General Guidelines for Filling Out Expense Vouchers
- Fill in completely the Vendor/Payee info section. The Vendor or Payee is the person or business to whom the check is made out, so, if it is a reimbursement to you, you are the Vendor/Payee. Otherwise, it should be the company or organization with whom you are doing business. Phone numbers and mailing addresses are important so that the Payee can quickly be called with any questions and so that the check is ultimately mailed to the correct place.
- Describe the expense, especially if the check is in payment of several different expense line-items in your budget. Then list the Subcommittee whose budget is being drawn from and break down the expense by line-item according to the expense line-items listed on your budget. Do not make up new categories! If you can’t figure out where the expense lies, ask the Executive Director. Break down the expense by amounts, so that each expense gets billed against the appropriate line-item. The majority of expense requests cover only one line-item.
- Fill out the Check Request Info section with your information. If this check is a reimbursement to you, your info will be listed in both the Vendor/Payee section and in the Check Request section. This is okay. Please don’t forget a phone number for easy reference. And, please list a due date! It may take up to five business days to cut a check, so please plan your expense ahead of time as much as possible.
- You are responsible for obtaining the proper Approval Signatures. Each expense must be approved by the Budget Holder of the budget being drawn from the Executive Director.
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All Expense Vouchers must be submitted with Backup Documentation-–original receipts, invoices, canceled checks, etc. Call the CFO or Executive Director if you are uncertain what constitutes appropriate backup documentation. When in doubt, submit it all. NO EXPENSE VOUCHERS WILL BE PAID WITHOUT APPROPRIATE BACKUP DOCUMENTATION. PERIOD!
Do not worry about filling in the grayed-out portions of the Expense Voucher. The Accountant will be checking your expense against the approved budget, but you should be doing this as well.
Please Write Legibly!