VPH (AT&T Center Payment Voucher)

How It Works | Links | Contact | Tips

 

Accounting has discontinued the VPH document

Future charges will be sent directly to the department for payment

From here on out, the person making the reservation will still need to provide their EID and the departmental account number to the EECC when booking conferences or rooms 

The EECC will also be contacting departments for correct billing information for pending conferences and room reservations for each account number  

The process for The Carillon and Gabriel’s food charges will remain unchanged and will be charged by IDT by the Office of the VP for University Operations

Some of you may have past invoices that may not have been paid. If this is the case please forward to me, any relevant information and we can work together to figure out the disposition of charges/payment. In a lot of cases these charges may have been processed previously on VP5 documents

 

 

 

VPH documents are generated weekly by the Office of Employee and Campus Services and are assigned to the account number given to the AT&T EECC at the time the reservation is made. If you are the creator see the instructions in the links below to complete the document.

VPH Policy:

• You must use local funds for all banquet checks. Your 19- IR fee accounts cannot be used for entertainment expenditures.
• The University of Texas is exempted from paying sales taxes on all purchases billed directly to the University.
• The University of Texas is exempted from paying Texas state occupancy tax on lodging billed directly to the University.

  For assistance, contact the Office of Employee and Campus Services.

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How It Works

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1. Receive VPH. You will receive notification that you have charges pending via an e-mail from the Dean’s Office. The e-mail will include a PDF of the invoice showing the information provided when setting up the banquet or stay. You will also receive an informational copy of the VPH document, which you can access through your Electronic Document Inbox (UT EID required).

   When using the facilities for banquets, you will need to contact Saqueb Mansoor via e-mail to request an itemized Banquet Event Order (BEO) receipt showing what purchases were made. His e-mail address is: saqueb.mansoor@attconf.utexas.edu. Please request the BEO as early as possible to allow Saqueb time to get back to you before the VPH deadline.

2. Complete VPH.
   • In the **SEE NOTES** section of the document enter an explanation of the charges. If this link is not available, use the notes link on the document toolbar.
   • If the charges are for a banquet, enter the name of the account signer who approved the use of these funds, the reason for the event, and provide the OOEF requisition number.
   • If the charges are for a stay in the hotel, please provide the reason for the visit, the benefit to UT, the relationship of the visitor(s) to the University, and include the RTA# or PBS document ID. If the approval was on a blanket APS, attach a scanned copy of the document to the notification email.
   • Please put the OOEF/RTA/PBS/APS number in the PO line of VPH docs. Because you are including this information in the PO line, you do not also need to include it in section 3.
     • When entering the RTA information you should use the RTA number which begins with TV rather than the document ID.
     • PBS documents have a PBS and a PO number. The PO number can be found on the left of the screen; it is directly below Navigation Menu and above Document ID when logged onto Point Plus. On the printout of the PBS, the PO number is listed directly below the Document ID.
     • If you have provided a paper APS, simply type APS on the PO number line.
3. Submit VPH to OA and notify Lonnie Lisenbee. Once you have entered the notes in the document, submit the VPH to the Office of Accounting Accounts Payable/Travel Section. You will also need to attach backup documentation, including:
   • a printout of the VPH summary screen
   • all detailed hotel invoices and receipts
   • signed contract
   • Request for Travel Authorization (RTA)
   • Authorization for Individual Service(APS/PBS) and/or Official Occasion Expense Form (OOEF)

Send documentation to:

Be sure to notify Lonnie Lisenbee once you have submitted the VPH so that he can update the document and approve it.

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Links

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• Office of Accounting’s Explanation of the VPH
• Hotel Payment Voucher (VPH) Help
• 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)

Note: PDF files require Adobe Acrobat Reader to view. PPT files require Microsoft Viewer.

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Contact

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• Dean’s Office Contact:
  Lonnie Lisenbee, 512-232-5711
• For questions regarding VPH policy and procedure, contact Accounts Payable at:
  VPHquestions@austin.utexas.edu
• For question regarding incorrect billing or questions about your invoice, please contact the Office of Employee and Campus Services at:
  vphprocess@utlists.utexas.edu
• For questions regarding document routing or document authorizations, please contact the Office of Accounting Helpline at 512-471-8802 or via e-mail at:
  oa.askme@austin.utexas.edu

Please direct comments on the Procedures Guide to cola_comments@utlists.utexas.edu.

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Tips or FAQs

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How do we process invoices with credits?

If a VPH is created it has to be processed for the amount on it and any corrections are made after the fact. This comes up in situations like the following:

1. The AT&T EECC charges the department rather than the guest’s card presented upon arrival.
2. A banquet function doesn’t go as planned and is promised as a comp.
3. A banquet charge is duplicated on the invoice and a credit is issued for the overcharge.

In example #1, the VPH charging the account the reservation was held on, rather than the credit card presented by the visitor, had to be processed. At a later date a VPH was then created for the credit.

In example #2, the billing department did not get the notice that the banquet was to be comped and a VPH was created. Luckily the CoLA contact still had the email from AT&T stating that they would comp it and a credit was issued. The original VPH still had to be processed, and then, when the VPH for the credit was issued that had to be processed separately.

In example #3, the original VPH still had to be processed. A separate VPH with the credit was then also processed.

If you come across an issue where an improper or incorrect charge is made, please keep all correspondence as well as any notes to help resolve the issue.

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Last Modified: 5 August 2009