Frequently Asked Questions: Vouchering

We pulled up a voucher in our approval queue, but it is 'grayed out'. We can't approve or deny it. What does this mean?

The voucher has failed match. This may be due to one of several reasons, including that there may not be enough money on the purchase order to cover the amount of the voucher. Departments are responsible for researching any failed matches and taking action to resolve them.

Do we need to prepare purchase orders for our freight and utility bills?

Freight and utility bills are paid as express vouchers. No purchase order is required. Indicate the chartstring to be charged on the invoice; Disbursements will key this information into BFS.

What do we do if we think there is an error on a voucher in our approval queue?

Put a note in the voucher comments field, describing the problem (i.e., tax amount is incorrect, voucher is a duplicate, etc.) and deny the voucher. The processor of the voucher will use this information to resolve the problem and resubmit the voucher if necessary. Please note that Disbursements cannot make changes to chartstring information on purchase orders. If the error involves the chartstring information on a PO voucher, the department should approve the voucher and create a zero adjustment to correct the error.

How do we let Disbursements know that we want a check held for pick up?

We recommend that departments stamp or handwrite these instructions on the payment document in red ink. Include the name and phone number of the person who should be called when the check is ready. Notes written in the PO lines or comments will not work. Disbursements staff do not see this information during the vouchering process.

How can we tell if a payment will be held for pick up?

This information shows in the voucher approval panel. If the payment method on the approval panel is 'CHK' and the 'Handling Code'is 'H', a paper check will be issued and held for pick up. Note: If the payment method is 'EFT' the payment will be deposited directly into the payee's bank account, it will not be held for pick up, even if there is an 'H' in the 'Handling Code'.