Voucher Processing Questionnaire

College/Unit:

Department:

Name and title of the person completing this form:

1. Does your department have a process in place to get prior
approval, before orders are placed?

2. What are your job duties?

Order Goods No Yes
Receive Goods No Yes
Receive Invoices No Yes
Enter Vouchers No Yes
Approve Vouchers No Yes
Reconcile Project Expenditures No Yes
Reconcile P-Card Expenditures No Yes

3. If you order goods, do you...

obtain documented approval for the purchase? NA Yes No
determine if the vender is on State Contract? NA Yes No
search for the lowest price? NA Yes No

4. If you receive goods, do you...

open all packages to ensure all parts/pieces are present? NA Yes No
document the date of receipt? NA Yes No

5. If you receive invoices, do you...

document the date of receipt? NA Yes No
review the invoice to ensure it matches the purchase
(both in what was ordered and in price)? NA Yes No

6. If you enter vouchers, do you...

ensure goods have been received? NA Yes No
ensure needed back-up documentation is present? NA Yes No
ensure the invoice has not been recorded twice? NA Yes No
double check the keying of the...
invoice date? NA Yes No
invoice number? NA Yes No
vendor name? NA Yes No
Invoice total? NA Yes No

7. If you approve vouchers, do you...

require a physical invoice? NA Yes No
ensure goods/services were received? NA Yes No

review the following?
a. Invoice Number NA Yes No
b. Invoice Date NA Yes No
c. Invoice Totals NA Yes No
d. Due Date NA Yes No
e. Account being charged is appropriate NA Yes No
f. Project being charged is appropriate NA Yes No
g. Voucher vendor name agrees to vendor name on invoice NA Yes No
h. Item appears reasonable as a business expense NA Yes No
i. Required signature approvals are present NA Yes No
j. Documentation supporting goods have been received NA Yes No
k. Other

8. If you reconcile project expenditures, do you...

a. use...
Wolf Reports? NA Yes No
Faculty Accounting Reports? NA Yes No
queries? NA Yes No
other?

b. check for..
duplicate postings? NA Yes No
supporting documentation? NA Yes No
a match in the paid amount and invoice amount? NA Yes No
proper classification of account and project ID? NA Yes No
receiving evidence? NA Yes No
timeliness of invoice payment? NA Yes No

c. is your reconciliation reviewed? NA Yes No
If yes, by whom?

9. If you reconcile a P-Card, do you...

a. do so online before charges are paid? NA Yes No
b. check for...
duplicate postings? NA Yes No
supporting documentation? NA Yes No
a match in the paid amount and invoice amount? NA Yes No
proper classification of account and project ID? NA Yes No
receiving evidence? NA Yes No

10. Have you received training related to your job duties? NA Yes No If yes, which:

Other

If you have not received training or would like additional training, please indicate the type:

Other

11. Are you familiar with the University's...

12. List your supervisor's name and title.

How closely is your work reviewed? Not Very Close Occasionally (sometimes) Routinely (most of the time)

If you would like to maintain a copy of your answer, please print this form before submitting.

If you have any problems or questions regarding this form, please contact us at:
billy_landis@ncsu.edu