DE 658 -VP2 Local Funds Payment Voucher Disbursements and Travel Services (DTS) Office [e-mail] 458-4213 See VP2 contacts on our website at

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DE 658 -VP2 Local Funds Payment Voucher
Disbursements and Travel Services (DTS)
Officedisbursements.travel_at_utsa.edu458-4213See
VP2 contacts on our website at DTS Staff Duties
Listinghttp//www.utsa.edu/travel/
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VP2 Local Funds Payment Voucher

• Purpose
• The Payment Request voucher (VP2) is used to
  generate payments to vendors, individuals, and
  other institutions for goods or services.
• The result of an approved voucher is a check or
  state warrant payable to the person or business
  specified.

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VP2 Local Funds Payment Voucher

• The VP2 document can be used for the following
  types of expenses
• Membership Dues
• Applies to yearly memberships only.
• Subscriptions
• Registration Fees
• Publications
• Reimbursements, including Travel (i.e. mileage)
• Entertainer Contracts
• Service Agreements

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VP2 Local Funds Payment Voucher

• Things to know
• All payments must be supported an original
  invoice or receipt showing the date goods or
  services were received, a description of the
  purchase and the cost.
• Reimbursements related to entertainment/hospitalit
  y require additional documentation
• Refer to the Entertainment/Hospitality Guidelines
  located at http//www.utsa.edu/financialaffairs/o
  pguidelines/2.6.4.html
• Departments should keep a copy of all documents
  used to support the VP2.

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VP2 Local Funds Payment Voucher

• Things to know
• Sales tax normally will not be reimbursed for
  purchases of tangible goods. Except when dining
  in a restaurant or for catering (pick up and
  delivery).
• To avoid paying sales tax, use the Tax Exempt
  form and present to the vendor at point of sale
  for tangible items. This form can be found in on
  the Financial Affairs website\Forms and
  Worksheets\Texas Sales and Use Tax Exemption
  Certificate at http//www.utsa.edu/financialaffair
  s/Forms/details.cfm?form_number57.

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VP2 Local Funds Payment Voucher

• Business Expense Form
• Required for all meal and entertainment
  reimbursements.
• Please refer to the 2.6.4 Entertainment/Hospitalit
  y Guidelines, including the Business Expense
  Form, was effective as of January 1, 2009.

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VP2 Local Funds Payment Voucher

• Memberships
• When paying or reimbursing membership dues or
  subscriptions, a statement explaining the benefit
  to the University is required on the payment
  voucher.
• Proper internal control procedures require that
  an individual does not approve disbursements of
  funds to himself/herself.

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VP2 Local Funds Payment Voucher

• A Dean, Director, or Department Chair should
  forward their Payment document to the person to
  whom he/she reports for approval or have their
  supervisors handwritten approval on the
  supporting paperwork.
• If paying registrations, the VP2 must include the
  travel request number (RTA). 

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VP2 Local Funds Payment Voucher

• Tips
• Are normally reimbursable up to 15 of total
  purchase, however actual will be reimbursed, if
  reasonable, and supported by appropriate
  documentation (applies to local accounts only).
• Service Agreements
• Are required for certain types of services such
  as consultants not being paid on a purchase
  order. Visit http//www.utsa.edu/avpa/forms.html
  for templates and more information on the routing
  of documents.

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VP2 Local Funds Payment Voucher

• Before you start, You will need
• Original Invoice Make sure that the invoice is
  stamped with the date the invoice was received
  because the Invoice Received Date will be subject
  to audit review.
• Goods/Service Received Date This will be the
  date the goods or services were received.
• It is helpful if you know
• Electronic ID (EID) for the vendor The EID
  address must match the invoice remit to address.
  To search for a EID, refer to command GG3 (name
  order) or GG4 (number order) for vendor
  information.
• Object Class Code This is a 4-digit code used to
  categorize transactions. To search for an object
  code, refer to command GG8 (code order) or GG9
  (keyword order).

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VP2 Screen Profile

• There are two different views for the VP2
  document. New users screen will default to Screen
  Type 1. This format is used by UT Austin.
  Currently, UTSA is using Screen Type 2.
• To change your screen profile, press the F5 key
  on the keyboard a new window will appear type
  2 in the Value column and press Enter twice.
  When you return to the cover sheet your screen
  will look like Screen Type 2. This process is
  only required once.

S C R E E N T Y P E 1
S C R E E N T Y P E 2
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VP2 Payment Voucher Coversheet

• To create a VP2 document
• Type New in the Action field
• Type 01 in the Format field
• Type the appropriate code (C,F,P,T,U) in the
  Check Distribution field and press Enter.
• Check Distribution Code This field determines
  how the check will be sent to the vendor. The
  following are recognized check distribution codes
  for our campus
• U US Mail/Direct Deposit. (Direct deposits must
  have a UTSA Non-Payroll Direct
• Deposit form on file.) See the
  Financial Affairs Forms website at
  http//www.utsa.edu/financialaffairs/Forms/details
  .cfm?form_number16.
• C Campus Mail (Preferred method of
  distribution)
• F Foreign Mail
• P Pick Up request for Check Pick-Up Form
  must be completed for anyone
• picking up a check
• T Attachments to be mailed with the check

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VP2 Payment Voucher Coversheet

• After pressing enter, the document status will
  become Created and a Document ID number is
  assigned. Write the Document ID number in the top
  right-hand corner of the invoice(s) or
  receipt(s).

