Voyager Cards

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.