DOCUMENT PREPARATION

PREPARATION OF DISBURSEMENT VOUCHERS (STARS FORM 60)

A completed and signed Disbursement Voucher (STARS Form 60), is the authorization from a State agency to make a payment to a vendor. These forms should only be prepared based upon a valid invoice and after the invoiced goods or services have been received. The Disbursement Voucher, illustrated in this section of the manual, is to be used to record most types of cash disbursements, including regular vendor payments, and travel payments. It is not to be used to record payments to other agencies unless specific authorization has been received from the Budget and Control Board. See the Preparation of Interdepartmental Transfer Section of this manual for changes effective October 1, 1986.

Instructions for completing the Disbursement Voucher are contained in the Disbursement Voucher (STARS Form 60) Preparation Instructions Section of this manual. Note that the item numbers referenced in this subsection correspond to the numbered fields in the sample in the Disbursement Voucher (STARS Form 60) Section of this manual. The following policies should be observed in preparing a Disbursement Voucher:

1. All Disbursement Vouchers must be certified by an authorized State official. Any Disbursement Vouchers not certified will be returned to the respective agency.
   
   
2. The amount certified by the State official must be the TOTAL due the payee.
   
   
3. The payee name must be printed in the format as it appears on the Comptroller General's Vendor file or, if Travel, as it appears on the Comptroller General's payroll. The check will be printed exactly as entered on the form. If more than one check is to be sent to the same payee, but to different locations (for example, when branch locations are to receive payments) a separate Disbursement Voucher must be prepared for each location.
   
   
4. An original invoice (not a copy) must be attached to the Disbursement Voucher before it is submitted to the Comptroller General's Office. Note that, Disbursement Vouchers for travel must be supported by a Travel Support Document (STARS Form 62) in addition to the required original receipts. Receipts for lodging must always be attached to the voucher when actual reimbursement is requested by State employees, Legislators, board, commission, or committee members. Disbursement vouchers for travel advances must be supported by an approved Request for Official Travel Cash Advance STARS Form 61.
   
5. In certain cases, such as payments for grants, scholarships, awards, etc., where there is not supporting data to accompany the disbursement voucher, budgetary, statutory or other authorization reference should be recorded on a separate sheet of paper, and attached to the Disbursement Voucher.
   
   
6. Remittance Advice (i.e., TO PAYEE section of the Disbursement Voucher should include that information that will help identify the payment, such as a reference as to vendor and the purpose of the payment.

For illustration purposes, the following exhibits are provided:

DISBURSEMENT VOUCHER (STARS FORM 60)

Click here for Disbursement Voucher Preparation Instructions.