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Efficient IDE Voucher Tracking for Divisional Debits and Credits

The IDE Voucher Tracking system allows GC Treasury to efficiently manage debits and credits received from divisions via email. The process includes the submission of comprehensive documentation to support each transaction. In case additional backup is required, GC Treasury will reach out to the respective division. This tracking system ensures transparency and accuracy in managing IDE financial operations, facilitating smoother communication and quicker processing of all vouchers.

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Efficient IDE Voucher Tracking for Divisional Debits and Credits

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  1. 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.

  2. IDE Voucher Tracking

    The vouchers are then entered into the voucher tracking system and distributed to the appropriate IDE Specialist.
  3. IDE Voucher Tracking Please 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

  4. 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)

  5. 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.
  6. IDE Voucher Tracking Example of weekly outstanding voucher report showing number of vouchers by Division.
  7. IDE Voucher Tracking Example of weekly outstanding voucher report showing number of vouchers by each IDE Specialist.
  8. 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.)
  9. 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.
  10. 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~
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