PeopleSoft

Reimbursement, Invoice & Payment Overview

The University of Akron

Learning Technologies
Office of VP/CIO

Contact
Training Services
330.972.6391
pstrain@uakron.edu

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Table of Contents
TABLE OF CONTENTS ................................................................................................. 2
REIMBURSEMENT OVERVIEW................................................................................. 3
INVOICE OVERVIEW ................................................................................................... 5
PAYMENT INQUIRY...................................................................................................... 7
LOCATING VOUCHER ID OR PURCHASE ORDER ID NUMBER .................... 10
REQUISITION DOCUMENT INQUIRY PANEL ..................................................................... 10
APPENDIX A: CONTRACTS (AS OF 05/01/2002) .................................................. 11
APPENDIX B: INVOICE STANDARDIZATION..................................................... 12

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Reimbursement Overview
Follow these steps when you need to be reimbursed by The University.

PATH/PANEL ACTION TO BE TAKEN/ COMMENTS

1. Departments complete a WebReq* with
details pertinent to the Reimbursement.

Note: Please be sure to provide the

individuals name, department, and campus
zip on the WebReq.

If the request is for a University Employee

for an award or loyalty provide the payee’s
social security number on the WebReq for
1099 purposes.

If the request is for a non University

Employee, provide the payee’s home
address on the WebReq.

2. Submit WebReq* directly to Accounts

Payable, not The Department of
Purchasing.

*Note: The WebReq process has replaced

the multi-copy requisition form.

If you are not currently using WebReq’s

you will want to look into this process. This
is separate from PeopleSoft. You can go to
this URL for the Requisition Application for
WebReq’s (Not PeopleSoft.)
http://www.uakron.edu/purchasing/ElectronicForms.htm

3. Information is entered into PeopleSoft

by Accounts Payable and a Voucher is
created.

4. The check is created and then sent to the

department that the individual works in
or to the address provided for a non
University Employee.

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PATH/PANEL ACTION TO BE TAKEN/ COMMENTS

5. You can perform a search to inquire
about a payment. See page 7 for details.
If you still have questions pertaining to
a specific reimbursement, contact
Accounts Payable at extension 7200.

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Invoice Overview
Follow this process if you have an Invoice that needs to be paid to an Off-Campus
Vendor.

PATH/PANEL ACTION TO BE TAKEN/ COMMENTS

1. Complete a PeopleSoft Requisition for the
invoice.*

When entering the PeopleSoft Requisition,

pay special attention to the Category that
you choose for the Item. The Category is
linked to the Account that will be charged
for the item. If you are submitting an
invoice for a Service you should not be
using a Category for Supplies and vice
versa. For more information on
Categories refer to the documentation on
Capitalized Equipment at the following url:
http://www3.uakron.edu/purchasing/Capitalized_Equipment_Entering_Req.pdf
*
Note: There are exceptions to this process.
There are “Contracts” set up in PeopleSoft for
certain Vendors. If you are working with one
of these Vendors you can directly submit the
invoice to Accounts Payable for payment.
These exceptions must have the SpeedType
placed on the invoice and the invoice needs to
be signed by the appropriate departmental
person. (“OK to Pay” should accompany the
signature.) Please refer to Appendix A for a
list of those Vendors that this exception
applies.

2. After the PeopleSoft Requisition is

Approved, it will then go through the
Budget Checking Module.

3. After successfully passing Budget

Checking, a Purchase Order is
automatically created. To find the
Purchase Order number see page 10.

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PATH/PANEL ACTION TO BE TAKEN/ COMMENTS

4. Write the Purchase Order ID Number and
sign “OK to Pay” on the invoice and send
it directly to Accounts Payable at +6214.

Note: If you have multiple invoices against the

same Purchase Order, mark, “Final” on the last
invoice. This will assist Accounts Payable
personnel in finalizing the Purchase Order and
release the open encumbrance accordingly.

5. A PO Voucher is created in Accounts

Payable after receiving the invoices with
the proper signature on it (authorize to
pay).

6. The Vendor is paid based on the payment

term.

