Sendback Explanations

COMMON VOUCHER HOLDUPS

Accounting Services reviews Non-PO vouchers before releasing them for payment. Frequently, when we require additional information or further action on a voucher, we will send email with a short explanation that links to the longer explanations on this page. This page may also be useful as a review of problems to watch out for before submitting a Non-PO voucher.

*Authorization of Administrative Superior required.

The voucher must be approved by the Administrative Superior to the highest ranking person benefiting from this expense. We can accept approval by email.

See: http://mubsweb.missouri.edu/bppm/ 2:210

*Authorized Signature.

The voucher must be approved by a person who has been properly authorized by the University administration in accordance with established University policy. We can accept approval by email.

See: http://mubsweb.missouri.edu/bppm/ 2:210

*Provide Divisional Fiscal Officer Approval.

The voucher exceeds the $100.00 personal purchase reimbursement limit. The University is under no obligation to repay this expenditure. Accounting Services will review and consider this request, if approved by the Divisional Fiscal Officer, but reimbursement may still be denied. We can accept approval by email.

“Use of personal funds with subsequent reimbursement is highly discouraged. However, an employee may make a purchase from personal funds and request reimbursement on a non-PO voucher under the following circumstances: • Items in total are $100 or less • Occasional purchase which exceeds $100 where it was not feasible or practical to make the purchase with a Purchasing Card, by direct bill or on a Purchase Order. This requires division fiscal officer approval, subject to review by Accounting Services. Division fiscal officer approval is not required on specific transactions if the fiscal officer has justified for Accounting Services a recurring need for the individual to make these purchases/payments (typically, it is an individual located outside Columbia). • Food and/or supplies for a reception for a candidate or other University visitor, when approved by the dean, director or department chair (where feasible, pay the vendor directly, preferably with the Purchasing Card). • Meal for a candidate or other University visitor or guest”

Source: http://mubsweb.missouri.edu/bppm/ 3:001

*Payee Must Sign Travel Form, or Provide Dean/Director/Chair Approval and Explanation and Payee Must Certify (Initial) All Three Lines Over Payee Signature

Signature: We will accept email from the Dean/Director/Department Chair as authorization when the traveler can not sign.

Certification: We will accept email from the traveler in cases where the certifications have not been initialed. The email must include the statements “I certify these expenses were necessary for University business. I personally paid these expenses and have not been nor will I be reimbursed by an other person/entity. To the best of my knowledge, these expenses are correct and are eligible for reimbursement under University policy.”

“If the traveler is not available for signature for a significant reason (e.g., out of the country, in the hospital, unavailable for an extended period) attach an explanation to the form as to why the traveler is unable to sign and obtain the signature of the dean, director, or department chair. (If the traveler sends a signed letter stating the expenses attached are the expenses they incurred on their travel, this letter should be attached to the form but is not a substitute for approval by the dean, director, or department chair).”

“The payee must initial each of the three lines and then sign, where indicated. University employees should enter their title. Non-employees should enter their relationship to University, e.g., candidate.”

Source: http://www.umsystem.edu/ums/departments/fa/management/records/forms/finance/completion.shtml

*Maximum One Invoice Per Voucher. Do Not Delete This Voucher

This voucher has two or more separate invoices attached, and Peoplesoft does not have the capabilities of handling more than one invoice per voucher. Here’s how to fix this one once you get the voucher back:

1. Request unposting of the voucher. Call the Accounting Services Help Desk at 2-3051 and whoever answers can unpost for you. The voucher will repost automatically overnight, so make your request on the same day you will make the changes.

2. Do NOT delete the voucher. Instead, change it to reflect just one of the invoices, and attach that invoice to it.

3. Create a new voucher for each additional invoice, and attach the invoice.

4. Print and sign the vouchers, and send them to us as usual. Paperclip the two vouchers together with our Send Back form on top, so we’ll process them immediately instead of sticking them at the back of the incoming stack.

There is one situation where we do appear to process multiple hotel invoices on one voucher. Sometimes a hotel will consolidate a number of folios and issue a single invoice reflecting them all. In that case we can pay the invoice.

*Contract Required through Administrative Services.