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VP2 Payment Voucher Coversheet

• The Separate Check field is currently not used by
  departments. Leave this field blank.
• The Voucher Date field will default to the
  current date.
• Tab to the Invoice Received Date field, type the
  date in MMDDYY (ex 090110) format and press
  Enter. The Invoice Received Date is the date the
  invoice was received on campus.
• Tab to the UT EID field, type the vendors UT
  EID tab to the MC (Mail Code) field and type the
  vendors 3-digit mail code and press Enter. The
  Vendor ID, Name and address will auto-fill.
• If you do not have the UT EID or Mail Code for
  the vendor, you may access the VID help screen by
  typing a ? in the UT EID field.

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VP2 Payment Voucher Coversheet
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VP2 Payment Voucher Coversheet

• What is a Vendor ID?
• Identifies the payee
• Vendor ID numbers are required on all payment
  vouchers.
• The state requires the university to report
  expenditures by VID and not by name.
• The University of Texas Electronic Identifier (UT
  EIDs) is assigned to vendors, students,
  employees, and prospective employees as well as
  others with business relationships with the
  university.

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VP2 Payment Voucher Coversheet

• What is a Vendor MC (Mail Code)?
• The Vendor Identification numbers (VIDs) are UT
  EIDs assigned to each vendor. To locate a UT
  EID number, refer to command GG3 or GG4. The UT
  EID is assigned for each vendor paid by UTSA and
  based on mailing addresses for each location by
  vendor.
• The Mail Code (e.g., 000, 001) indicates where
  the payment is being mailed or deposited. Mail
  Codes are assigned by the Disbursement Travel
  Services (DTS) Office.

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VP2 Payment Voucher Coversheet

• Vendor Identification Lookup
• Tab to the Name field, type the vendors name and
  press Enter. When searching for an individual or
  sole owner, type the Last Name, First Name (e.g.,
  Gladstone, Gander) make sure to include a space
  between the comma and the First name.
• Once you have located the payee, tab to the field
  to left of the vendors name and type an A
  (Addresses) and press Enter. A window will open
  displaying the vendors active addresses.
• Note If the UT EID does not exist or if the
  address is incorrect, use command GGV to
  request/setup a new or change an existing Vendor
  ID. Please contact the Disbursements and Travel
  Services (DTS) office at disbursements.travel_at_utsa
  .edu or ext. 4213 if you have any questions.

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VP2 Payment Voucher Coversheet
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VP2 Payment Voucher Coversheet

• As noted on the prior slide, tab to the
  appropriate address, type an A in the field to
  the left of the correct address and press Enter.
  When you return to the VP2 Cover Sheet, the
  Vendor ID, the UT EID, name and address will
  auto-fill.

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VP2 Payment Voucher Coversheet

• Tab to the Goods/Service Received field
• Type the beginning and ending date for when the
  goods/service were received in MMDDYY format (ex
  092210).
• Press Enter
• Note The service dates cannot span fiscal
  years. UTSAs accounting cycle runs from Sept
  1st through Aug 31st. If this occurs, you must
  enter the starting date of the Goods/Service in
  both the Beg and the End date field. Record the
  actual dates of the Goods/Service in the Voucher
  Description field or in notes on the VP2.
• The Scheduled Date field will default to the date
  the check is scheduled to print. (This date will
  be displayed after final approval in the DTS
  office).

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VP2 Payment Voucher Coversheet

• The Payment Due Date field will default to 30
  days after the LATER of (1) Goods/Service
  Received End Date OR (2) Invoice Received Date.
  This is why it is important to date stamp/note on
  the invoice the date received.
• State/Local field will be left blank it will be
  completed by the Disbursement and Travel Services
  Office.
• (Optional field) Tab to the Requested Payment
  Date field and type a payment date. This field
  allows you to schedule payments earlier than the
  Scheduled Date.

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VP2 Payment Voucher Coversheet

• If a Requested Payment Date is entered, the
  document will require a reason for early payment.
  Enter a reason in the Req Payment Reason field
  or type a ? in this field to see a listing of
  reason codes.

Checks are printed each day at 700 AM and at
1200 PM (noon).
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VP2 Payment Voucher Coversheet

• The Voucher Description field requires a brief
  explanation of
• the items being paid. Information typed in this
  field is for
• internal use only.

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VP2 Payment Voucher Coversheet

• If an additional line is needed for the Voucher
  Description
• Tab to the Comments/Ref field
• Type an X to the right of this field
• Press Enter. A new window will appear giving you
  one more line for the Voucher Description.

