Welcome
to the online help for Harvard's Web Voucher system
Web Voucher is Harvard's
easy-to-use, web-based tool for processing vendor invoices and
fees, reimbursements to employees and non-employees, direct payments
to GE Corporate Card on behalf of cardholders, employee travel
advances, honorariums to invited guests, and to replenish petty cash
accounts. You can also use Web Voucher to look up the payment details
and account coding of previously submitted vouchers.
Overview
of processing vendor payments
Overview of processing employee or non-employee reimbursements
Overview of processing direct payments to GE Corporate Card
Overview
of Processing Vendor Payments top
| 1 |
A
vendor submits an invoice for their goods or services.
Please note: for inexpensive or frequent purchases, the PCard
is the preferred method of payment |
| 2 |
The
preparer creates a vendor payment (also known as a web voucher) and
submits it to their approver online, making sure to note the web voucher
number on the invoice. The preparer then sends the original invoice
to their approver. |
| 3 |
The
approver checks the online voucher and the invoice to make sure that
everything is correct and in compliance with University policy, then
authorizes it for payment and sends the original invoice to Accounts
Payable. |
| 4 |
Accounts
Payable will match the online voucher to the original invoice, then
schedule payment according to vendor payment terms. |
|
For
detailed instructions on this or other Web Voucher processes, please
refer to the links on the left |
Overview
of Processing Employee or Non-Employee Reimbursements top
| 1 |
An
individual incurs expenses while on University business and submits
the receipts for reimbursement. |
| 2 |
The
preparer creates a reimbursement request (a special kind of web voucher
which includes a detailed business purpose) and submits it to his or
her approver online. The preparer then sends any required original
receipts, along with a cover sheet signed by the reimbursee, to his
or her approver. |
| 3 |
The
approver checks the receipts, cover sheet, and online reimbursement
request to make sure that everything is correct and in compliance with
University policy, then authorizes it for payment and sends the cover
sheet and receipts for items $75 or more to the Travel Office. |
| 4 |
The
Travel Office will match the online request to the cover sheet, and
then audit the expenses on the request against certain policy requirements
and tax regulations. If the request passes this audit, payment will
be sent to the reimbursee. |
|
For
detailed instructions on this or other Web Voucher processes, please
refer to the links on the left |
Overview
of Processing Direct Payments to the
GE Corporate Card top
| 1 |
An
individual incurs reimbursable GE Corporate Card charges while traveling or entertaining
on University business and submits the receipts for payment. Any non-reimbursable
expenses should be paid directly to GE by the individual cardholder. |
| 2 |
The
preparer creates an GE Corporate Card direct payment (a special kind of web voucher
that includes a detailed business purpose) and submits it to his or
her approver online. The preparer then sends any required original
receipts, along with a cover sheet signed by the reimbursee, to his
or her approver. |
| 3 |
The
approver checks the receipts, cover sheet, and online reimbursement
request to make sure that everything is correct and in compliance with
University policy, then authorizes the request for payment and sends
the cover sheet and receipts for items $75 or more to the Travel Office. |
| 4 |
The
Travel Office matches the online request to the cover sheet, and then
audits the expenses on the request against certain policy requirements
and tax regulations. If the request passes this audit, payment will
be sent directly to GE on behalf of the cardholder. |
|
For
detailed instructions on this or other Web Voucher processes, please
refer to the links on the left |
|
