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Viewing Supporting Documentation

Directive Statement

This directive establishes the proper methods of viewing documentation for approved transactions.

Reason for Directive

The purpose of this directive is to ensure adequate documentation exists for all approved transactions.

Who must comply?

All University Departments.

Security Roles

There are certain myUFL security roles needed to enter or view a voucher.  Contact your Department Security Administrator (DSA) to acquire a role.

  1. UF_N_VOUCHER_IMAGING_VIEW is needed by Imaging Department personnel to view vouchers
    • Contact your DSA or click on “Documents” on the voucher in the myUFL Accounts Payable module
  2. UF_N_MKT_FINANCIAL_APPROVER or UF_N_MKT_REQUESTOR is needed by department personnel
  3. UF_N_VOUCHER_IMAGING_VIEW and UF_FI_UNIVERSAL_INQUIRY is needed by personnel to view images but not input vouchers
    • Contact your DSA and send an email to myufmarketplace@ufl.edu with the UFID of the employee you are requesting security for and that the users’ preferences be set to allow for viewing images

Viewing Supporting Documentation

For vouchers created via myUFMarketplace, the image will available for viewing in myUFL via the “OnBase Document” button located in the voucher.  For vouchers created in myUFL, the image that was attached to the voucher will be displayed under the “Attachment” link.

In myUFL

In myUFL, navigate to Accounts Payable > Add/Update > Regular Entry > Find an Existing Voucher

  1. Enter the voucher ID number
  2. On the invoice information tab, click on the “Documents” button
  3. If images were added via the attachment feature, click on “Attachments” on the invoice information tab
    invoice information attachments

myUFMarketplace

In the UF Marketplace, use the Search feature to select the criteria needed to identify the required invoice population.

Definitions

Department Security Administrator (DSA)

This is the position designated to coordinate access requests to University’s systems at the Dept ID level.

Voucher

A voucher is an online request for payment that holds PO/invoice information and creates a payment schedule.

Last Reviewed

05/01/2020: reviewed content

Resources

PCard Instruction Guide

Toolkits

UF HR Toolkit – Paying Suppliers

UF HR Toolkit – myUFMarketplace

Contacts

Disbursements: (352) 392-1241

PCard: (352) 392-1331

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