Non-Tax Levy Vouchers
BUSINESS OBJECTIVE: For Non-Tax Levy business units, vouchers are created by department approved personnel.
- Creating Vouchers
- Approving Vouchers
- Payment Information on a Voucher
- Deleting a Voucher
- Closing a Voucher
- Unposting a Voucher
- Finalizing a Voucher
- Unmatching a Voucher
- Creating a SpeedChart for Non-PO Vouchers
Creating Vouchers – There are three types of vouchers:
- PO Voucher
- Non-PO Voucher
- Single Pay Voucher
- PO Vouchers are associated with Purchase Orders that have been created by the Purchasing Department and reflect the amount to be paid to the vendor. PO vouchers must be matched against the corresponding purchase order and the receipt entered by the recipient of the goods/services.
- Non-PO Vouchers can be created to pay vendors for goods/services that are below the clip level established by the college for each business unit. Purchase orders and the corresponding PO vouchers are required for any vendor payment that exceeds the clip level established for each business unit by the college, is associated with a contract or if a PO is requested by the vendor. In addition, non-PO vouchers should be used to pay stipends if they are subject to 1099 reporting. Departments may not enter vouchers that are associated with a Purchase Order.
- Single Pay Vouchers should be used to make one-time payments for the following:
- Service Student stipends that do not involve provided services
- Non-employee reimbursements.
- PO Vouchers are associated with Purchase Orders that have been created by the Purchasing Department and reflect the amount to be paid to the vendor. PO vouchers must be matched against the corresponding purchase order and the receipt entered by the recipient of the goods/services.
- Approving Vouchers: The voucher will appear on the approval worklist after it is successfully matched. CUNY requires that the approver validate that budget check and document tolerance are valid prior to approval. The voucher approver will have access to the voucher through a link on the Voucher Approval page.
- Payment Information On A Voucher: The Payments Tab contains significant data regarding vendor payments.
- Deleting a VoucherVouchers that have never been selected for payment or posted to the General Ledger can be deleted. No portion of the voucher may have been paid. If the voucher is ‘Matched’ the voucher needs to be unmatched prior to deleting the voucher. If the voucher is not eligible to be deleted, it will not appear in the drop down list. Once the voucher is deleted it can no longer be accessed in the system.
- Closing a Voucher: Whenever a posted voucher needs to closed so that a payment is not made, the Voucher Close process is used to reverse the liability and expense of the voucher on the related transaction records.
- Unposting a Voucher: After a voucher is posted, accounting entries get generated and the distribution chartfields on a voucher cannot be edited. If the distribution information needs to be updated, the voucher can be unposted. Vouchers that have been posted to the General Ledger, but not paid, can be unposted in order to update the voucher.
- Finalizing a Voucher: At times, the total amount being paid against a PO is less than the PO amount. In order to release the open encumbrances, you would finalize the voucher or the voucher line to release the funds.
- Unmatching a Voucher: There are situations where changes need to be made to the voucher or where the relationship between the voucher and a receipt needs to be removed. This process will be used anytime a voucher must be corrected after matching has run successfully, but before the voucher is paid or posted.
- Creating a SpeedChart: Non-tax levy entities will have a large number of non-PO vouchers to create in the system. SpeedCharts increase data efficiency by reducing the number of keystrokes required to enter chartfield information on the distribution lines of the voucher. SpeedCharts will be unique to each non-tax levy entity in CUNYfirst. Only voucher approvers can create SpeedCharts but voucher entry users will be able to access the SpeedCharts on the voucher.