For some transactions a contract must be signed by a delegated authority of the University. You have been linked to this note because the transaction is of the sort that can be paid by Non-PO voucher once Administrative Services has approved a contract. Once you have a contract in place, record the contract number on the voucher (or attach a copy of the contract to the voucher) and return it to Accounting Services for processing. By approving and signing the voucher for payment, the individual signing is warranting that the contract number provided is valid, the contract has been fully executed by a duly authorized signatory, and the payment is consistent with the terms of that contract.

“Many services require that an agreement be signed. ONLY Administrative Services, the Office of Sponsored Program Administration (OSPA) (for grant-related activities) and Procurement Services (for written agreements associated with purchase orders) have delegated authority to sign agreements on behalf of the University.

Examples of transactions that require written agreements reviewed and approved by either Administrative Services or OSPA (grant-funded) before services are rendered or payments are made:

· Advertising (when vendor requires legal agreement)

· Consultant/Professional Services Fees > $500

· Rental/lease space for off-campus facilities

· Performance Agreements > $500

· Speaker Fees/Honorariums > $500

· Transactions which result in the creation of intellectual property (examples include photography services, webpage development, software development, sound or video recordings, etc.)

· International Exchange Agreements/Educational Experiences (should be coordinated through International Center)

· Notwithstanding the above, if the Vendor/Service Provider requires a written agreement, it must be signed by a properly delegated authority of the University (Administrative Services, OSPA or Procurement.)

Source: http://mubsweb.missouri.edu/html/HowToPay.pdf Also see: http://mubsweb.missouri.edu/bppm/ 1:060 and 1:061

*Pay With Purchasing Card or Requisition

You have been linked to this note because the transaction is of the type that may not be paid by Non-PO voucher. Please pay with your purchasing card if the vendor accepts it.

If the vendor does not accept the purchasing card, create a requisition and pay by purchase order. Be sure to do Peoplesoft Receiving on the invoice, and send a copy of the invoice to Angela Carmichael at 325 Jesse Hall with the PO number and Receiver number written on the copy.

In order to return the funds to your DeptID this voucher must be closed out in PeopleSoft. Please reply to the Accounting representative and request that the voucher be closed. Once the Close process posts overnight, the voucher will remain visible and the Close Status Indicator on the Voucher Summary Page will show as Closed.

*Pay by Requisition (Purchase Order)

You have been linked to this note because the transaction is of the type that may only be paid by requisition (Purchase Order). Please create a requisition and pay by purchase order. Be sure to do Peoplesoft Receiving on the invoice, and send a copy of the invoice to Angela Carmichael at 325 Jesse Hall with the PO number and Receiver number written on the copy.

*Contract Needed Through Office of Sponsored Program Administration

For some transactions a contract must be signed by the appropriate University office, and no one other You have been linked to this note because the transaction appears to pay through a grant. Once the Office of Sponsored Program Administration has approved and signed a contract, attach a copy of the contract to the voucher and submit it to Accounting Services for processing.

Examples of transactions that require written agreements reviewed and approved by either Administrative Services or OSPA (grant-funded) before services are rendered or payments are made:

· Advertising (when vendor requires legal agreement)

· Consultant/Professional Services Fees > $500

· Rental/lease space for off-campus facilities

· Performance Agreements > $500

· Speaker Fees/Honorariums > $500

· Transactions which result in the creation of intellectual property (examples include photography services, webpage development, software development, sound or video recordings, etc.)

· International Exchange Agreements/Educational Experiences (should be coordinated through International Center)

Source: http://mubsweb.missouri.edu/html/HowToPay.pdf

Also see: http://mubsweb.missouri.edu/bppm/ 1:060 and 1:061

*Provide Original Invoice or Receipt or Hotel Folio

You have been linked to this note because we need the original receipt (if you are seeking reimbursement) or invoice (for direct billing) and you did not provide it or provided only a photocopy (See the DETAILS line on your Action Required Form grid.) If you stayed at a hotel we need the original itemized hotel folio. Receipts need to be the actual original receipt provided by the vendor. If it is impossible to provide the original receipt, please explain the circumstances and provide a fax or photocopy. We cannot accept a raw statement that the original is not available without an explanation of the circumstances. In many cases we will require both an original receipt and also documentation of payment.

Please send the actual original receipt or invoice to the person who sent you the Action Required Form, at 325 Jesse Hall. Please include a copy of the Action Required Form so that we can match your receipt or invoice to your voucher.

