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Saint Paul Public Schools, District 625
360 Colborne Street
Saint Paul
MN
55102

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Voucher

Voucher

Who Completes This Task: Any Staff Authorized by a Budget Administrator


Process

Vouchers are used to pay for goods or services that aren’t purchased through a P-Card or the purchase requisition process. Vouchers are found in the finance section of PeopleSoft.

Criteria

  • Fees for services that total less than $3,500 for schools/$5,000 for departments
  • Contractual professional growth expenses that total less than $1,000
  • Interpreter services through a company, not individuals, regardless of cost
  • Child care services through a company, not individuals, regardless of cost
  • Cell phone and pager monthly service costs
  • Catering services outside the Food Service department, that total less than $3,500 for schools/$5,000 for departments, see Food Purchase Regulations for complete information
  • Payment is due to a contractor

Steps

  1. Log in to the Finance side of PeopleSoft
  2. Navigation Finance: Accounts Payable > Vouchers > Add/Update > Regular Entry
  3. When the materials arrive, inspect and determine that they are in good order
  4. If materials are not satisfactory, and the school/department wants to return them, contact the vendor and request permission
    1. Many vendors use a different address for returns
    2. When returning items, inform Accounts Payable and the Purchasing Office

Why This Is Important

  • It’s the law (see CFR 200.320a, CFR 200.67)
  • Expedite the completion of small purchases while minimizing burden and cost
  • Ensure timely payment of SPPS purchases to prevent additional fees

Related Topics

Conflict of Interest

Micro-purchase

P-Card

Purchase Account Code Quick Guide

Purchase Payment Quick Guide

PeopleSoft Quick Reference Guides

Create a Control Group

Guidelines for Creating Invoice Numbers

Enter a non-PO voucher

Resubmit a Denied Voucher

Submit Voucher for Workflow

Food Purchase Request