7. If a Vendor calls with questions pertaining

to Reimbursements, such as status, use the
Voucher Inquiry panel outlined on page 7.
If you cannot answer the Vendor’s
question then refer them to Accounts
Payable at extension 7200.

*A list of Vendors that currently have Contracts can be found in

Appendix A

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Payment Inquiry
PATH/PANEL ACTION TO BE TAKEN/ COMMENTS
Choose: To check the status of a payment, use the
Go, Administer Procurement, Enter Voucher Voucher Inquiry panel.
Information
Inquire, Voucher, Voucher Inquiry
The Update/Display- - Voucher search box
returns.

For a Student Reimbursement:

Fill in the following criteria:

Name 1: Student’s name in the following

format:
Lastname,First
For example: Smith,David
The first letter of both the last name and
first name must be capitalized. Also, there
is not a space between the last name and
first name.

Select the Search pushbutton to return a list

of vouchers associated with the student.
The Voucher ID for student refunds or
financial aid checks start with “SF.”

For an Employee Reimbursement:

Fill in the following criteria:
Name 1: Employee’s name in the
following format:
Lastname,First
For example: Smith,David
The first letter of both the last name and
first name must be capitalized. Also, there
is not a space between the last name and
first name.

Select the Search pushbutton to return a list

of vouchers associated with the employee.

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PATH/PANEL ACTION TO BE TAKEN/ COMMENTS

For a Vendor Reimbursement:

Name 1: Enter the Vendor’s full name or
the first few letters of the full name.

Select the Search pushbutton to return a list

of Vouchers.

To help locate the specific Voucher, use the

Date and Invoice columns.

Note for Vendor Payments: You can locate

the Voucher ID for a specific Requisition
from the Req Document Status Inquiry. See
page 10 for instruction.

If you have the Voucher ID, your search

will be an exact match, and the particular
payment you are searching for will return.

In general, some rules for the Invoice field

are as follows:
Travel Reimbursement: the date or
dates of travel.
Personal Reimbursement: the
(WebReq) requisition number.
Prepaid: the pre-paid number from the
form.
Entered as a PeopleSoft Requisition:
the Invoice Number you receive from
the Vendor.

Refer to Appendix B, Invoice

Standardization, for additional details on the
Invoice field.

Regardless of what you are searching for

(Student Payment, Employee Payment, or
Vendor Payment) locate the occurrence and
select OK.

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The Voucher Inquiry panel returns.

The Date field is the Invoice Date

Advance to the Voucher Payments panel for

additional information.

The Voucher Payments panel will return:

Payment Reference: Check Number
Payment Date: Date that the check was cut
in Accounts Payable.
Payment Status: Paid, Void, or Stopped
Paid: Check has been cut and sent.
Void: Check still at University, but has
been voided.
Stopped: Check was sent, but payment
was stopped.
Payment Amount: The total amount of the
check.
Paid Amount: The amount paid for this
particular voucher.

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Locating Voucher ID or Purchase Order ID Number

Requisition Document Inquiry Panel
If you are going to search for the Voucher ID or Purchase Order ID number, you will first
need to have the Requisition ID.

PATH/PANEL ACTION TO BE TAKEN/COMMENTS

Choose: The Update/Display - - Req Document Status
Go, UA Department Inquiries Inquiry search box returns.
Inquire, Req Document Status Inquiry

Enter information as follows:

1. Business Unit: Will default to Akron.
2. Requisition ID: Type the Requisition
ID number with lead zeros. This is a
ten-digit field.
For example: 0000001234

Select OK.

The Requisition Document Inquiry panel

returns.

To find the Voucher ID, select the Vouchers

checkbox. To locate the Purchase Order ID
Number, select the Purchase Order checkbox.

Then select the Load (Sparky) icon. .

Once you select Sparky, the Voucher ID or the

Purchase Order ID number will display in the
Document ID field on the lower portion of the
panel.

