In Define, you can create and process payment vouchers. These are a type of electronic document that processes payment to vendors, reimbursement to employees, and reconciles procards. The various types of voucher payments are listed below with more information on each one. The VPE example training video includes some basic info on using Define and what steps to follow after submitting vouchers in Define to ensure the document is fully processed and approved.
Section on VPE:
VPEs are used to pay vendors for goods, for entertainment related purchases, and employee reimbursements (except when related to travel). They tend to be the most common voucher payment type that we process. The resources linked below can give you a better understanding of VPEs and how they work.
This VPE example video will walk you through the step-by-step process on how to process a VPE and how to submit the documentation that goes with a voucher. This video also contains basic info on Define including how to login in and understand the screens you will be reading. If you feel comfortable with Define already, here's a VPE example video without the extra details.
Section on VP1:
VP1s are another form of voucher payments. This type is used when the purchase includes alcohol and/or there was a Purchase Order for the purchase.
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This VP2 example video will walk you through how to process a VP2.
Here's another example VP2 video - book reimbursement.
More training information can be found in the VPE_VP1_VP2 handout from Accounting and Financial Management (AFM).
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The slides from this webcast training can be found here.
Completed Packet for Payment:
Once your payment document is approved, you need to submit the back up documentation for final approval and payment. Compiling and submitting a completed packet video.
Section on VP7:
VP7s are used when an employee makes purchases on a procard, and that card must be reconciled every month. More information about procards can be found on the Procard Office website.
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