Voucher Denials
The voucher denial process is used by FSS-participating agencies to deny vouchers that require additional information. In addition, denials may pertain to five (5) required ChartFields: Fund, Account, ALI, Department, and Service Location.
- AP Associates are expected to correct vouchers denied by agencies within one business day of receiving the denial.
- If backup documentation is required after the voucher is created, and the standard comment for the required backup documentation is selected and placed in the comments section of the voucher. This will notify the agency of the State Accounting requirement for voucher approval.
- If denied and agency did not satisfy this requirement, the FSS AP Associates will reach out to the agency to obtain the documentation.
- If a response is not received within 2 business days, the invoice is returned to the submitter (supplier or agency) for resolution.
The FSS-participating agency that denies a voucher must provide reasoning in the Comment field, which generates an email stating that the voucher has been denied. FSS will correct the voucher accordingly and return the updated voucher to the agency for review, approval, and payment.
Associates can close, delete, and unmatch individual vouchers using the Close Voucher, Delete Voucher, and Unmatch Voucher pages.
- Closing a voucher "writes off" the remaining liability on a voucher that will not be paid.
- Deleting a voucher removes the voucher from the system irreversibly. For audit trail purposes, the voucher remains in the voucher tables marked as deleted.
- Unmatching a voucher releases the accounting entries posted to the voucher accounting entry tables to allow for voucher modification (usually just distribution line information) and reposting.
The CRM Team generates a query of reports daily. Use the OAKS FIN Reporting Tools to generate a voucher status report to identify specific vouchers requiring additional information or modifications.
- myOhio.gov > Financials > NavBar > Menu > Reporting Tools > Query > Query Viewer
Accessing Queries
The AP CRM person generates this
query to monitor voucher status to identify specific vouchers requiring
additional information or modifications.
Enter "OH_AP_OSS_VCHR_DENIED_CURRENT"
in the begins with field.
- Click
Search.
- Locate
the Query Name.
- Click
Excel.
- Click
Open on File Download.
- Select
the Voucher Creator
column.
- Select
Sort A to Z under
Sort and Filter.
- Select
Share.
- Select
Email.
- Select
Send as Attachment.
- Complete
email accordingly and send to all Coaches and AP processors.
- OSS Coaches monitor
the Denied Vouchers report to assure participating agencies of
compliance to service level agreements. Coaches should review
the report to determine the date the voucher was denied, and ensure
corrective action has been taken within one business day.
- AP Processors
should review the Denied Vouchers report for vouchers they created
and are in denied status. Corrective action must be made within
one business day.
- AP CRM person
will be available to help associates troubleshoot or determine
appropriate corrective action(s).
- All Denied Vouchers
for absentee associates are to be corrected by other associates
within the same service line (i.e., AP, Line Support, Contact
Center, etc.).
Invoice Denied at Voucher Approval
Invoices created into vouchers that have been denied by agency / OBM State Accounting do not need to be deleted. Update the voucher with the provided information. If the denial message requires something that can't be fixed at that time, follow the above process to return the image to the appropriate party in the appropriate method.