Published: April 1, 2021

Do you use the Payment Authorization (PA) paper form or the Payment Voucher (PV) form in CU Marketplace? If so, you’ll want to take a look at the revised procedural statement.

Refunds in Concur & Marketplace

Effective March 1, 2021, refunds will no longer be processed on the Payment Authorization (PA) form. Instead, refunds will be handled in one of the following ways, according to the specific payee (refund recipient).

  • Refunds to employees and refunds to most non-employees will now be processed in the Concur Travel & Expense System. Use the appropriate type of report depending on the payee: travel reconciliation or non-employee expenses.
  • Refunds to non-U.S. persons or non-U.S. addresses will now be processed on the Non-Employee Reimbursement-International (NRI) form.
  • Refunds to non-individuals (i.e., companies, associations)—with the exception of sponsor refunds—will be issued on the Payment Voucher form and will require a W-9 unless the entity is already set up in CU Marketplace.

Effective March 1, 2021, we’ve streamlined the types of payment requests that can be submitted on each form.

Payment Authorization (PA) Form Updates

The following are no longer payable on the PA form:

  • Refunds - use Concur or a PV in Marketplace
    • Sponsor refunds have been restored to the paper PA form for processing. We’ve made this change based on feedback received from campus controller/sponsored project offices during the March transition of refund processing.
  • Student recruitment host per diems - only used by Boulder Athletics, use petty cash

The PA form on the PSC website has been updated to reflect the above changes.

Payment Voucher (PV) Form Updates

The following are no longer payable on the PV form:

  • Athletic revenue-sharing agreements - only used by Boulder Athletics, use purchase order/requisition
  • Conference/event registrations - use procurement card, travel card, or purchase order
  • Lab specimens/organs - use procurement card or purchase order
  • License/certification fees - use procurement card or purchase order
  • Lodging deposits - use travel card or personal payment/reimbursement
  • Performance contracts - follow independent contractor/SOW process, use PV or purchase requisition
  • Subscriptions - use procurement card or purchase order

The PV form in Marketplace has been updated to reflect the above changes.

Expanded Guidance

We’ve also clarified guidance for many of the items that are still payable using these two forms. In the revised Payment Voucher/Authorization procedures, you’ll find additional examples of the payable items, approval requirements and other details.

Questions?

At the bottom of the PSC Procedural Statement: Payment Voucher/Authorization, use the Questions & Feedback form.

Source: PSC Communicator: 03/01/2021