|
Data Item |
Completion Instructions |
|
A. Trans Code |
Leave Blank |
|
B. Batch Number |
Leave Blank |
|
C. Agency Number |
Pre-printed or 759 |
|
D. |
Leave Blank |
|
E. Agency Voucher No. |
Leave blank |
|
F. Comptroller's Voucher No. |
Leave Blank |
|
G. Agency Name |
Pre-printed or University of Houston-Clear Lake |
|
H. Order Date |
Enter date order was placed. Order dates must always be equal to or previous to delivery dates. |
|
I. Encumbrance Ref. |
Leave Blank |
|
J. Invoice Date |
Enter date of invoice. |
|
K. Voucher Amount |
Enter the total dollar voucher amount. Same as "Y" and "DD". |
|
L. Payee Reference No. |
Leave Blank |
|
M. Purchasing Comm. No. |
Leave Blank |
|
O. Comptroller's Vendor I.D. No. |
List vendor I. D. number if available. If vendor is new use tax I. D. number or social security number. |
|
P. Agency Voucher No. |
Leave Blank |
|
Q. Fund No. |
Leave Blank |
|
R. FY |
Leave Blank |
|
S. Cost Center |
Leave Blank |
|
T. Comp. Object |
Leave Blank |
|
V. Amount |
Amount must correspond to back up documentation. If from a company, pay by original invoice only (do not pay by statement). Make sure no sales tax is included in the amounts. |
|
W. Vendor Invoice No. |
Leave Blank |
|
TC |
Leave Blank |
|
Account Number |
List account number and sub-code to be charged. State and local funds cannot be paid on the same voucher. |
|
P/F, H, D, T |
Leave Blank |
|
Invoice Date |
Enter date of invoice. |
|
E |
On local vouchers, place an "E" here if you wish for an enclosure to be mailed with the check. Place an "S" here if special handling of the check is required. |
|
Inc. |
Leave blank |
|
X. Pay To |
Payee's name and address must be as indicated on the invoice attached with the voucher. It is important that the complete address be used according to the invoice. This is the address used to issue 1099 tax statements. |
|
Due Date |
Leave Blank |
|
Y. Total |
Same as "K" and "DD"". Total voucher amount. |
|
Dist. Code |
Leave Blank |
|
(Agency Use) Special Instructions |
Use only if special handling instructions are indicated with an "S" in box E. Provide contact name and telephone extension. |
|
Z. Delivery Date |
The date the goods or services were received must be indicated and must be the same as or after the order date. |
|
AA. Description of Articles |
Description of goods or services for which voucher is paying must be very clear. Enter sufficient detail to identify the purchase. No Abbreviations. For acronyms - the name of the organization must be spelled out. All vouchers reimbursing an individual must be certified in lower left corner of voucher under "agency certification". The certification is a signature of the payee. Note example vouchers for various categories. |
|
BB. Quantity |
Use when appropriate. |
|
CC. Unit Price |
Use when appropriate. |
|
DD. Amount |
Must agree with "K" and "Y". |
|
EE. Campus |
Agency Certification must be complete if the payment is for a student or person employed by UHCL. In this case the vendor signature is required. Budget authority approval and/or Business Coordinator signature is required. |
|
Business Coordinator Responsibility |
1. Review for completeness.
2. Review for fund availability.
3. Review for appropriate use of funds.
4. Review for signature approvals. |
