Non-PO vouchers are used to pay suppliers electronically or by check when other payment methods, such as Show-Me-Shop, One Card, purchase orders, travel and expense or payroll, are not appropriate. Like PO vouchers, non-PO vouchers tie together the supplier, invoice date, invoice amount, line items and accounting information for each invoice. Unlike PO vouchers, however, no purchase order number is required to complete the transaction.
Some Non-PO Voucher payments require additional steps. This includes expenses that involve a contract, agreement or terms and conditions, recurring payments on a regular schedule (weekly, monthly, quarterly, annually, etc.), subject payments for research participants or travel for non-employees.
Non-PO Voucher Process
Non-PO Voucher Process
This process allows departments to pay suppliers electronically or by check when other payment methods are not appropriate, while ensuring all necessary documentation and approvals are in place.
- Create a payment request
- A staff member from the department incurring the expense creates a Payment Request in PeopleSoft Production via the Payment Request Center.
- Note: For payments to non-residents, a Non-PO Voucher can only be used for reimbursements or services occurring outside the U.S.
- Complete the payment request tabs
- Summary information: Includes details of the request and links to receipts, invoices or contracts.
- Supplier information: Contains the supplier’s details.
- Invoice detail: Lists the individual invoice lines for the request.
- Review and submit: Summarizes all information before submission.
- Attach all required source documents, or reference an existing contract or voucher number if applicable. Redact any confidential information (SSN, credit card numbers, IRB numbers, etc.).
- For regular monthly payments to the same supplier, consider using the Recurring Voucher process (see training materials).
- Submit the request
- Once submitted, the Payment Request status changes to Approved, and the system converts it to a Non-PO Voucher, entering it into the approval workflow.
- Approval workflow
- Vouchers are routed electronically based on the chartfield charged:
- Project manager: For grant-funded chartfields, the Principal Investigator.
- Fiscal reviewer: Department approvers at the DeptNode, SubDeptNode and DeptID level.
- Accounting office: Shared Services approvers.
- Shared Services verifies all information and either releases the voucher for payment or returns it for clarification.
- Vouchers are routed electronically based on the chartfield charged:
- Payment Processing
- Once released, payment is made to the supplier via:
- ACH: Paid nightly based on negotiated pay terms and should receive funds within 2-3 business days.
- Check: Paid weekly on Tuesdays based on negotiated pay terms.
- Once released, payment is made to the supplier via:
Payment Types & Handling
Payment Types & Handling
Non-PO Voucher checks are issued centrally by the University once a week, typically on Tuesday nights. During processing, multiple payments to the same supplier are usually combined into one check with remittance details.
Departments should plan their accounts payable activities around this weekly schedule. If paperwork is submitted after the deadline, payment will be processed in the next weekly cycle.
During each nightly processing cycle, multiple payments to the same supplier are combined into a single check, unless a specific business reason requires separate payments. Each check includes a remittance advice to help the supplier identify the purpose of the payment. For direct deposit payments, an electronic remittance advice is emailed using the supplier’s provided email or the official university email for employees and students.
If additional documentation is needed, departments should attach enclosures to the Non-PO Voucher at submission and note them in the comments section. These enclosures will accompany the payment as required.
Non-PO Voucher payments can be made automatically via direct deposit to bank accounts in the US. Once set up, the accounts payable system processes direct deposit payments each night.
If a supplier must be paid electronically and ACH is not available, payment may be made by wire transfer. The wire transfer form must be completed and included with the voucher for processing.
See the and University Policy 25402: Wire Transfers for full information and links to forms.
In certain situations, departments may request special handling for Non-PO Voucher payments.
Hold Checks
If you need to pick up a check and mail it directly to the supplier, you may request a Hold Check. Hold checks are processed during the Tuesday night check run and are available for pickup at your campus.
Enclosures
If documentation (such as an invoice) must be mailed with the payment, you may request an Enclosure. This allows additional materials included with the check.
Express Checks
If payment is needed before the next weekly check run, you may request an Express Check for additional handling fee of $100 per check. Express Check requests must be emailed to Shared Services before 1:00 p.m. to be processed the same day.
For detailed instructions on payment handling options, refer to accounts payable resources in PeopleSoft Financials Training & Guides.
Recurring Non-PO Vouchers
Recurring Non-PO Vouchers
Recurring vouchers are a type of Non-PO Voucher used to make repeated payments to the same supplier for consistent amounts on a regular schedule. These payments occur over a specified period and at predetermined intervals.
For example, if a department pays $35,000 in rent each month, a recurring voucher can be set up to automatically create a Non-PO Voucher each month for the year. Each voucher is then budget-checked, approved, and processed for payment according to the supplier’s terms, eliminating the need to manually submit multiple Non-PO Vouchers each month.
Training & Support
Training & Support
Shared Services provides a variety of training resources to support faculty and staff, including self-paced guides and instructor-led workshops covering purchase order (PO) and Non-PO vouchers, travel and expense reporting and supplier management. Whether you're a first-time user or need a refresher, explore training options to get the most out of the University’s tools and systems.