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VP2 Payment Voucher Coversheet

• The Comments section is required.
• Information typed in this section will appear on
  the check stub and will provide additional
  information about the payment to the vendor.
• If you have an attachment to the check or if the
  check should be picked-up (Check Distribution
  code T or P), you should enter the appropriate
  information in the check stub area for the DTS
  Office. Press Enter to update.
• If you need more lines for the Comments section
  (check stub)
• First you must press Enter to update the
  information in this section
• Tab to the field titled To page forward mark
  here
• Type an X over the (plus sign)
• Press Enter to get additional lines.

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VP2 Payment Voucher Coversheet

• The following fields are used by the DTS Office
  only
• Send USAS __ Reimbursable __ Doc Type __
  PCC Code ___

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VP2 Payment Voucher Coversheet

• Transaction Section
• Type the following information in the Transaction
  section
• Account Type in the 10-digit Account Number to
  be charged in this field.
• D/C Type D (Debit entry) or C (Credit
  entry)
• Amount Type the dollar amount of the
  transaction in this field.
• Invoice Nbr Enter the Invoice number that is
  provided on the vendor invoice or if an invoice
  number is not available, type a meaningful
  description in this field. This field can either
  be alpha or numeric.
• Press Enter to update.

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VP2 Payment Voucher Coversheet

• What is an Object Code?
• An object code is a 4-digit code used to
  categorize transactions.
• Tab to the Object Code field to search for a
  valid object code.
• To search for an object code, type a ? at the
  beginning of the field
• Press Enter
• Note The account number, the D/C (debit or
  credit), the amount and the invoice number must
  be entered and updated before the object code
  help section will be displayed.

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VP2 Payment Voucher Coversheet

• To locate a valid object code
• Type a keyword in the Keyword field (e.g.,
  Camera) and press Enter. Valid object codes for
  the account you are using will be shown with an
  asterisk .
• Once you have located the object code, type the
  corresponding number next to the object code in
  the Selection field and press Enter. When you
  press enter, the object code will carry into your
  VP2 document.

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VP2 Payment Voucher Coversheet

• Note When choosing an object code for meals and
  entertainment expenses (ex 1323, 1324, 1327,
  etc.), the Business Expense Form must be
  completed and submitted with receipts.

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VP2 Payment Voucher Coversheet

• Transaction Section
• Type the following information in the Transaction
  section
• P.O. Nbr Purchase Order numbers are not
  entered in this field. If a payment for a
  purchase order is necessary, this payment must be
  processed in command VP1 by the Disbursements
  Office. If payment is part of a Travel Request,
  then enter the RTA or TV07030945 number in the
  P.O number field.
• DTN Departmental Transaction Number. This is
  not a required field but can be used to track
  specific payments.
• Interest Flag/Reason At final approval, the
  system will determine if the payment due date is
  31 days late. If so, interest will be
  automatically calculated and a transaction is
  added to the document. This area is a function
  of the DTS Office reviewed during final approval
  of the payment.

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VP2 Payment Voucher Coversheet

• Additional Transaction Line(s)
• There are two transaction lines available on the
  cover sheet.
• If additional transaction lines are needed, type
  an X in the field to the right of the Trans
  field and press Enter. You will be directed to a
  new window where additional transaction lines
  will be provided. Helpful Tip (Transaction
  Section)
• If you need more transaction lines while in this
  section, press the F2 key.

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VP2 Payment Voucher Coversheet

• Once you have completed your entries
• Press Enter to update the information
• Enter again to return to the cover sheet

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VP2 Payment Voucher Coversheet

• VP2 - Approval
• After you have completed all the required fields
• Type VER in the Action field, to check for any
  errors, then APP and press Enter.
• The document is checked for valid entries and, if
  correct, it will be sent to the next desk on the
  routing path.
• Your status line will now read Pending or
  Proposed. The message at the top of the screen
  will indicate where the document went.
• If there are errors detected in your document,
  the document will not be forwarded. The error
  message will tell you what to correct. (Reference
  Command HH3 - Troubleshooting Error Messages)

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VP2 Payment Voucher Coversheet
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VP2 Payment Voucher Coversheet

• VP2 Things to Remember
• Review the VP2 document noted as Important
  on page 10.
• There are two daily check runs (700 am and
  noon).
• If extenuating circumstances exist in which items
  have to be rushed to our office, then those items
  should be in our office before 1000 am to be
  included in the noon check run.
• VP2 screen print should be stapled to all
  supporting documentation (no paperclips).
• Write the Document ID on each of the supporting
  backup papers (i.e. invoice/receipts, etc.) in
  the event of separation.
• Ensure that hard copies of the VP2 are forwarded
  to the Disbursements and Travel Services (DTS)
  office at JPL 4.04.26.
• Make copies of the documents submitted for
  departmental reference.
• When the check distribution code is noted as T,
  a copy of the attachment should be attached to
  the original documents with the document ID
  noted.

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VP2 Payment Voucher Coversheet

• Questions??