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UPDATED
JUNE 18, 2008
Rescheduled due to flooding and yearend
e-Voucher Application Upgrade Announcement
To: e-Voucher Users
From: University Accounts Payable
Re: e-Voucher Application
On July 7, 2008, there will be new functionality in
the e-Voucher system. Changes will affect the existing Research
Subject voucher type and the Food and Alcohol voucher types. The New
Services Voucher will replace the Payroll Voucher paper e-form.
Research Subject payments $25 and under:
- Research Subject vouchers $25 and under will now be able to complete workflow and create a payment with no social security number (SSN).
- Bulk vouchers with Research Subject expense type may now include lines for $25 and under with no SSN and no Vendor ID. The spreadsheet can contain a mix of these lines and lines requiring SSN or Vendor ID.
- Vouchers with no SSN will create a vendor in the vendor file that is not associated with an actual SSN.
- If one of these vendors is used on a future voucher that does not meet these requirements, the e-Voucher will prompt you to provide the actual SSN. The actual SSN will load to that vendor and will not be asked for again.
Expense types related to food:
For the expense types listed below, you will be asked if alcohol is included in the expense. This provides the opportunity for:
- Approvers to sign off on the expense electronically.
- MFK validation to ensure alcohol related expenses are being charged to the appropriate Funds
Food
- The system will prompt you for the total food amount, number of people and calculate the per person expense
- No alcohol expense can be included.
Food and Alcohol – NEW
- Used for vouchers which include alcohol with or without food
- The system will prompt you for total amounts, number of people and calculate the per person expense
UI Sponsored Conf. Food & Beverage – NEW
- Used for conference food and beverages, with or without alcohol expenses.
Workflow Set up Changes
- New Workflow paths for the new voucher type “Voucher – Alcohol” which must be set up by the departmental workflow administrator. It needs to include the DEO, business officer of the college or division, or dean or vice president of the employing division in the approval path.
Payroll Voucher payments now in Workflow :
- Services Vouchers provide an electronic payment method to replace the Payroll Voucher e-form. Use for payments to individuals who are providing a service to the UI and who are using a social security number.
- A separate announcement will follow with more details.
Navigation Changes
- There is a new help function on the main ePro page. Click on “I’d like help” for assistance in determining which type of voucher to use.
- The ePro menu on the Sidebar has changed. Under the ePro logo is the new menu which encompasses the Services Vouchers, Non-Services Vouchers (the traditional e-vouchers) and PREQS.
Please contact the following if you have questions on this new functionality:
Cindy Humpleby
Jamie Heefner
Denise Hyche |
