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Vouchers

What It’s For

For paying businesses/independent contractors and reimbursing individuals for invoices/expenses under $5000.  Some vouchers may be over $5000: subcontract payments, prizes, honoraria – if you are not sure, check with an account manager or purchasing.

You Will Need

For a business – Invoice (only one allowed per voucher)
For an individual – Receipts (multiple can go on one voucher)
For independent contractors – Invoice (only one allowed per voucher), the approved IC determination form, and the COI form (grants only)
Any additional documentation, especially for business entertainment

Procedure

  1. Go to Navigator > Finance Menu > Accounts Payable > Vouchers > Add/Update > Campus Voucher Entry (Note: I HIGHLY recommend adding this page to your Connect Carolina Favorites.)
  2. Under the “Add a New Value” tab, you can either click the “Add” button or fill out some of the fields first. You can search for vendor ID via the little magnifying glass. Don’t bother with any field below Gross Invoice Amount. When you’re ready, either hit the Enter key or click the Add button.
  3. Double-check the address. Fill in description, category, and chartfields.
  4. Save.
  5. Click “Imagenow Attachments” to go to the attachments page. ALWAYS choose the Document Type from the pull-down menu before adding a document. Wait for the activity thing in the top right corner to go away before clicking “OK.”
  6. Click “Comments” and enter a description of the charge. (This is just like the “Notepad” on the old Check Request system.)
  7. On the main page, choose “Budget Pre-Check” from the Action dropdown menu and click “Run.” If you get a Submit button, you can go ahead and click “Print Voucher” to print the cover sheet, then Submit. If you do not get a Submit button because of budget errors, you will need to consult the appropriate account tech.
  8. Attach the cover sheet to the documentation and forward to the appropriate account tech.
  9. Make sure to record everything in the PO_Voucher Log Sheet. Also make sure to close that sheet when you’re done.
  10. If a company requires a reference/PO number before they’ll do the work, create a temporary one by following the procedure in the voucher manual.  You’ll have to make up a temporary invoice number. Since vouchers no longer autosubmit, you can fill in as much information as you want.
  11. To expedite payment (must be paid sooner than 30 days from invoice date), email Accountspayable@email.unc.edu.

Send to Fiscal Office

Voucher cover sheet
Supporting Documentation

Filing (Account Manager)

File in CFS folder.

Resources

Category/Commodity Codes
Invoice Naming Conventions
Procurement 101: Top 20 Commodity Codes
Voucher Manual
Voucher Quick Guide