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Appendix A: Contracts
Name
Ad Graphics
Akron Beacon Journal
Akron Civic Theatre
Allied Cable Corp
Artists Incorporated
Audio-Technical
AAA Travel Agency
AM Design
Bark At The Moon Graphics
Studio Inc
Bassak Brothers Inc
Betro Communications Inc
Burrows Brothers Photo Lab
Cahill Corporation
Canton Repository
Cardinal Maintenance & Serv
Co
Cathy Chapman
Chima Travel
Connect Ohio Inc
Constantines Nursery &
Garden Center
Crowne Plaza at Quaker
Square
Darby,Susan
Donzell's Garden Center
Earth N Wood
Enterprise Rent-A-Car**USE
37**
Farris Disposal Services Inc
FedEx
Flynn,David
Flynn,Renee
Garick Corp
Harper & Co Communications
Hercules Inc
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The University of Akron
(As of 05/01/2002)
Name Name
Home Depot Sheila Hart Design Inc
John S Grimm Inc Sheraton Suites
John S Grimm Inc Simplex Time Recorder Co
Stathos Construction &
Kargs Screened Topsoil Engineering Co
Kelly Temporary Services Stein,Kim
Labels & Letters Sterling Paper
Leader Publications Stoll Designz
Magic City Drain Service Sun Newspapers
Malone Advertising Inc Thompson Electric
Messina Floor Covering LLC Time Warner Cable
Millar Elevator Service Co Tymcio Design Associates
US Communications &
Mills Decorating Center Electric Inc
Wagoner Moving & Storage
Montecalvo Electric Inc Inc
Morton Salt Waste Management
Western Reserve
New Leaf Design Typographics Inc
O'Rourke,Kerrie Whitehouse Media Inc
Obex Communications WAKR
Ohio Color Plate WCLV
Paxson Communications - PAX
TV WEOL & WNWV
Plain Dealer Publishing Co WEWS TV 5
Praxair Distribution Inc WJW Television
Public Design Co WKDD-FM
WKSU-FM KENT STATE
Radisson Hotel Downtown Akron UNIVERSITY
Randstad Inc WKYC TV Cleveland
Record Publishing WNIR 100 FM
Revere Travel WOIO TV 19
Richardson,Gary WONE
Roy's Stow Travel WQMX FM
RPL Television Production Xpedx
Sassafras Design Services Zaidan Photography
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Appendix B: Invoice Standardization

This chart details how the Invoice field in PeopleSoft is derived upon processing.

Situation Example
Reimbursement for Employee Travel, use date format of
mm/dd/yy-mm/dd/yy.
For one-day travel, use the date of travel. 02/09/02
For travel exceeding one day, use the beginning 02/09/02-02/15/02
and ending dates of the travel.

Reimbursement to Individuals through a requisition, and

without an invoice.
Use the requisition number; you do not need to 112255
put the last name after the requisition number
because it will appear in the Short Vendor Name
and Name fields.

Prepaid:
Use the number found on the prepaid form, r69088
except use a lower case “r.”

Vendor with Contract (Randstad, Kelly, Fed Ex, etc.):

Use the invoice number, and use lower case 368763-00
letters if necessary.

Transaction that did not go through the Department of

Purchasing:
Use the invoice number, and the Departments 368763-00
should put SpeedType and signature directly on
the invoice. No requisition is needed.

Payment to an outside vendor with an invoice and the

vendor has a University of Akron PO:
Use the invoice number, and the Departments 368763-00
should put PO# and signature on the invoice.

Payment to an outside vendor without an invoice or

without an invoice number, and it does not matter if they
have a University of Akron PO#:
Use the date of service. 02/12/02
The only exception is for check with order cwo11223
(purchase order), use cwo and the PO#.

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Situation Example
Scheduled payments for a lease with PO:
Use the PO# and the fiscal year. 11224-2002
(for lease with PO# 11224 for
fiscal year 2001-2001)

Check request from payroll:

Use the type of request and the date of the garnishment01/31/02
payroll. wage ded01/31/02
annuity01/31/02

Check request for a short-term loan, such as a Hansford

loan:
Use the name of the loan and the date of the hansford02/15/02
request.

Check request for a refund to a short-term loan:

Use “stl refund” and the date of the request stl refund02/15/02

Manual refund for Student Financials area:

Use the “manual refund” and the date of the manual refund02/15/02
request.

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