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 Payroll Voucher Guidelines

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General Guidelines

Payroll Voucher Form (pdf); instructions (pdf)

All vouchers over $1,000 require Executive Associate Dean Curto's approval.

  • Use this form when paying individuals NOT employed by or associated with The University of Iowa.
  • Payroll vouchers are to be prepared by the department after the service has been completed. Checks will be mailed directly to the individual. If a Payroll Voucher is received in the Dean's Office more than 2 weeks prior to the date of the service it will be returned to the department. (This is to assure payment is not made prior to services performed.)

    (Note: The Operations Manual (Part V Chapter 6.2 (a) (3) states that all payments are made directly to the individual providing the services, and not to a third party.)
  • Two signatures are required on all payroll forms, plus the initials of the person creating the form.
  • To avoid delays in processing the payroll voucher, the department should ensure all information is included and accurate or Accounts Payable will return the voucher to the department.
    • Social Security Number is valid;
    • Address is valid;
    • Date/s of Service (Section IV) is completed;
    • Description of Service is detailed - i.e. include the name and date of the lecture or performance;
    • Amount to be paid is included and consistent with amount MFK is to be charged;
    • MFK is valid (i.e. IACT must be in the 6000 series);
    • If person being paid is a non-resident of the U.S., the VISA Type and Tax Residency Country is indicated;
    • 2 signatures authorizing the payment;
    • If using fund 510, the payee must sign or submit an invoice for services rendered.
  • If the person does not have a Social Security Number as they are a nonresident of the USA, the department should be aware of several processes and implications. Go to http://www.uiowa.edu/~payroll/specific/vouchnra.htm to review these procedures.
  • Contact Marianne Stratton (335-2420) at Payroll for more information or clarification. This should be done in advance or as soon as you are aware of the situation.

 

 

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