What is a Disbursement Menu?
Disbursement means the payment of money from a fund or account. If the disbursement of paychecks at your job was delayed because your boss forgot to fill out some paperwork, you’d probably be furious. Disbursement is a noun that describes the spending or distributing of money.
A Disbursement Voucher is a form used to have a check made to pay an individual or an organization
for merchandise sold or services rendered.
Types of Disbursement Vouchers
There are four (4) types of disbursement vouchers:
1. Voucher issued as a payment
2. Voucher issued as a partial payment
3. Voucher issued as a reimbursement
4. Voucher issued as an advance
Payment Vouchers are those processed when there is an invoice or contract on file. In this case, a
check is prepared to pay for the goods or services. The person in charge of the activity does not put
any personal money up front to pay the recipient of the check.
Partial Payment Vouchers are those processed when there is an invoice or contract on file but your
organization does not have the full amount of funds needed to pay the invoice in. In this case, a
check is prepared to pay for part of the goods or services. The person in charge of the activity does
not put any personal money up front to pay the recipient of the check.
Reimbursement Vouchers are those processed when the person in charge of the activity pays for
goods or services out of their own pocket. This approach is not recommended. In this case, a check
is prepared to reimburse the person. The reimbursement voucher needs to be accompanied by
detailed paperwork including:
Avalid invoice or receipt
Credit card transaction receipt with detailed invoice
Basic receipt with Incomplete Receipt Form
Copy of processed personal check or bank statement
Copy of money order plus purchase receipt
Important: The payee will be reimbursed for the items purchased, but not for the taxes paid to
purchase those goods. If the payee wants to avoid paying taxes, he/she must ask for a Tax Exempt
Form in advance of purchasing the goods.
Advance Vouchers refer to those in which a check is issued in advance to the Club Advisor or person
in charge of the activity to pay for goods or services. In this case, the check is issued to buy goods
for an event (purchase) or pay costs for a trip (travel). These vouchers need to be accompanied by a
List of Projected Expenses. After the activity, the person in charge needs to submit all the receipts
and any remaining cash to the office. The receipts and the cash returned must equal the funds
advanced to the individual.