budget Status
Valid
Not Chk’d
Error
6220 CULEBRA RD
Verify Budget Status, other statuses, and Invoice information
Select Related Documents tab to review payment status

57. Related Documents Tab Select this Tab to review the payment status
After saving the voucher, the Payment Status will reflect “Not Selected for Payment”

58. Related Documents Tab
After Payment is made, the Payment Reference will display the Check # or ACH Ref #

59. Voucher Attributes Tab
Note: The Check Run is processed daily at Noon

60. Error Summary Tab
This Tab will display any errors that exist in the voucher; if successfully Created, Saved and Assigned a Voucher ID, there will not be an error

61. How to Process a Prepaid Voucher1
Calculate prepaid costs for each Fiscal Year and create a Regular Voucher as previously instructed
Enter the full amount of the voucher in Gross Invoice Amount

62. How to Process a Prepaid Voucher
Fill-in invoice information for Line 1
Enter Line Amount for current Fiscal Year, per calculations
Enter applicable Expense Account code (Expenses=6xxxx)

63. How to Process a Prepaid Voucher
5. Fill-in invoice information for Line 2
Enter Line Amount for future respective Fiscal Year, per calculations
Create a new distribution line to reflect the new FY Entries
Enter the appropriate Account code

64. Front Office End-of-Year Accrual Business Process
Criteria:
Goods and Services received prior to August 31
Must be Over $1,000 threshold
Payment processed after August 31
Departments must:
Create Non-PO Voucher in UTShare/PeopleSoft in New FY
Record Prior Year Service Dates
Submit complete documentation to DTS by EOY Deadlines

65. Interim Process

66. Roles and Responsibilities
Departments Responsibilities – Interim Process
Ensure Vendors complete SIF and submit form to DTS for vendor setup
Verify availability of funds through the Commitment Control module in UTShare/PeopleSoft
Complete Interim Process Routing Form in SharePoint and forward to Budgetary Authority for approval
Complete Non-PO Voucher
Submit complete documentation to DTS
Note: Departments would still need to verify funds, and DTS will conduct Budget Check in UTShare/PeopleSoft
Budget Checking will be completed at the Department level with Workflow. Without Workflow, DTS will be Budget Checking.

67. Business Process Flow (Interim Process in SharePoint)
Start
Update Voucher in UTShare/PeopleSoft
Verify Funds and Complete Interim Process Routing Form
DTS
Department
Budgetary Authority – Level 1
Note: The creator of the voucher will be required to complete the Interim Process Routing Form in SharePoint for Budgetary Authority Approval.
Budgetary Authority
Denied
Budgetary Authority includes Department, Cost Center, Grants and Projects. Budgetary Authority/DTS may deny, the document will return to Update Voucher status. If Budgetary Authority/DTS pushes back voucher, then it will return one-step backwards.
Approved
(Communication Flow)
Budgetary Authority - Level 2
Denied
Approved
Department
Review, Final Approve, and Pay Voucher
Denied
End

68. Interim Process Routing Approval Form
Filled in automatically
Fill in Invoice information
Invoice Amount is linked to Authorized Amount
During the Interim Period, the Non-PO Voucher will need to be completed prior to creating the voucher in UTShare/PeopleSoft. The form is located in SharePoint and will routed to the Budgetary Authorities for approval. Throughout the routing process, SharePoint will be updated to reflect the routing status and s will be sent the creator and Budgetary Authorities reflecting the action that was taken. Upon opening the form to begin the process, the Submitter, Phone Number, User ID and Creation Date (reflecting the date the form was created) will populate automatically, based on the person who logged into the computer. The Invoice Information Section must be completed based on the data pertinent to the transaction. In the Voucher Information Section, complete as follows: (1) give a brief Description of the transaction, (2) for Amount Only transactions, QTY must equal “1”, otherwise, enter the QTY amount, (3) enter the Amount, (4) enter the Cost Center/SpeedChart/Project ID, the Description and Routes To fields will populate accordingly, (5) the Route To field will be populated with the applicable Budgetary Authority(s) assigned to that particular Cost Center (6) to add additional funding lines, rows (lines) may be added or deleted by selecting the Add Row or Delete Row buttons, (7) Authorized Amount field will reflect the total amount of all of the lines, and if it doesn’t match the Invoice Amount in the Invoice Information Section, a red dotted-line box will outline the amount in this area, (8) if applicable, correct the amounts so that they balance and select Submit. Based on the Cost Center/SpeedChart/Project ID that was entered, the form will route to all applicable Budgetary Authorities for approval; if there are multiple individuals assigned to approve at a specific level, an will be sent to all of them. It only takes one of those individuals to move the document forward or stop it from proceeding any further. After the final approval has been captured, the created will receive an to update the voucher in UTShare/PeopleSoft, and SharePoint will also be updated to reflect the required action to be taken. After successfully completing the voucher in UTShare/PeopleSoft, a Voucher ID will be created; enter the Voucher ID onto the Non-PO Voucher Interim Routing Form and select the Submit botton to complete the necessary actions for the form. SharePoint will be updated to reflect that the form has been been completed. Print the Non-PO Voucher Interim Routing Form, along the other supporting documents, and forward the packet to DTS through Campus Mail. UTShare/PeopleSoft has the capability of attaching electronic documents that will remain with the voucher created in UTShare/PeopleSoft. Since some creators documents to DTS, in addition to sending the original documents through Campus Mail, attaching the documents in UTShare/People is an alternative. However, the original documents must be sent to DTS for disposition purposes until further notice to go completely paperless.
Capability of inputting multiple funding sources
Quantity = 1 or more
Authorized Amount = sum of Amount(s)/line. Compared to Invoice Amount; if unbalanced, the Authorized Amount box will be outlined in RED
NOTE: Must be completed Prior to creating the voucher in UTShare/PeopleSoft

69. Knowledge Check
True or False: The Interim Process Routing Form is accessed through UTShare/PeopleSoft?
False. It’s accessed through Interim Workflow Solutions

70. Related Courses offered by DTS
Reference Materials
Disbursements and Travel Services (DTS) website
Related Courses offered by DTS
Business-Related Hospitality & Entertainment
Travel Authorization and Advance Process
Travel Authorization and Reimbursement Process
Expense and Travel Payment Process
Additional Resources

71. Rules and Regulations
Financial Management Operational Guidelines (FMOG):
Travel Reimbursement Guideline:
Travel Advance Guideline:
Hospitality and Entertainment Guideline:
Memberships Paid by University Funds:
Texas Prompt Payment Law:

72. For policy or business process related questions, please contact DTS.
PeopleSoft Support and Sustainment Center Contact Us – Reaching the PSSC
Your Single Point of Contact (SPOC)
The PSSC is ready for your PeopleSoft questions! 2 ways to contact us:
Telephone: SPOC ( )
Go to UTShare Website: link to the SPOC icon for the PeopleSoft ticketing system
Questions raised now through post-go live helps PSSC establish a comprehensive knowledge base and appropriate Service Levels.
For policy or business process related questions, please contact DTS.

73. Summary
&
Questions

74. Summary Purpose/Objective
General Info/Crosswalks/Roles & Responsibilities
Business Process Flow Charts
UTShare/PeopleSoft Navigation
Creating a Non-PO Voucher (Prepaids)
Interim Process

75. Questions Disbursements and Travel Services Phone: (210)458-4213
Website:

76. Thank You!