The Quick Pay Travel Voucher process requires an online certification by the agency finance officer or designee for each batch of Quick Pay Travel Vouchers. The certification is performed using the Quick Pay Certification conversation found on Menu 28. The finance officer, or designee, is assigned a Certification Operator ID to access this conversation. These certifiers must be authorized to sign vouchers in accordance with Section 110 of the State Finance Law, and must be on file with OSC Pre-Audit. (See Bulletin G-126.) Any person who has a Certification Operator ID cannot also perform Quick Pay data entry/correct. Agencies are responsible for requesting Operator ID's which ensure this separation of duties.
All individuals presently authorized to certify vouchers under the current Quick Pay voucher process will automatically be authorized to certify Quick Pay Travel vouchers. Any changes or additions to agency certifiers must be processed on the appropriate security form (AC2705 - Computer Security User Change Request), authorized and signed by the agency security coordinator.
The certifier can review online any or all documents in a batch and can reject vouchers when necessary. The certifier cannot change any information on the vouchers.
TO REVIEW a voucher: On the Quick Pay Certification Select screen enter the Batch Agency ID (ORIG AGENCY) and Batch Number to be reviewed. Then:
- Press ENTER to view the first voucher in the batch; press ENTER again to view each successive voucher. or
- Press PF2 to view the BROWSE screen which lists all the vouchers in the batch and their dollar amounts. To then view a specific voucher key the document sequence number in the command input area at the bottom of the screen and press ENTER. or
- Enter a document sequence number on the select screen and press ENTER to view a specific voucher.
To REJECT a voucher: With the voucher to be rejected visible on your screen type the word 'REJECT' in the command input area at the bottom of the screen and press the PF8 key. A message will appear on the screen to confirm that the voucher has been rejected. After all necessary rejections are complete the batch must be recapped (press PF5) and released (press ENTER) to finish processing.
To CERTIFY a batch: Press the PF5 key to RECAP. Then press ENTER to release the batch.
Once a batch is released a Certification BCL (Exhibit C) will print and will include the certification, certifiers name and a warning message for every voucher rejected.
NOTE: The online certification is the legal equivalent of a written certification and subjects the certifier to the same legal penalties that apply to written certifications. The User ID and name of the certifier of each batch will be retained in OSC automated files for historical reference.
A daily report, VOU930, will print at the agency and identify any batches awaiting certification. A weekly report, VOU452, will print at the agency and identify all vouchers awaiting correction or action. See Bulletin A-310.