Revised:  02/16/2021

Correcting Vouchers

ReferencesReferences

Process

There are six options available to make necessary changes to coding information on vouchers that have been approved. The appropriate option depends on the status of the voucher and the change that needs made.

• Coding can only be changed during the current fiscal year.

1. Access voucher and make change when fields are available.

2. Unmatch voucher

   • Unmatch voucher functionality is used when a PO voucher has not been posted and corrections need to be made.

3. Journal Voucher

   • Journal vouchers are used when distribution information needs to be corrected. 

   • Journal vouchers can be used to correct coding when a proper PO was used. For example, if the PO distribution line did not contain a grant number (but should have), use the journal voucher to add the grant number to the voucher.

   • A journal voucher will not affect the purchase order.

4. Reversal Voucher

   • Reversal vouchers are used when the wrong PO or PO line was referenced on a voucher to negate coding on a voucher that has paid.  Reversal vouchers restore the encumbrance that was used incorrectly.

   • Reversal vouchers can also be used when quantity is incorrectly exhausted and funds are still available on purchase order.

5. Delete Voucher

   • Agencies have a short period of time to delete a voucher.  If the voucher has not posted the voucher can be deleted.  This is used when the voucher was erroneously created and should not pay or when an error was recognized that is uneditable  (i.e., origin code).

6. Close Voucher

   • Agencies have a short period of time to close a voucher. If the voucher has been posted but does not have a scheduled payment date, the agency may be able to close the voucher. This is used when the voucher was erroneously created and should not pay.

The following voucher errors must be corrected before the transaction is complete and payment is made.

1. Budget Error - Occurs when the coding on the chart field line used on the voucher has insufficient or no budget.

2. Match exception - Occurs when information on the voucher does not match information on the PO.

3. Recycled vouchers – Vouchers created through an automated process that have missing information are put in recycled status (ISTV, interface, EDI)

4. Threshold Error - Occurs when the amount spent with the supplier exceeds the $50,000 threshold.

Agencies should call the OSS Contact Center (CC) to request correction and provide detail of the error including the proper information to enable the correction to be made. If corrections are needed, submit an email to the OSS CC email address.

Correcting vouchers will be created EITHER by request from the agency or when discovered by OSS. When OSS discovers that a reversal voucher is needed - OSS will notify an agency when a correction is to be completed. The notification should include the following:

• The voucher number that is being corrected.
• The reason for the correction.
• If a corrective voucher will be done.

 OSS will send the email using the contact name(s) listed on the agency’s end state assessment.