VP9 (Office Depot/eShip Global Payment Voucher)

How It Works | Links | Contact | Tips

The VP9 is automatically created once a month based on on-line purchases at Office Depot or eShip Global. (eShip Global is a mechanism for processing online payments for FedEx, UPS and other shippers used by a department.) One VP9 is created for each order.

How It Works

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1. Make purchase.
2. Department staff submits VP9 docs in *DEFINE by monthly Dean’s Office deadline. Most of you will receive e-mails by the 10th of each month from the Purchasing Office detailing their monthly deadline for approval of VP9 documents. The Dean’s Office deadline will be 3-4 days before the PO deadline.
   • Please review the transactions on each document and verify them against your receipts. You may change object codes to match the purchase or leave the object code at 1401.
   • If the purchase is a CONTROLLED ITEM, please include the name of merchandise purchased in the comments section or on the second line of the voucher comments and where it is located. This will greatly assist the Inventory Control staff in tagging controlled items. You must use the appropriate object code for all controlled items, regardless of the account being charged. Refer to “Additional Resources” if you need help deciding which items are controlled items. Contact Inventory @ 512-471-3838 for information on controlled items.
   • There are different rules for submission depending on who is the document creator. In general, the person designated (in *DEFINE via US1) as the first contact for these documents for your unit code will be the document creator. If paying from an endowment account, Michelle Hughes will be the first contact and document creator.
     • If the document shows you as the creator, please type APP at Action no later than 12 noon 3-4 days prior to the Purchasing deadline) so we can meet the Purchasing deadline. Please also change the object codes for all items purchased. You can refer to the GG8 & GG9 screens for help with the object codes. You should also refer to the Office of Accounting’s Coding Table for Purchases of Controlled Items. You can also change the account number if you're the document creator.
     • If the document shows Michelle Q. Hughes as the creator, you must type RET at Action to RETURN it to the Dean's Office. Refer to the Pro Card Charge Form (PDF) for format.
     • If the document shows Rita Mosley as the creator, she will be in touch with your department.
3. VP9 routes to Dean’s Office for approval if you are using an endowment account. Otherwise, the department is the final approver and the document routes directly to OA.
4. Submit original paperwork to OA. The original receipts with a copy of the VP9 voucher cover sheet should be sent to OA Doc Processing for scanning, etc. The Dean’s Office recommends that you make a copy of the paperwork (voucher cover sheet, receipts, OOEFs if appropriate) to keep on file for one year; at the end of that time, you may dispose of your copies.

Links

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• Office Depot rules
• eShip Global online portal (UT EID required)
• Purchasing Processes - multiple links via this site for purchase orders, etc.
• Request for VID Numbers (PDF)
• Payments for Professional Services Procedures (PDF)
• Sample Standard Hotel Agreement (PDF)
• Sample Hotel Agreement Transmittal and Approval Form (PDF)
• Sample AT&T Center Facility Use Agreement Transmittal and Approval Form (PDF)
• Sample AT&T Center Facility Use Agreement (PDF)
• Voucher Processing Handbook from the Office of Accounting (PDF)
• The OA’s VC1 Handbook (PDF)
• Pro Card Charge Form (PDF)
• *DEFINE OVM Web Tutorial (PPT)

Contact

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• Stephanie Hollub, 512-232-7324
• Office of Accounting

Tips or FAQs

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• If the department is the creator, make sure that the VP9 is approved by two departmental approvers before routing forward.
• If you are using endowment or dean’s funds and you are purchasing food, beverages, greetings cards, and/or flowers for an event, you need to provide the OOEF number in the Notes (the standard CoLA rules for OOEFs apply; you can omit notes if you use the CoLA web OOEF).
• The Dean’s Office can only change account numbers if they are in the same desk/view. Please remember to change them via a VT6 document once the VP9 has been approved.
• We don't normally have to include notes for VP9 docs, but if the need arises, you can follow the requirements specified for VP7s.

Last Modified: 6 November 2009