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FISCAL MANAGEMENT OPERATIONS GUIDE

Local Funds Voucher

Processing Local Funds Vouchers

The local funds voucher is used primarily to reimburse for expenditures that cannot be accomplished through petty cash and also to make advance payment for such things as registration, memberships, subscriptions and other items that must be paid in advance. The local funds voucher is either the old manual form that must be typed or the VP2 available in DEFINE. The manual form should be used only for travel advances, with all others done electronically on the VP2. The manual form must be signed in the bottom right by an authorized signer, and if paying an individual, must also be signed by the payee in the bottom left. Allow 10 working days for processing and approvals. The VP2 in DEFINE normally processes much quicker than the manual voucher. If a payment is needed before the 10 working days, the document should be labeled as a rush and brought to the attention of Disbursement staff.

All such payments appear in DEFINE and should be followed by the requesting department until a check has been issued. Documents sometimes get misrouted or lost, so the follow through by the requestor should catch any payments that are not processed within a reasonable period.

The purchase order should be used to order goods or services whenever possible. Small purchases, such as office supplies should be reimbursed through petty cash or ProCard rather than a local funds voucher or a PO. Services requiring a PO, rentals and supplies over $250, should normally be handled by a purchase order and not on a local funds voucher. Questions about which payment method to use should be directed to the Disbursements Office.

Supporting documents should include:

• Registration - Requires a completed registration form, and when event is out of town, a schedule of events (itinerary) is required. If the event includes a meal  a business expense form must be included.
• Reimbursement for luncheons and other events - Attach the original receipt of any item paid. A business expense form must be completed.
• Memberships - Attach the completed membership form. All memberships must be approved by the office of the Associate Vice President for Financial Affairs.
• Purchase of books, manuals, pamphlets and subscriptions - Attach the completed original order form along with the cost of the items (the cost must be a direct written quote from the vendor on their letterhead). Also attach a copy of the order form to mail with the check.

Payment documents received without the necessary supporting documents are normally returned to the requesting department, resulting in a delay in payment.