Purchasing and Payables
Q: How do I pay a Research
Participant?
Q: How do I reimburse an employee
for non-travel expenses?
Q: I'm a requisition approver and
am going to be out of the office. How can I re-route my
requisitions to someone else with the UF_PO_APPROVER role?
Q: How do I process a credit
invoice?
Q: How do I do an
expense-to-expense voucher if the payment was made before July
1 in SAMAS/FLAIR?
Q: How many copies of an invoice do
I need to send to Purchasing and Disbursements (Elmore
Hall)?
Q: Can I fax invoices to Purchasing
and Disbursements?
Q: What is "voucher imaging"? How
do I gain access?
Q: Is there a form to complete for
E2E transactions?
Q: What paperwork is needed when
reimbursing an individual?
Q: What do I do if I don't want the
vendor check directly mailed out by Purchasing and
Disbursements?
Q: Will checks be cut as soon as I
process the voucher for payment?
Q: How do I change the Remit Vendor
Address?
Q: How do I print a copy of the
Purchase Order?
Q: How do I review all of the
requisitions that I have approved?
Q: How do I find out more?
How do I pay a Research
Participant?
Use an unencumbered voucher to create the request for payment to
the research participant. If the participant is not in the vendor
file, e-mail addvendor@ufl.edu to request that
the individual be added to the vendor file. You may send either
the Consulting and Professional Services Worksheet
or a W-9 form to the Vendor Maintenance Team by fax
at 392-0081 and direct attention to Vendor Maintenance, or e-mail
addvendor@ufl.edu.
When completing the voucher request, put the voucher number in the upper right-hand corner of the Participant Support Payment Form and send to Elmore Hall. Helpful Hint: Try category 93131703 and account 719200.
How do I reimburse an employee
for non-travel expenses?
Use an unencumbered voucher to create the request for payment to
the employee. If the employee is not in the vendor file, e-mail
addvendor@ufl.edu to
request that the individual be added to the vendor file--include
in your message that the individual is a UF employee for whom you
are requesting reimbursement.
When completing the voucher request, be sure to include a "Comment" (link on the Invoice Information tab) that contains a justification why normal purchasing procedures (requisition or PCard) weren't used.
Put the voucher number in the upper right-hand corner of the invoice for the item(s) for which reimbursement is being requested and send to Elmore Hall. Use the category and account appropriate to the items purchased.
I'm a requisition approver and am
going to be out of the office. How can I re-route my requisitions
to someone else with the UF_PO_APPROVER role?
You can select someone else to receive your requisitions for a
specified date range by navigating to eProcurement > My Profile.
Scroll down to Alternate User and search for the person's UFID
who will cover for you, and select the beginning and ending dates
for the temporary re-routing.
IMPORTANT: The person to whom you are re-routing must have appropriate security role UF_PO_APPROVER and UF_WF_PO_APPROVER.
How do I process a credit
invoice?
Use an unencumbered voucher to process the credit invoice. Be sure
to use the credit invoice number assigned by the vendor so they
can identify the credit. Credit invoices may be processed alone
and a matching invoice is not needed within the same department.
The credit will be included in a cumulative check to the vendor
that contains invoices from across campus, regardless of funds.
When completing the voucher request, put the voucher number in the upper right-hand and send to PO Box 115350, 114 Elmore Hall, as with any entry that produces a PeopleSoft-assigned Voucher ID.
How do I do an expense-to-expense
voucher if the payment was made before July 1 in SAMAS/FLAIR?
Follow the instructions for E to E vouchers and leave the related
voucher field blank. Include the original expense information
(SAMAS voucher number, date, and total amount of expenditure) in
the comments field along with the justification. When sending
documentation to Elmore for scanning, be sure to include proof of
the original expense (a copy of the departmental ledger, for
example).
How many copies of an invoice do
I need to send to Purchasing and Disbursements (Elmore Hall)?
Only the original document should be sent to Purchasing and
Disbursements, with the voucher number written in the upper right
hand corner.
Can I fax invoices to Purchasing
and Disbursements?
At this time, please mail the original documentation to PO Box
115350, 114 Elmore Hall in lieu of fax.
What is "voucher imaging"? How do
I gain access?
"Voucher imaging" is a system created to officially store scanned
university documents. Documents from several fiscal years are
available to view through this system. Documents sent to Elmore
Hall are scanned in to this system and can be viewed by all
University of Florida staff by:
- Logging into the myUFL portal using your GatorLink username and password
- Navigate to Quick Links > Admin Menu > Finance & Accounting > Voucher – View Voucher/Invoice Images
- You will be asked to reenter your GatorLink password before going to the Voucher Imaging request screen
- Input the voucher number and applicable fiscal year to retrieve and view a scanned version of an original document
If you do not have access to this system, your departmental security administrator needs to request this for you.
Is there a form to complete for
E2E transactions?
Yes, the Transaction Authorization Form, found at the
Finance and Accounting Web site under Purchasing and Disbursement
Services Forms. This form is also used for E2R Transactions and
Unencumbered and Encumbered Transactions that do not have
sufficient supporting documentation.
What paperwork is needed when reimbursing an individual?
- Invoice being reimbursed with voucher number written in right hand corner.
- Completed Transaction Authorization Form.
What do I do if I don't want the
vendor check directly mailed out by Purchasing and Disbursements?
An Alternate Check Delivery Form must be
completed and attached to the original documentation supporting
the voucher that has been created. Please be sure to put your
voucher number in the upper right-hand corner of theinvoice.
Will checks be cut as soon as I
process the voucher for payment?
No, checks are issued based on the NET TERMS and you can see the
date it is scheduled to pay on the Payment Tab of the Voucher.
How do I change the Remit Vendor
Address?
If the invoice remit address of the vendor differs from what
populates in the Invoice Information tab for the vendor, then
changes to the remit vendor address are only to be made on the
Payment tab of the created voucher. Changes can be made by
selecting the hourglass next to the "Payee Addr" drop down window
and select the correct option. If the option you are looking for
is not there, then you will need to request that this be included
by contacting the Vendor Maintenance staff.
Entering a "remit address" on the Invoice Information tab does not populate the "remit address" field on the Paymenttab.
How do I print a copy of the
Purchase Order?
Beginning in September 2004, departments can print departmental
copies of their Purchase Order (PO). These copies will be marked
as "unauthorized" and are for reference purpose only. Anyone with
the UF_PO_Department_Approver role has the ability to print POs.
Please review these two instruction guides prior to printing your
first PO: Printing a Departmental Copy of a Purchase
Order and How to Find a Purchase Order Number .
How do I review all of the
requisitions that I have approved?
In the myUFL portal, go to Purchasing > Requisitions > Review
Requisition Information > Requisitions. Input your purchasing
business unit and you will see all the requisitions for your
purchasing business unit.
How do I find out more?
For training on creating an unencumbered voucher, you may download
the Unencumbered Payment
instruction guide. For more details, attend "Purchasing &
Payables: Paying Your Vendor."
