Creating a Single Payment Voucher

The Single Payment Voucher (SPV) exists to reduce the effort required to make a one-time, small dollar payment to suppliers not in the OAKS FIN supplier database. Single Payment Vouchers may not be used when:

• the supplier is established and is active in the OAKS FIN supplier database, or
• the account code being used is reportable to the IRS, or
• the amount of the payment requires a purchase order to be completed.

• Refer to the "Single Payment Vouchers" SAFE Policy for guidance on when a Single Payment Voucher is permitted and restricted.

1099-Reportable Account Codes are not to be used on single payment vouchers. Payments using any 1099-Reportable Account Codes should be processed on regular vouchers in order for the transactions to be reported correctly to the IRS and the payee.

Single Payment Vouchers (SPV) allow agencies to enter vouchers without referencing a supplier in the OAKS FIN supplier file. The SPV is to be used only for a refund or a subsidy payment. The SPV can be entered online in OAKS FIN or submitted via the INF02 Voucher Interface.

SPVs cannot reference an encumbrance. If reference to an encumbrance is needed for these vouchers, have the supplier entered into the OAKS FIN supplier file and process it as a regular voucher.

When an SPV is entered online in OAKS FIN, a warrant is issued unless the agency enters the supplier banking information on the voucher.

• Click here for assistance with accessing the OAKS FIN AP Module.

Steps

• myOhio.gov > OAKS FIN > Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry

1. Select Single Payment Voucher from the Voucher Style dropdown list.

   

    

2. Enter a single payment ID in the Supplier ID field. This varies depending on whether the type of supplier and how they will be paid.

   

    

    

   • SGLPAYEFT2 - Single Payment EFT (electronic payment) supplier
   • SGLPAYCHK2 - Single payment warrant supplier
   • SGLPAYBNF2 - Single Payment Benefits EFT supplier
   • SGLPAYMED2 - Single Payment Medicaid EFT supplier
   • SGLPAYTAX2 - Single Payment TAX EFT supplier
3. Click Add.

   

    

   • The Single Payment Supplier tab displays
     
     
     
4. Enter the supplier name in the Supplier Name.

   

    

   • This data does not become part of the master supplier file.
5. Enter the street or postal address of the supplier in the Address 1field.

   

    

   • The Address 2 and 3lines can be used for multiple-line addresses.

     

      

6. Enter the supplier's City.

   

    

7. Enter the supplier's zip code in the Postal field.

   

    

8. Enter the supplier's State.

   

    

9. If supplier "SGLPAYEFT2" was selected as the Supplier ID for electronic transfer, enter the supplier's bank information.
   • Only enter supplier bank information if the supplier is being paid by EFT.
   1. Click the Supplier Bank link.

      

       

   2. Enter the supplier's bank account number in the Bank Account Number field.

      

       

   • The Depository Financial Institution  DFI Qualifier is only used for Electronic Funds Transfer and is not appropriate for single payments.

     

      

   3. Enter the bank Account Type.

      

       

      • Check Acct for checking.
   4. Click OK.

      

       

• Click the Invoice Information tab.
  
  
  

10. Enter the payment method in the Location field.

    

     

    • EFT - Electronic Funds Transfer
    • CHK - Warrant (check)
11. Enter the time line for voucher payment in the Pay Terms field.

    

     

    • Net 30 - Payment is due in 30 days.
    • 2/10 Net 30 - The supplier offers a 2% discount for payment within ten days; otherwise, payment is due in 30 days.
    • Due Now - Payment is due immediately.
    • Click here for Pay Term guidelines
      • Accept the Pay Terms default unless the invoice offers a discounted pay term or falls into one of the "Due Now" exceptions listed below:
      • If federal funds are being used (indicated by a fund code beginning with a “3”), pay invoice “Due Now” regardless of vendor or if the invoice is paid partially or fully with federal funds.
      • Account Code Classification beginning with "55" (payments to Grants and Subsidies) in any portion of a payment

      • Witness Fees/Expert Witness

      • Utility and grants/subsidies

      • Petty cash, reimbursements,and refunds
      • DAS Liability payments
      • Ohio Industrial Commission (OIC) (a non-participating OSS agency) invoices
        
      • If the invoice does not fall into one of the exceptions above and the default Pay Terms exceeds 30 days, select "Net 30" from the dropdown.
      • Correct usage of supplier Pay Terms allows OAKS FIN to calculate late interest charges, early payment discounts, etc. (based on the Invoice Date).

       

12. Enter the supplier's Invoice Number.

    

     

• This is the number on the invoice from the supplier. OAKS FIN uses this number as a reference when checking for duplicates.
13. Enter the date printed on the supplier's invoice in the Invoice Date field in MM/DD/YYYY format.

    

     

• Discount calculations are based on this field.
• Enter the current date by typing "today" in the field.
• An agency‘s responsibility to make prompt payment does not begin until the agency receives a proper invoice as defined by OBM Rule 126-3-01 (A)(4-5). If the agency receives a defective or improper invoice from a supplier, there are certain responsibilities under the Ohio Administrative Code. OBM Rule 126-3-01 (B)(4)(b) details the actions to take upon receiving a defective or improper invoice.
• Utilities regulated by Public Utilities Commission (PUCO) may bill late payment charges based on the rates approved by PUCO. This is not subject to ORC 126.30.
• Except for prompt payment fees and PUCO late fees, late charges of any other type will not be paid.
14. Enter the date on which the state received the proper invoice in the Invoice Received field.