*Provide Documentation of Payment

You have been linked to this note because we need Documentation of payment for one or more of the expenses on the voucher. (See the DETAILS line on your Action Required Form grid.) Documentation of payment shows that the person requesting reimbursement paid for the product or service. This can consist of a photocopy of the front and back of a cancelled check, a reproduction of the cancelled check as part of a bank statement, or a copy of a credit card statement on which the charge appears. In many cases we will require both an original receipt and also documentation of payment.

You may fax documentation of payment to Accounting Services. Please include a copy of the Action Required Form so that we can match the documentation of payment to the voucher. Please fax to the person who sent out the Action Required Form at (573) 884-5572. You mail also send by campus mail to Accounting Services, 325 Jesse Hall.

*Explain additional persons in hotel room.

You have been linked to this note because the hotel folio shows more than one person stayed in the room.

“Lodging is reimbursed at the single rate. If more than one person stayed in the room, please provide an explanation, including the person's name and association to the University (business purpose). If there was an additional person(s) in the room who was not on University business, reimbursement is made at the single rate. Provide the single rate or indicate on the TTED that the rate charged was the same as the single rate.”

Source: http://www.missouri.edu/~mutravel/trav_vr.htm#LODGING

You may submit an explanation by return email of the Action Required Form. If you need to adjust the claim, please inform us and we will return the paper voucher to you. When you have the voucher in hand, please call the Accounting Services help desk at (573) 882-3051and request that we unpost the voucher so that you can match the changes on the paper voucher to the voucher in Peoplesoft. The voucher will repost automatically overnight. Once you’ve made your changes, send the voucher, with the Action Required Form, back to Accounting Services at 325 Jesse Hall.

*Does the Vendor Accept the University Purchasing Card

You have been linked to this note because the preferred method of payment for this transaction is the Purchasing card. Please pay with the Purchasing Card if the Vendor will accept the card. If the Vendor does not accept the Purchasing Card, this transaction may be paid through a Non-PO Voucher, but you must reply to the Action Requested Form to say so. Future vouchers should say “Vendor Does Not Accept University Purchasing Card” in the voucher comments panel when requesting payment by Non-PO voucher. (Vouchers requiring a contract or signed agreement may not be paid with the Purchasing Card.)

If the Vendor can accept the Purchasing Card, please respond to the Action Requested Form and: 1) ask us to return the voucher to you, and 2) ask us to close the voucher in PeopleSoft. In order to return the funds to your DeptID this voucher must be closed out in PeopleSoft. Please reply to the Accounting representative and request that the voucher be closed. Once the Close process posts overnight, the voucher will remain visible and the Close Status Indicator on the Voucher Summary Page will show as Closed.

Please see http://mubsweb.missouri.edu/html/HowToPay.pdf

*Provide Cost Comparison Between Driving and Flying

“If you elect to drive a personal vehicle rather than fly, you must provide a comparison between the cost to drive and the cost to fly.

For this comparison, the cost to drive includes mileage, meals and lodging incurred en route to and from the destination.

For this comparison, the cost to fly includes airfare, mileage and reasonable travel expenses between campus and airport and between airport and hotel in the destination city. The cost of the airfare should be based on a 7-14 day advance coach fare. Include with the travel voucher the following information:

• The agency where you obtained the quote and the phone number and name of the agent.

• The date you obtained the quote.

• The fare quoted based on a 7-14 day advance coach fare.

The University reimburses the lesser of the cost to drive and the cost to fly. Include the calculations on the voucher or as an addendum to the voucher. “

Source: http://mubsweb.missouri.edu/bppm/ 4:010

You may provide your comparison by email, as a reply to the Action Request Form.

*Show Meal Eligibility

The “E” and “P” markings help us recognize if a meal that exceeds the individual meal limit is reimbursable. “If a meal is provided as part of the meeting/conference, covered by other University payments, or paid by others, you must mark it as “P”. You are not eligible to claim reimbursement for this meal.

If you are eligible for a meal, but you are not claiming an expense for it because you are combining this eligibility with another meal that day, you must mark it as “E”. “ See the full explanation of meal reimbursements in http://web.missouri.edu/~mutravel/trav_vr.htm#MEALS