Monday, June 6, 2011     17:19
 

Frequently Asked Question

1.  What is the procedure for having a departmental bill approved and consequently paid by the financial services group?
Through the first phase of the implementation, the procedure is as follows: Upon receipt of an invoice or bill the department generates an on-line voucher using the PeopleSoft Payables System. The voucher is then routed electronically for suitable approval. The original copy of the vendors invoice or bill is noted with the voucher number and then forwarded to Accounts Payable. Payments are issued weekly for all fully approved and qualified vouchers.

2. What about employee reimbursement for expenses?
Employee reimbursement for expenses will be managed using the same processes as other payment requests using electronic voucher entry and approval. The Department Director approves all employee expense reimbursement for that department's employees.
Expenses must be summarized on the Travel Expense Report or the Mileage Reimbursement Report .The requesting department must enter the necessary voucher for the expenses covered by these two reports.  Subsequently the Mileage Reimbursement Report form does not usually require supporting document; it can be completed on-line and emailed to the Department Director for approval.  This form is set up in excel spreadsheet format, for your suitability.  The Department Director must print the form, sign approval and submit to Accounts Payable for processing.   Completed and properly approved Travel Expense Report form must include all the supporting receipts or other related documentation.   They must be submitted to Financial Services – Accounts Payable, along with other voucher requests. Payments will be remitted on the next pay cycle if the proper term is quantified in the voucher request.

3. What is a voucher?
A voucher is the equivalent to the check request document. Beginning on June 1st of 1999 departments at the ACC will be creating their vouchers electronically using the PeopleSoft Payables System. Some offsite departments will continue to use an updated version of the paper check request now referred to as a Voucher Form.

4. In what way are vouchers used?
The voucher assists three primary purposes:
1.  Capture complete information regarding goods or services purchased by ACC Departments.
2.  Record expense information concerning purchased goods or services.|
3.  Offer approval format for department management.

5. When do I key a voucher?
A voucher must be keyed immediately upon receipt of invoices or bills from a vendor. Any postponements in creating the voucher might impact timely payment.

6. What is a Vendor?
For the purposes of PeopleSoft Payables anyone receiving or requiring a payment from the system is referred to as a Vendor.   Approved vendors are defined within the PeopleSoft System and are maintained through Accounts Payable. Approvals of a vendor require address and suitable tax identification numbers as required by law.

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