Revised:10/07/2024

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 payees not in the OAKS FIN payee database. Single Payment Vouchers may not be used when:

• The payee is established and is active in OhioPays, or
• The account code being used is reportable to the IRS, or
• The amount of the payment requires a purchase order, or
• The payee will receive multiple payments.

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

1099-Reportable Account Codes cannot be used on single payment vouchers. Payments using any 1099-Reportable Account Codes should be processed on regular vouchers 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 payee in OhioPays. 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 a reference to an encumbrance is needed for these vouchers, the payee must be entered into OhioPays and the payment must be processed as a regular voucher.

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

• If the invoice being processed, contains a negative amount, refer to the " Processing a Credit "

Steps

1. https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Accounts Payable Tile > Vouchers menu > Regular Entry

1. Select Single Payment Voucher from the Voucher Style dropdown list.
2. Enter a single payment ID in the payee ID field. This varies depending on the type of payee and how the payee will be paid.
   • SGLPAYTAX2 - Single Payment TAX EFT payee
   • SGLPAYMED2 - Single Payment Medicaid EFT payee
   • SGLPAYBNF2 - Single Payment Benefits EFT payee
   • SGLPAYCHK2 - Single payment warrant payee
   • SGLPAYEFT2 - Single Payment EFT (electronic payment) payee
3. Click Add.

• The Single Payment payee tab displays.

4. Enter the payee name in the Supplier Name field.
   • This data does not become part of the master payee file.
5. Enter the street or postal address of the payee in the Address 1 field.
   • The Address 2 and 3lines can be used for multiple-line addresses.
6. Enter the payee's City.
7. Enter the payee's zip code in the Postal field.
8. Enter the payee's State.
9. If "SGLPAYEFT2" was selected as the payee ID for electronic transfer, enter the payee's bank information.

• Only enter payee bank information if the payee is being paid by EFT.
  1. Click the payee Bank link.
  2. Enter the payee'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.

10. Click the Invoice Information tab.

11. Enter the payment method in the Location field.
    • EFT - Electronic Funds Transfer
    • CHK - Warrant (check)
12. Verify or edit the Pay Terms.
    • The Pay Terms will default to "Due Now" or to the pay terms specified on a contract when a Contract Number is referenced.
    • Correct usage of vendor Pay Terms allows OAKS FIN to calculate late interest charges, early payment discounts, etc. based on the Invoice Date.
13. Enter the number printed on the payee's invoice in the Invoice Number field (including leading zeros and/or special characters).
    • OAKS FIN checks for duplicates when the voucher is saved. The check reviews the following field combinations: Business Unit, Invoice Number, payee ID, and Amount. The check is not case sensitive. OAKS FIN uses the invoice number as a reference for duplicate invoice checking.
    • To avoid duplicate voucher processing:
      • If the Invoice Number contains a single space or multiple, consecutive spaces, use only one space whenever a space occurs in the Invoice Number as shown in the following examples:
        • Example 1 Invoice Number:  123  -  May 2020 (There is a "space" before and after the dash [ - ] and a "space" after "May".)
          • Type: "123 – May 2020"
        • Example 2 Invoice Number:  0000567       04 (There is an indiscernible number of spaces following the number "7".)
          • Type: "0000567 04"
      • For additional guidance on creating unique Invoice Numbers, refer to "Prompt Payment, Invoices, and Vouchers" in the SAFE Manual.
14. Enter the date printed on the payee'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.
    • It is the agency‘s responsibility to make sure prompt payment does not begin until the agency receives a proper invoice. If the agency receives a defective or improper invoice from a payee, there are certain responsibilities 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.
15. Enter the date on which the state received the proper invoice in the Invoice Received field.
    • This is not the date on the payee invoice. It is the date the invoice was received and deemed a valid invoice. Interest calculations are based on this field.
16. 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 Financial Support Services.
    • Refer to the "Determining Last Receipt Date" topic for guidance. 
17. 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 payee, according to the requirements of prompt pay.

    • The amount entered should:

      • Exclude "sales tax" listed on the invoice image when the payee'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 from payment by the state and should be included).

      • Exclude past charges.

      • Exclude late payment fees (unless the payee and service is a utility regulated by the PUCO.

18. Enter a Description of the invoice charges.
    • An example might be "Overpayment reversal".
19. 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.
20. Enter the ChartFields to be charged by the voucher.

• There are five ChartFields that are required for all vouchers: Fund, Account, ALI, Department, and Service Location.
  1. Funds segregate accounting transactions for activities or objectives and correspond to the fund structure that the state used in legacy systems.
  2. 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.
  3. The ALI (appropriation line item) code is the legal spending authority authorized by the budget bill.
  4. The Department is the agency responsible for the cost of the voucher.
  5. The Service Location Chartfiled is the location where the good or service is received.
• When using a capital expense account, the Project ChartField will also be 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 by OBM Financial Support Services. Account code definitions may be updated periodically during the year.
• Refer to the OAKS FIN Account Code Table Online Reference for assistance. Click herehere 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 must not be used on single payment vouchers. Find the 1099-Reportable Account Codes on the OBM website at Reportable Account Codes.
• Payments using any 1099-Reportable Account Codes must be processed on regular vouchers for the transactions to be reported correctly to the IRS and the payee.

21. Add Attachments in the Header.
    
    • Items such as invoices or backup documentation must be added by the Voucher Processor
      1. Click OK.
      2. Browse to find the appropriate item and then click Upload. Five attachments can be uploaded at a time.
      3. Click Add Attachment.
      4. Select the Attachments link. 
      5. The Invoice Information page displays and the number of attachments is listed next to the Attachments line.
22. Click the Payments tab.

• 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.

23. 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.
    • To apply a pre-defined message to the warrant, click the Message link in the payment method section.
24. 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.
25. 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.
26. 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 Financial Support Services must be contacted to revise the scheduled payment terms if necessary.
27. 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.