General Guidelines for Filling Out Expense Vouchers

1. Vendor/Payee Information: Fill in the Vendor/Payee information section completely. The Vendor or Payee is the person or business to whom the check is made payable (if requesting a personal reimbursement, you are the Vendor/Payee). Provide complete phone numbers and mailing addresses to avoid processing and delivery delays.
2. Describe the Expense: Clearly describe the expense, particularly when paying multiple expense line items. Identify the Subcommittee budget being charged and itemize amounts by established budget line items. Do not invent new categories; consult the Executive Director if account classification is unclear.
3. Check Request Information: Complete the Check Request section with your contact information and specify a due date. Allow at least five (5) business days for processing and check issuance.
4. Approval Signatures: The requester is responsible for obtaining required approval signatures from the designated Budget Holder and the Executive Director.
5. Backup Documentation: All Expense Vouchers must include original receipts, paid invoices, canceled checks, or equivalent documentation. No expense vouchers will be paid without appropriate backup documentation.

(Note: Requesters do not need to complete internal accounting verification fields on the form; the Accountant verifies all entries against the approved budget).

Please write legibly.

---

Approved by the Board: 1998