OSLC Voucher Submission Guidelines and instructions

Vouchers are the standard method for requesting payment at OSLC, regardless of the method (EFT, Auto-Debit, Ramp Card, or Paper Check). Note: A "Voucher" is synonymous with a "Check Request"; please do not use the term "Authorization" in place of "Voucher."

Core Requirements

• Approval & Authorization: By signing a voucher, the budget owner confirms they have full knowledge of and approve the purchase. Ensure all necessary signatures are obtained before submitting the voucher for payment.

• Documentation: All receipts and backup documentation (e.g., order confirmations) must be attached to the voucher.

• Tax Exemption: OSLC is a Utah sales tax-exempt organization. Please ensure sales tax is not included in the payment amount; if charged, account for it separately.

• Coding: Vouchers should be organized by ministry area with the appropriate account codes identified.

Submission Rules

• Combining Charges: If submitting multiple charges for the same vendor, or multiple charges across accounts within the same ministry area, please submit a single summary voucher.

• Conflict of Interest: If you are requesting reimbursement for a personal purchase on behalf of OSL, you must not sign your own voucher. If you are the purchaser but NOT the vendor, you may sign the voucher.
  
  

Processing & Record Keeping

• Review: Vouchers should be submitted to the office for review regarding accuracy and approval levels.

• Timeline: Payments are processed every 2-3 weeks. If multiple vouchers are submitted for the same vendor, they will be combined into a single payment.

• Retention: After payment, vouchers and supporting documentation are filed in the Finance Admin’s office. These records are retained for 7 years before destruction.

This guide explains how to use the OSLC Voucher Payment Request Form. This form is designed to help you create a voucher document for requesting payments or reimbursements.

Step 1: Provide General Information

• Date: The date will auto-populate with today’s date, but you can adjust it if necessary.

• Pay to: Enter the full name of the recipient or the vendor.

• Type of Request: Choose the correct category from the dropdown menu (Reimbursement Request, OSLC CC Use, or Vendor Check).

• Date(s) of Receipts: Enter the dates associated with your receipts. Please note that requests for reimbursement should be submitted within 90 days of the purchase.
  
  

Step 2: Itemize Your Expenses

You have two tables to choose from depending on the account type: Budgeted Accounts and Non-Budgeted Accounts. Budgeted accounts refers to your ministry teams annual budgeted accounts. Non-Budgeted accounts refers to restricted or temporally restricted fund accounts. 

• Selecting an Account: Click the "Click to search..." field to open a dropdown menu. Start typing to find and select the appropriate account name.

• Entering Details: Input the Invoice # and the PreTax Amount for each item.

• Adding/Removing Rows: You can add more rows by clicking the green + Add Row button, up to a maximum of 3 rows per table. To remove a row, click the red × button in the "Remove Row" column.

Step 3: Account for Sales Tax

• OSLC is a Utah sales tax-exempt organization, so please use this section to list the Vendor Name and the Sales Tax Amount to be refunded. 

• The form will automatically calculate the "Total" based on your entries.

Step 4: Add Justification and Verify Approval Limits

• Justification: Use the large text box to provide a clear explanation or note regarding your expenses.

• Approval Levels: Keep the limits in mind before submitting:

Step 5: Signature and Submission

• Electronic Signature (For Email Only): We have included an electronic signature option for your convenience when submitting via email. If you are emailing the form, simply check the "Add Electronic Signature" box to enter your name and date.  

• Physical Signature (For Printed Copies): If you intend to print and submit a hard copy, please do not use the electronic signature feature. We kindly ask that you sign the form physically to assist with our internal tracking and record-keeping.  

• Important Note on Authorization: As a reminder, if you are the vendor requesting reimbursement, please do not sign your own voucher. We kindly ask that you obtain the necessary signatures from the appropriate authorized personnel to ensure compliance.

• Generating the PDF: Once you have filled out all the necessary information, click the blue Generate PDF button.

• Finalizing: The form will generate a PDF file and open it in a new tab. You must download this file and print or email it, along with all your supporting receipts and invoices, to the appropriate contact.