Post-Payment Audit Process

If documents are final approved at the department level, how will Accounting know whether supporting documentation for these payments has been forwarded?

Supporting documentation received in Accounting will be scanned and the image stored on a central server. Aging reports will be used to monitor approved documents for which no image exists. Departments will be contacted about documents that lack supporting documentation.

How will Accounting know if payments approved by departments are correct?

In addition to ensuring receipt of documentation for every payment, post-audit reports will be used to select samples of documents to be audited in more detail. The same criteria used in pre-auditing will be used in post-auditing to identify and document errors. Accounting will notify departments of the audit results and, if applicable, provide appropriate training to voucher creators and approvers.

I currently use a customized cover sheet for submitting supporting documentation.
Do I have to use the standard form generated from the system?

Yes. The Office of Accounting anticipates scanning an estimated 3,200 pages of documentation a day. In order to efficiently process this volume of paper, a consistent transmittal form is necessary. An analysis of cover sheet usage indicated that 70% of departments used either a screen print or TID printed version of the cover sheet. The remaining 30% used a customized form. All departments will be required to generate the transmittal form using the PRT command in the Action field. The options of doing either a screen print or printing it to a TID printer will still be available. If you have designed a cover sheet for your own internal purposes you may continue to use it. However, you will also need to generate the official transmittal form for transmitting the documentation to Accounting.

I noticed that there is no vendor/payee certification line on the new transmittal form. 
Where are people supposed to sign when we process reimbursements?

Accounting no longer requires vendor/payee certification on VP1 and VP2 documents.  Therefore the Vendor/Payee Certification line has been removed from the transmittal form.  Although the signature requirement has been removed, it remains the department's responsibility to ensure payments are true, appropriate, and unpaid.

When I approve my document I get this error message: "DOCUMENT NEEDS MORE APPROVALS BEFORE FINAL PROCESSING (SEE UF1)." I've never encountered this error before. What does it mean?

On June 15 the VP1/VP2 routing was changed to require two departmental signatures. This error message means the document requires additional approvals in the department before it can route forward.  The message appears when the document creator is also the only signer on the signer desk for the document.  To process the document, use Action FYA (For Your Approval) to send it to another approver in the office.  The next approver will APProve the document and the document will process. Note: Routing for these documents can be changed to prevent this error message from occurring.  The electronic office manager or delegates can call the Office of Accounting Help Line at 471-8802 for assistance with routing changes.