The VPH hotel voucher is a new electronic document specifically designed for payments to the AT&T Executive Education and Conference Center (AT&T EECC) for events, conferences, and guest rooms. The VPH document is a Web-based document only available for processing and approval through eDocuments.
How is a VPH document created?
The VPH document creation process is similar to that of VP7 and VP9 documents. VPH documents will be automatically generated by the Office of Accounting and assigned to the account number given to the AT&T EECC at the time the reservation is made. Department will receive one VPH document per AT&T EECC invoice number, and an e-mail notification regarding document creation will be sent to the department like VP7 and VP9 documents.
When should I expect to receive my VPH?
VPH documents will be created weekly, and departments will have 10 business days to approve documents. The Office of Accounting will begin generating VPH documents in mid-August.
How should I handle VPH backup documentation?
Document creators and approvers will be able to access invoices associated with their VPH documents via the Image Retrieval System. Departments must send backup documentation to Accounts Payable via campus mail to mail code K8000.
What do I need to do to prepare?
- Document Routing: In preparation for the release of this new document, *DEFINE electronic office mangers or delegates will need to setup VPH document routing in *DEFINE command US1. When a VPH voucher is generated, it is assigned to the first nonsubstitute on the established creator desk. If no VPH routing has been established, the document will be assigned to the default desk of the electronic office manager or creator desk established in the * * routing in *DEFINE command US1, Section 6.
It is important that VPH routing be established before documents are created, or else the documents will need to be rerouted. If the routing change is made too close to the approval deadline, then the document might not be approved on time.
*DEFINE Command US1 Section 6
- Dean/VP Routing: Dean and Vice President offices that want to opt in on the approval process for VPH documents assigned to units that report hierarchically to them should review and update their Dean/Vice President routing in *DEFINE command US1, Section 6.
- Command Authorizations: *DEFINE electronic office mangers or delegates need to ensure that the desk that is established as the creator desk for VPH routing is linked to an administrative view that has at least update status for the VPH command. Use Section 5 of *DEFINE command US1 to set this up.
Frequently Asked Questions
Why can’t I view the VPH documents in *DEFINE?
VPH documents are not available in *DEFINE. The VPH document is a Web-based document only available for processing and approval through eDocuments.
I don’t want to be the VPH creator. How do I change that?
The VPH creator is assigned to the first person on the VPH creator desk or default desk of the electronic office manager. Contact your *DEFINE electronic office manager for assistance.
For Additional Information
For questions regarding VPH policy and procedure, contact Accounts Payable at VPHquestions@austin.utexas.edu.
For questions regarding document routing or document authorizations, please contact the Office of Accounting Helpline at 471-8802 or via e-mail at oa.askme@austin.utexas.edu.