    

     

    • This is not the date on the supplier invoice. It is the date the invoice was received and deemed a valid invoice. Interest calculations are based on this field.
15. Enter the date on which the goods or services were received in the Last Receipt Date field.

    

     

    • A correct Last Receipt Date must be entered. Procedures for determining the correct last receipt date are issued from OBM/State Accounting.
    • Refer to the "Determining Last Receipt Date" topic for guidance. .
16. Enter the lesser of "current charges" or "balance due" as it appears on the invoice in the Invoice Total field.

    

     

    • The total voucher amount must correspond to the invoice amount. An invoice may not be altered by the agency. If the invoice amount is incorrect, the agency should request a new invoice from the supplier, according to requirements of prompt pay legislation.

• The amount entered should:

1. 1. • Exclude "sales tax" listed on the invoice image when the supplier's "remit to" is in Ohio or when OHIO sales tax is explicitly stated (other taxes such as excise taxes, local taxes, environmental taxes, or other types of taxes are not exempt to the State and should be included).

      • Exclude past charges.

      • Exclude late payment fees (unless the supplier and service is a utility regulated by the Public Utilities Commission [PUCO]).

17. Enter a Description of the invoice charges.

    

     

    • An example might be "Overpayment reversal".
18. Enter the amount to charge to the associated ChartFields in the Total field.
    • The total of all amounts entered on the distribution lines for a voucher line must equal the extended amount on the invoice line. An error message appears if there is an imbalance.
19. Enter the ChartFieldsto be charged by the voucher, including at a minimum:

    

     

• There are five ChartFields that are required for all vouchers: Fund, Account, ALI, Department, and Program.
• • Funds segregate accounting transactions for activities or objectives and correspond to the fund structure that the state used in legacy systems.
  • The Account ChartField is the highest-level description for an entry. Account values are classified in five broad account types: Asset, Liability, Equity, Revenue, Expense, Transfer In and Transfers Out.
  • The ALI (appropriation line item) code is the legal spending authority authorized by the budget bill.
  • The Department is the agency responsible for the cost of the voucher.
  • The Program ChartField describes a discrete activity within an agency‘s organization that is intended to provide a specific good or service in response to an identified social or individual need or problem.
  • When using a capital expense account, the Project ChartField will also become required.
  • Leave the GL Unit  as STATE. This allows all financial reporting to roll up to one entity.

    

     

  • The appropriate account code must be used. Account code definitions are issued from the office of the Administrator of State Accounting. Account code definitions may be updated periodically during the year.
  • Refer to the "OAKS FIN Account Code Table Online Reference" for assistance. Click here for additional guidance regarding supply vs. equipment account codes.

    In some instances, agencies must consider the cost per individual item being purchased to determine if the goods should be considered a supply or equipment.

    • For items with a per unit price of $1,000 or more.
    • • For the purchase or lease of supplies, items and/or equipment with a per unit cost of $1,000 or more use an account code within the 53xxxx series (equipment).
    • For items with a per unit cost of less than $1,000
    • • For the purchase or lease of supplies, items and/or equipment with a per unit cost of less than $1,000 use an account code within the 521xxx or 524xxx series (supply).

    If the invoice contains both equipment and supplies (items with a per unit cost of $1,000 or more and items with a per unit cost less than $1,000), each line item must be coded accordingly and placed on separate lines on the voucher.

• 1099-Reportable Account Codes are not to be used on single payment vouchers. Find the 1099-Reportable Account Codes on the OBM website at Reportable ChartField Value Listing.
• Payments using any 1099-Reportable Account Codes must be processed on regular vouchers in order for the transactions to be reported correctly to the IRS and the payee.

20. Add Attachments in the Header.
    • Items such as invoices or backup documentation must be added by the Voucher Processor.
    1. Select the Attachments link.

       

        

       • The Voucher Header Attachment page displays.
         
         
         
    2. Click Add Attachments.

       

        

    3. Browseto find the appropriate item and then click Upload.

       

        

    4. Click OK.
       • The Invoice Information page displays and the number of attachments is listed next to the Attachments link

         

          

21. Click the Payments tab.

    

     

    • The Payments page displays.
      
      
    • The Payments page displays basic information about how this voucher will be paid. This page also allows the user to enter or change the payment method, schedule, and payment options.

22. Add a Payment Message.

    • There are 2 methods for entering Payment Messages: manually (using the free-form Message field) or selecting an agency-specific pre-defined message (using the Messages hyperlink). Both messages will display on the warrant (CHK) stub (up to 70-characters), but free-form Messages will not display on EFT.

      

       

    1. To apply a pre-defined message to the warrant, click the Messages link in the payment method section.

       

        

       • The Payment Message page displays.
         
         

       • Use the magnifying glass to select a pre-set message.

         

          

       • Click OK.

         

          

     
23. A payment can also be put on hold by selecting the Hold Payment checkbox.

    

     

    • Remember to resolve the reason for the hold and to remove the hold as quickly as possible.
24. Click the Voucher Attributes tab.
    • The Voucher Attributes page displays.

    • Review the data for accuracy.

    • If there are inaccuracies, return to the appropriate page(s) and make corrections as necessary.

25. Review the voucher information, such as accounting instructions and approval information.

• The voucher processor can change the Pay Terms on the voucher during voucher creation; however, once the voucher is saved, OBM State Accounting must be contacted to revise the scheduled payment terms if necessary.

26. Click Save.

    

     

    • Unless a hold was placed, the single payment voucher is routed for approval. After approval, OAKS FIN performs a budget check, posts the voucher, and creates the payment.