Voucher Checklist
As employees of The University of Texas at Austin it is our responsibility
to ensure that vendors are paid correctly, are easily able to identify
the payment, are paid in a timely manner and in accordance with various
laws, guidelines, rules, procedures, etc. The following information will
assist in executing those responsibilities.
Vendor ID
The vendor ID (FEIN# preceded by a "1" or, SSN preceded by a
"2", which are followed by a generated check digit), name and
address must match the "Remit To" information, as specified
on the invoice, bill or other payment request from the payee/vendor.
Goods/Service Received
The Goods/Service Received Dates Beg: End: fields must be the date(s)
the material was accepted or the services were performed. This date (or
these dates) must also be clearly indicated on the invoice with an appropriate
signature (not initials).
Invoice Receive Date
The Invoice Received Date: field is the date that the correct invoice/bill/payment
request was first received by the paying department (mailed, faxed, hand
delivered). This date must be clearly indicated on the invoice/bill/payment
request.
Requested Payment Date
Advance payments such as registration fees for conferences, seminars,
meetings, etc. should indicate the beginning date of the conference, seminar,
meeting, etc. in the Received Dates Beg: field and the ending date in
the End field. The Requested Payment Date field should be completed with
a date that will insure that the payment will be made in sufficient time
for the payee to register the attendees.
Invoice Nbr
The Invoice Nbr: field is the information that the payee/vendor needs to identify the payment. This should include the vendor assigned invoice number only. The vendor assigned account number should be entered in the “Comments/Ref” area. The allowable characters in the Invoice Nbr: field are alpha, numeric, blanks, periods, asterisks, dashes, slashes (/), comma, colon, and number sign If no vendor assigned invoice number is available, enter information/text that will allow the payee/vendor to identify the payment. This information may be supplemented in the "Comments/Ref" area. Note that these comment lines print first on the check stub followed by the information in the invoice number field(s). (Special Note for State Funds - Only the first 14 characters of the first Invoice Number field print on the State warrant stub. A copy of the payment voucher is sent with each warrant to assist the payee/vendor in identifying the payment.)
Check Distribution or Ck Dist
The normal check distribution code is "U" for U S Mail. This
field must be changed to "T" if attachments must be mailed with
the check, such as registration forms for a conference, license renewal
forms, etc. Copies of invoices should not routinely be sent with the check.
The information printed on the check stub should be sufficient for the
vendor to properly identify payment. Payments made by Direct Deposit (ACH)
cannot have attachments.
Any document that does not follow these minimum guidelines may result
in delayed payment, failure to receive proper credit for your payments,
making payments to wrong vendor or wrong vendor address, which could cause
interest penalties, or Post Payment Audit findings.
As employees of The University of Texas at Austin it is also our responsibility
to safeguard the funds entrusted to us by ensuring that all payments are
for legitimate expenses that benefit the University in accomplishing its
goals. We are to guard against duplicate payments, inappropriate payments
and report any attempt to defraud the University to the proper authorities.
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