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Purchase Voucher - Reasons for Denial

In this section
  • Account code incorrect
  • A justification is not included as to why we are paying an invoice over 60 days old
  • Amount on receipts do not match voucher & no reason stating why
  • Benefit statement was not added to voucher
  • Brand Guide approval needed when ordering merchandise with UHCL logo
  • Cannot pay from a Quote, please obtain an invoice
  • Claiming/Paying for state sales tax
  • Computer related items need prior approval from OIT. Exceptions to Computer related items pre-approval are:
    • blank CD/DVDs
    • cases for laptops/tablets
    • desktop sit/stand stations (e.g. Varidesks)
    • ergonomic keyboard and mouse arm rests
    • jump drives
    • keyboard trays (mounts to a desk)
    • monitor arm mounts
    • mouse pads
    • printer ink and/or toner
    • contact OIT Support Center if you are not sure about your technology order
  • Dates incorrect or missing (Goods receipt & acceptance dates should be the same)
  • Food Waiver form must be uploaded when purchasing food over $100 off campus ($500 for Pearland)
  • HR approval needed for employment ads
  • If person attending business meal is the signature authority, their supervisor must also sign voucher
  • Memberships and subscriptions must have beginning and end dates
  • Need a statement as to why paying late
  • No back up is uploaded
  • No comments written or not enough of the five “W’s” (when, where, why, what and who)
  • No itemized receipts on meals
  • Not printing names next to illegible signatures
  • Number of attendees not listed on entertainment (If 10 or less must list names)
  • Only one invoice number per voucher
  • Person getting reimbursed does not have supervisor signature
  • Person reimbursed did not sign voucher coversheet
  • Proof/method of payment for reimbursements
  • Reimbursement for gift cards must have the Gift card request form approved prior to purchase
  • Reimbursements over 60 days need to have an Exhibit B form uploaded and routed through the TAX-AP path in workflow
  • Restricted fund was used against account code
  • Route through OSP on grant funds
  • Sensitive information has not been redacted
  • Vendor hold status for purchases over $500 not uploaded
  • Wrong address-does not match invoice (when paying by check)
  • Wrong documentation uploaded
  • Wrong invoice number

Contact

  • Accounts Payable

    Phone: 281-283-2130
    Fax: 281-283-2156
    AccountsPayable@uhcl.edu

    North Office Annex II (NOA II)
    2700 Bay Area Blvd, Box 105
    Houston, TX 77058-1002

    Office Hours:
    Monday - Friday, 8 a.m. - 5 p.m.

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