Q. What do I need to submit with a non-PO voucher to make a payment?

A. You will need to submit an invoice from the vendor or documentation to support the payment being made. 

Q. What if I cannot find a vendor in the system when creating a non-PO voucher?

A. Fill out a vendor maintenance request:

Outlook>Tools>Forms>Choose Form>Organizational Forms Library>Um Vendor Maintenance Request Form.

Required info: Name (no acronyms), full address, and tax identification number, what will the vendor be paid for or reimbursed for?

Q. Who in Accounting would help me set up a speaker agreement, personal service contract for an individual or a contract for a business?

A. Joyce Abbott - Business services (phone: 4122) would be able to help set up a personal service contract or contract for businesses. 

Q. Can I combine a payment on a personal service contract and travel to that same individual on the same non-PO voucher?

A. Yes you can. You must use two different invoice lines on the voucher and label the descriptions as travel and personal service contract. 

Q. If I need to charge different chartstrings on a non-PO voucher, what would be the best way to create the voucher for this type of situation?

A. Use one invoice line and add as many distribution lines as needed. You will need to fill in the distribution lines with the chartfield information after the first line.

Q. What is required when alcohol purchases have been made and involves either an individual that will need to be reimbursed or a catering service paid?

A. A document describing the business need is a requirement and approval from the Business Office of Missouri S&T. See UM Policy 217 Incidental Expenses.

Q. Are comments required to be entered when creating a non-PO voucher?

A. Yes, comments are required for future reference. 

Q. Are personal memberships reimbursable by the University?

A. Depends if there is a business purpose for the membership and what benefit would the University receive from it. See UM Policy 215 Organizational Dues and Memberships. 

Q. Who is required to approve and sign for a business/travel expense involving employees of the UM system?

A. The superior of the highest  ranking person in attendance or superior of the highest  ranking person that was involved with the documented expense and an authorized chartfield signer is required to approve and sign the expense form. If this is the same person, then only one signature is required. 

Q. What authorizing signatures are required for a project or grant used to make a payment to an employee on a non-PO voucher or travel expenses form?

A. The superior of the highest ranking person in attendance or superior of the highest ranking person that was involved with the documented expense and the PI of the grant/project is required to sign in the 'Approved for Payment' box of the travel expense and non-PO voucher form. If they are the same person, then only that one signature is required. If you have questions about how to submit delegation of authority documentation for a sponsored project, please contact the Office of Sponsored Programs at 341-4134.