Review and Approve Vouchers (30.3.3)

1

Review Voucher

(APW001)

An Agency AP Approver uses the WorkCenter to review Vouchers pending approval coming from Initiate Approval Workflow step on the Process Vouchers subprocess. The primary purpose of this step is to review the invoice to ensure the appropriate authority was in place for the purchase, that correct funding codes were used, and required attachments were included.

The APR003 Outstanding Vouchers Report provides the approver with a means to evaluate how long a voucher has been waiting to be approved and as a tool to manage the review process.

Agency personnel and the DFS Division of Accounting and Auditing (A&A) review and approve some invoices outside of Florida PALM in the source system, such as those originating in MFMP, PCard Works, and State Travel Management System (STMS).

2

Approve Voucher

This step allows approval of the voucher by assigned and authorized users, based on workflow rules. Each agency will require at least one level of approval. The second level of approval is optional.

Once the voucher is approved, it is stepped to the next level of approval. Certain vouchers are pre-approved and do not go through the approval process (e.g., MFMP. STMS and PCard payments).

The Agency AP Approver monitors vouchers pending approval via the APR003 Outstanding Vouchers Report.

The Agency AP Approver monitors vouchers pending approval via the APR013 Voucher Activity Report to manage staff performance.

3

Deny Voucher

Vouchers that are denied by the Agency AP Approver are sent back to the Agency AP Processor for correction/deletion using the Enter/Update or Delete Voucher process.

Reason Codes are used to indicate the reason for the return/denial of the voucher. DFS and agencies use this information to manage the audit process.

4

Review Voucher

The Agency AP F&A Approver uses the AP WorkCenter to review vouchers pending approval work flowed from the Agency AP Approver. The primary purpose of this step is to review the invoice to ensure the appropriate authority was in place prior to the purchase, that correct funding codes were used, and required attachments were included.

The secondary approval role is considered optional, agencies may choose to have two different approvers or choose to assign both roles to one person. This offers agencies some flexibility for the approval process.

The APR009 Voucher Detail Report provides the approver with a means to evaluate how long a voucher has been waiting to be approved as a tool to manage the review process.

Agency personnel review and approve some invoices outside Florida PALM, such as those originating in MFMP, PCard Works, and STMS. A&A personnel review vouchers created in Florida PALM within the Florida PALM voucher workflow.

5

Approve Voucher

This step allows approval of the voucher by assigned and authorized users, based on workflow rules. Once the voucher is approved, it is stepped to the next level of approval. Agencies have the ability to add additional authorized approvers into the workflow.

The Agency AP F&A Approver monitors vouchers pending approval via the APR009 Voucher Detail Report.   

6

Deny Voucher

Vouchers that are denied by the Agency AP F&A Approver are returned via Workflow to the Agency AP Processor for correction/deletion using the Delete/Update Voucher process.

Reason Codes are used to indicate the reason for the return/denial of the voucher and use this information for managing the audit process.

7

Review Voucher

(APW001)

The DFS AP Approver uses the WorkCenter to review vouchers approved by the Agency AP F&A Approver that meet audit criteria established by DFS. The primary purpose of this step is to review the invoice to ensure the appropriate authority was in place prior to the purchase, that correct funding codes were used and required attachments were included.

The APR009 Voucher Detail Report provides the approver with a means to evaluate how long a voucher has been waiting to be approved as a tool to manage the review process. The report provides a listing of all vouchers that include a single payment supplier. Approvers will monitor the report to ensure the single payment supplier is used appropriately on a voucher.

8

Approve Voucher

This step allows approval of the voucher by assigned and authorized users, based on workflow rules. Once the voucher has obtained all approvals, the payment is processed and sent to Post Voucher.

The DFS AP Approver monitors vouchers pending approval via the APR003 Outstanding Vouchers Report.

9

Deny Voucher

Vouchers that are denied by the DFS AP Approver are sent back to the Agency AP Processor for correction/deletion using the Delete/Update Voucher process.

The DFS AP Approver uses a Reason Code to indicate the reason for the return/denial of the voucher and use this information for managing the audit process.

N/A

R2

APR001

Prompt Payment Compliance Report – a report that measures the time elapsed between receipt of invoice, receipt of goods and services, approval of goods and services, and payment date by Business Unit

Data Warehouse

Daily, Monthly

Agency, DFS

R3

KKR058

Budget and Cash Checking Exceptions/Warnings Report – A custom report that lists transactions budget and cash check exceptions and warnings along with transaction amounts, to include the type of exception and where an override was applied

PeopleSoft

Daily, Monthly

Agency, DFS

Data Warehouse

R8

APR013

Vouchers Activity Report – a report that lists daily voucher activity.

Data Warehouse

Daily, Monthly

Agency, DFS

N/A

N/A

N/A

APW001

Voucher Workflow – Workflow that routes vouchers to DFS auditors for approval based on sampling rules

Agency, A&A

N/A