Voyager Cards

Owned by Sara Yilmaz
Last updated: Apr 08, 2022Version comment

 Voyager cards enable departments to pay for fuel purchases while using University vehicles. This article outlines the process for customers to use the Voyager cards and FASS Purchasing and Accounts Payable to process Voyager statements. 

See Voyager Cards Workflow 

Step-by-step guide

The Voyager card can only be used to purchase fuel for a U of O vehicle.

CPFM and FASS/SRS Voyager Card Use

  1. Request Voyager card from FASS Accounts Payable Card Custodian by sending an email to fass@uoregon.edu to create a ticket.
    1. Note: FASS and SRS employees share vehicle 10-23 which has a designated voyager card
  2. Provide unit work order (WO) and phase number gas will be charged against
  3. Pick up Voyager card from card custodian (1715 Franklin, Rm 169)
    1. PIN number will be provided
  4. Hand the card to the gas attendant and give them the PIN number provided.
  5. KEEP THE RECEIPT and write the University of Oregon Vehicle Number and WO-phase number on the receipt.
  6. Return Voyager card and gas receipt to card custodian when finished.

UOPD Voyager Card Use

  1. The card can be found in the glove box of the vehicle.
  2. Hand the card to the gas attendant and give them the designated PIN number.
  3. KEEP THE RECEIPT and note on the receipt the University of Oregon Vehicle Number.
  4. Turn in receipt to UOPD upon returning.
    1. As of 10/14/21 put voyager receipts in the dropbox specified by Captain Don Morris.
  5. Leave the card in the glove box.


FASS Agent Step-by-step guide

 Click here to expand...

CPFM and FASS/SRS Voyager Card 

Accounts Payable

  1. Voyager cards are stored in the card custodian lockbox.
    1. Note: Most cards are not assigned to/contained in individual vehicles because they are not used often enough to warrant it. Exception: vehicle 10-23
  2. Staff member needing fuel checks out a Voyager card with card custodian (Deanna Tarango)
    1. Card custodian provides staff member with the designated PIN number for the card (PIN number listed in the lockbox).
  3. Log the employee using the Voyager card, the card number, the date checked out, and the work order/phase(s) to be charged for the fuel purchase(s).
  4. The employee uses the card and returns the card with the receipt to the card custodian.
  5. The card custodian logs the card back in with the date the card was returned and returns the card to the lockbox.
  6. Card custodian retains all receipts until such time as the related statement arrives
    1. Reconcile the receipts with the statement and create a PRQ in AiM. 
    2. Attach scanned copies of the receipts/statement to the PRQ in AiM.
  7. Provide physical receipts/statements to Accounts Payable.

Purchasing

  1. Create Purchase Order (PO) in AiM
    1. Note: calculate federal tax discount in PO

Accounts Payable

  1. Create Voyager Purchase Order Invoice (POI) in AiM and request Approval for payment
  2. Once approved, process POI and make payment in Banner.
  3. File the associated hard copy paperwork in A/P files.

UOPD Voyager Card

UOPD

  1. Voyager cards are stored in each UOPD vehicle.
  2. UOPD sends voyager receipts and monthly statement to FASS by scanning and emailing fsacctspayable@uoregon.edu.

Accounts Payable

  1. FASS AP retains all receipts until such time as the related statement arrives
    1. Reconcile the receipts with the statement and send to service center agent to create PRQ in AiM.

Service Center

  1. Create PRQ in AiM
    1. Attach scanned copies of the receipts/statement to the PRQ in AiM.

Purchasing

  1. Create Purchase Order (PO) in AiM
    1. Note: calculate federal tax discount in PO

Accounts Payable

  1. Create Voyager Purchase Order Invoice (POI) in AiM and request Approval for payment
  2. Once approved, process POI and make payment in Banner.

FASS Voyager Card

Service Center

  1. Check out Voyager card from card custodian if requested by employee using vehicle 10-22 or 10-23
  2. FASS/SRS employee checks out vehicle from Service Center and returns receipt with vehicle keys
  3. Write vehicle number and FASS fuel WO-phase number on receipt and give to FASS Accounts Payable card custodian (Deanna)

Accounts Payable

  1. Card custodian retains all receipts until such time as the related statement arrives
    1. Reconcile the receipts with the statement and create a PRQ in AiM. 
    2. Attach scanned copies of the receipts/statement to the PRQ in AiM.
  2. Provide physical receipts/statement to Accounts Payable (Debbie).

Purchasing

  1. Create Purchase Order (PO) in AiM
    1. Note: calculate federal tax discount in PO

Accounts Payable

  1. Create Voyager Purchase Order Invoice (POI) in AiM and request Approval for payment
  2. Once approved, process POI and make payment in Banner.
  3. File the associated hard copy paperwork in A/P files.