S ECRETARIAT IDE Voucher Tracking GC Treasury receives debits and credits from Divisions for the IDEs by email – (see example of typical debit with backup).

SECRETARIAT

IDE Voucher Tracking• GC Treasury receives debits and credits from

Divisions for the IDEs by email – (see example of typical debit with backup).Note: GC Treasury will contact the divisions when more back-up documents are needed in order to process the debits.

SECRETARIAT

IDE Voucher Tracking• The vouchers are then entered into

the voucher tracking system and distributed to the appropriate IDE Specialist.

SECRETARIAT

IDE Voucher TrackingPlease note information recorded on tracking system:• Division• Reference• Amount• Date of debit/credit• Date received by TRIPS Department• Initials of IDE specialist that received the debit/credit to process• Date debit/credit was: processed (P), forwarded (F), returned (R) • If a debit is voided, delayed, forwarded to a different department

or returned to a division the information is written in red giving details

• Comments – details concerning voucher• Date information was recorded on the spread sheet

SECRETARIAT

IDE Voucher Tracking

• After IDE Specialists have processed Division Vouchers, they are signed for approval by an Associate Treasurer.

• Then the voucher tracking system is updated (e.g. marked with a “P” to indicate it has been posted)

SECRETARIAT

IDE Voucher Tracking• The Director reviews a weekly report

of outstanding vouchers left in the tracking system.

• A report of outstanding vouchers are also given to each IDE Specialist for the divisions and items they are responsible for processing.

SECRETARIAT

• Example of weekly outstanding voucher report showing number of vouchers by Division.

IDE Voucher Tracking

SECRETARIAT

• Example of weekly outstanding voucher report showing number of vouchers by each IDE Specialist.

IDE Voucher Tracking

SECRETARIAT

IDE Voucher Tracking

How Division Treasurers can Assist TRIPS

• Send credit/debit memos in a timely manner.

• Provide correct back-up documents.• Provide a correct description (e.g.

Appointee, Annual Leave year, PR, etc.)

SECRETARIAT

IDE Voucher Tracking

• If back-up is in a foreign language (e.g. German, French, Spanish etc. provide a summary in English).

• Indicate the exchange rate date used.

• When memos have charges for multiple people give breakdown for each person.

• Be up-to-date with monthly reconciliation.

SECRETARIAT

IDE Voucher Tracking

• Be proactive in follow-up of outstanding GC debit/credit memos that have not been received or that you have questions about.

• Respect the dates for year-end closing

• Make sure that all credits/debits for large amounts are received in a timely manner so that they can be processed to the current year. ~ Thank You~