Payment Voucher

Description

The Payment Voucher (PV) form is used to direct Accounts Payable to pay a vendor, reimburse an individual, or replenish an authorized fund. This document is also used to pay for after-the-fact purchases, when appropriate. It may not be used in place of University purchasing procedures.

PVE

A PVE is a computerized version of the PV form. In order to use these forms, you must register and obtain a list of valid PV numbers for your department’s use; you can then download the PV form below. For more details, please contact the vendor team at 702-895-1157.

Policy

Listed below are the most common uses for the Payment Voucher followed by some key points unique to that particular transaction. Please refer to specific topic pages for more details.

Subscriptions

  • Must be in the name of the university, not an employee or student.
  • Must be mailed to a university address (no home addresses).

Memberships, Dues and Licenses

  • An original copy of the vendor’s invoice must be attached.
  • Institutional and Individual memberships (see policy page)

Petty Cash Replenishment

  • Cannot use Petty cash to circumvent Purchasing policies.

Miscellaneous Employee Expense reimbursement

  • Miscellaneous Employee Expense Reimbursement (Non-Travel) to reimburse employees for out-of-pocket expenses incurred.
  • The original receipt must be attached.

Host Reimbursement

Charged to a designated Host Account or an Interview and Recruiting Account.

  • An original copy of the vendor’s invoice must be attached.
  • The name and affiliation of each person hosted must be cited on the receipt, on an attached Host Explanation Form or on the PV.
  • Candidate expenses must reference the Position and Search numbers.

Miscellaneous Student Reimbursements

Dormitory and telephone deposit refunds.

  • Must be charged to a Revenue Source and Sub-Revenue Sources Code.
  • The receipt number of the original deposit needs to be entered in Invoice field on PV form.
  • The complete name, social security number and non-campus address of student is required.

Conference Registration

  • A completed copy of the registration form and a complete copy of the conference brochure must be attached for reimbursement.

Utility Payments

  • Complete invoice is required
  • Telephone bills need to be verified by the dean/director/chair ensuring that all calls were for official UNLV business
  • Cellular bills need to be verified by the user ensuring that all calls were made for official UNLV business.
  • A check or money order from the person reimbursing any personal calls made payable to "Board of Regents/UNLV" should be attached for any unofficial calls identified.

After-the-Fact Purchase

  • A university purchase order was not used for the transaction
  • A P-card was not used for the transaction
  • An original copy of the vendor’s invoice with a description of each item purchased must be attached
  • Provide an explanation detailing why a purchase order wasn’t used.

Some Things to Keep in Mind

  • If the payee is a new vendor, the vendor needs to complete the supplier registration.
  • Employees, including student employees, should be coded with an “E” followed by their, employee ID number; volunteers with a “V” and assigned employee ID number. Students who aren’t employees are to be coded with an “S” and their student ID number.
  • Individuals external to UNLV must complete a form W-9 which is to be attached to the PV.
  • A Payment Voucher may never be used in place of a valid purchase order.
  • Additional approvals may be needed for Hosting and Membership transactions.

Completing the PV Form

Ensure that the payee has completed online supplier registration on the Purchasing website if a vendor and that you have the appropriate employee or student ID number.

The Header

  • Complete the appropriate fields for vendor code, name, and address.
  • Fill in your contact information.
  • If the payee is an individual, ensure that a valid W-9 is on file.
  • If the check is not going to be mailed directly to the vendor, note your requested check disposition.
  • Use “Document text” space for information on transaction, such as:
    • Who is being reimbursed or hosted.
    • Why a PV was used instead of a purchase order.
    • Start and end dates for memberships or subscriptions.
    • Location, dates a function is held.
    • Whether a previous order should be cross referenced.

The Account Lines

  • Use one account line per invoice or receipt.
  • Specify the Object and Sub-Object codes.
  • Briefly describe the transaction for this account.
  • Note the customer account number, membership name, or transaction reference for the vendor.
  • Write the vendor invoice number.
  • Specify the dollar amount being paid from each account line.
  • Total all account lines and fill in the appropriate field.

Signature Authority

  • Obtain the signature authority for the referenced accounts.
  • Signature authorities may not self-endorse their PV, obtain a supervisory approval when appropriate.
  • If a grant account was used, submit the documentation to grants and Contracts for approval.
  • Memberships and Licenses require Dean or Director approval.

Authorization Required

Signature Authority

Account Restrictions

See policy for each type of reimbursement.

Forms

Reference