Human Resource Services
Paying Vendors
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UF Disbursements
352.392.1241 | disbursements@ufl.edu | web site
Departments at UF process invoices in myUFL by using vouchers from the Accounts Payable module. There are several different kinds of vouchers. Create an encumbered voucher to process invoices for a purchase made with purchase orders, or create an unencumbered voucher for pre-approved purchases made with no purchase orders. Use an Expense to Expense (E2E) voucher to reimburse other UF departments when sharing the cost of a purchase. Template vouchers save time and steps in processing many invoices to the same vendor. At UF, process only one invoice per voucher.
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Web Simulations
LAUNCH PLAYER (Not working? Click here.)
NOTE: After launching the player, you may choose from the following topics:
- Voucher Using Copy PO Option in Voucher
- Voucher Using Purchase Order Only Option in Voucher
- Voucher Using PO Receipt Option in Voucher
- Unencumbered Voucher Example — GRU
- Unencumbered Voucher Example — Nextel
- Creating an E2E Voucher Example — Lab Supplies
Instruction Guides
- Which voucher should I use?
- Paying Encumbered Vouchers When Receiving is Not Required Updated/Reviewed 14 Aug 2007
- Paying Encumbered Vouchers When Receiving is Required Updated/Reviewed 10 Aug 2007
- Paying Unencumbered Vouchers Updated/Reviewed 24 Oct 2007
- Creating an Expense to Expense Voucher Updated/Reviewed 24 Oct 2007
- Creating an Expense to Revenue Voucher Updated/Reviewed 19 March 2008
- Additional Voucher Information
- Using Fax Imaging in Vouchers Updated/Reviewed 07 Jun 2007
- Creating and Using Template Vouchers Updated/Reviewed 9 May 2007
- Using Bank Wires Updated/Reviewed 28 Feb 2007
- Making Purchases Using Grant Funds Updated/Reviewed 18 Jul 2006
- Customizing ChartFields Updated/Reviewed 22 May 2007
- Researching Your Vouchers
- Using the Voucher Inquiry Updated/Reviewed 28 Feb 2007
- Finding Existing Vouchers Updated/Reviewed 28 Feb 2007
- Using PO Inquiry for Voucher Information Updated/Reviewed 28 Feb 2007
- Working with Voucher Errors
- Deleting a Voucher Updated/Reviewed 1 Mar 2007
- Correcting Voucher Budget Errors Revised 26 Sept 2007
- Checking Vouchers for Errors and Match Exceptions Updated/Reviewed 1 Mar 2007
- Finding Budget Errors for Vouchers 26 Sep 2007
Classroom Training
To register for classes, click here, log in and click Request Training Enrollment. Search by Course Name or Course Number and select a session that fits your schedule.
- To learn more about Paying Your Vendors, attend PST071: Paying Your Vendors
In this hands-on session, learn how to process a voucher, gain voucher approval, obtain payment, sign up for exceptions notifications, and identify budget errors. You will also learn how to complete an Encumbered Voucher, Unencumbered Voucher (Payment Authorization), and Expense to Expense Voucher (Inter-Departmental Expense Refund).
This workshop is a follow-up session to PST070: Introduction to Purchasing workshop.
Security Roles
- To create a voucher, obtain the role UF_AP_VCHR_Processor.
- To view voucher search screens, obtain the role UF_AP_Inquirer.
- If you are a DSO and need to process invoices for the DSO, obtain the role UF_AP_VCHR_PRCSSR_DSO.
- To view scanned images only, but not input vouchers, obtain the roles UF_AP_VCHR_IMAGING_PROCSR and UF_AP_INQUIRER
- To view voucher imaging through Quick Links -> Admin Menu -> Finance & Accounting -> Vouchers -> View Voucher Images, obtain the role UF_N_VOUCHER_IMAGING_VIEW
Note: For more information, visit Finance and Accounting > Directives and Procedures > Disbursements > Submission of Supporting Documentation
Other Helpful Information
- For system status information, please review the Alert Notices web page
- UF Directives and Procedures for Disbursements
- Frequently Asked Questions
Contact Information
- UF Disbursements web site
- Phone (352) 392-1241
- Fax (352) 392-0081
- E-mail: disbursements@ufl.edu
- Address: 114 Elmore Hall
September 22, 2008 8:46 AM
