Accounting Office / Accounts Payable

Primary Use: Making Payments from Vending Funds

• The Campus Organizations Departmental Voucher is used for all off-campus purchases and may be used to reimburse individuals for purchases. To use the voucher for off-campus purchases from local vendors, complete the voucher with the name of your department, name of the vendor, description of the purchase, and the appropriate signatures. Take the completed voucher to the vendor when making the purchase. Most local businesses accept the Campus Organizations Departmental Voucher.

1. Fill in the departmental name and to whom the voucher is payable. Always include the full address if the check is to be mailed. Be sure to indicate on the voucher if the check is to be mailed or picked up.
2. Include a brief description of the items purchased and the nature of the purchase. This description should include what is being purchased and the reason for making the purchase. For example, if a department purchases pizza for a meeting, the description could state "6 pizzas for the department meeting at the pizza place on November 3." This brief description will provide some record of the activity of the department and can help with budgeting in future years.
3. Original receipts or invoices from the vendor must be attached to the voucher. Photocopies of the receipts will not be accepted. These items (receipts) are filed with the original voucher for future reference if necessary. Payment will not be made without documentation from the vendor attached to the voucher.
4. A voucher payable to a person for services rendered must include the same attachments required for an Honorarium.
5. Always include the department project number.
6. A voucher must be signed by the department head or authorized signer.

Allow a processing time of three working days when submitting a voucher directly to the Campus Organizations Accounting Office (B4 Memorial Union).

Last Updated Apriil 7, 2006.