Procedures

For

Pay Vouchers

In writing a pay voucher we should first look at; what a pay voucher is used for, and what can I pay on a pay voucher. A pay voucher is used for reimbursement to employees, paying a district obligation which as already been preformed by a vendor, subscriptions to periodical and newspapers, membership dues or as a method of quick paying a vendor for services when a purchase order could not be requested. Usually small items that are needed quickly are placed on a pay voucher. In submitting a pay voucher, you need a pay voucher form, which is located on the Fiscal Service web site.

Ø Select an account number to be used; this requires some thought as to what the item is used for i.e.; office supplies, instructional supplies, or capital improvements just to name a few.

Ø To find the correct account number look at the account descriptions found in the chart of accounts identifying an appropriate description for the purchase. Then check the budget, to see if the pool has been established and that funds exist to cover the cost. Also check the organization, program, and project grant for that pool, which is very important in passing budget checking.

Ø Once you have checked the account string and the information is then placed on the pay voucher assembling any supporting documents showing a receipt of payment or a bill for payment. The original receipts and/or billing statements are needed with the pay voucher.

An authorization from a Dean or Department Chair is needed before submitting. It is also a good idea to keep a copy of all paperwork in case something gets misplaced along the way.