Handbook of Business Procedures

9.1. EXPENDITURE PROCEDURES INTRODUCTION AND RESOURCES

A. Introduction

The University of Texas at Austin uses vouchers to generate payments to vendors, individuals, and other institutions. After a voucher is final approved, payment is issued in the form of a check, state treasury warrant, or direct deposit payment to the person or business specified on approved voucher.

B. Payment Vouchers

A payment voucher is usually created by a department in order to issue a payment. If the payment voucher requires further approval after it is approved by the department, the voucher is forwarded to the appropriate processing department for review and final approval. Each processing office reviews and approves specific types of vouchers:

Voucher Type	*DEFINE Command/FRMS Subsystem	Processing Office	Email Address
Cash Advances	N/A	Travel Services	oa.cashadvances@austin.utexas
Centrally-Billed Airfare	VP6/VPT	Travel Services	oa.cbatravel@austin.utexas.edu
Non-employee Independent Contractor/Exempted Services Authorization	VP1/VP2	Tax Services	tax.ic@austin.utexas.edu
Entertainment	VPE	Accounts Payable	oa.ap@austin.utexas.edu
Moving Expenses	VP2	Travel Services	oa.travel@austin.utexas.edu
Payroll	VP4	Payroll Services	payroll@austin.utexas.edu
Procard/EShipGlobal	VP7/VP9	Purchasing	purchasing@austin.utexas.edu
Purchase Order	VP1	Accounts Payable	oa.ap@austin.utexas.edu
Scholarship/ Fellowship/Cash Prize	VP3/Scholarship	Scholarship/ Fellowship Services	ScholarshipServices@austin.utexas.edu
Service Payment Request	VP2	Accounts Payable	oa.ap@austin.utexas.edu
Travel	VP5/VP2	Travel Services	oa.travel@austin.utexas.edu
Vendor ID Request	GGV	VID Section	vid@austin.utexas.edu

C. Resources

• Handbook of Business Procedures
• Voucher Processing handout
• Before payments are processed: Accounts Payable
  • Phone: 512-471-1816
  • Email: oa.ap@austin.utexas.edu
• After payments are processed:
  • For payments from local funds: Payment Information
    • Phone: 512-471-1083
    • Email: paymentinfo@austin.utexas.edu
  • For payments from state funds: Cash Management
• For assistance with specific areas or vouchers:
  • Accounts Payable Services
  • Tax Services  
  • Inventory Services
  • Payroll Services
  • Purchasing Office
  • Scholarship and Fellowship Services
  • Travel Services

Part 9. Expenditure Procedures - Table of Contents