Document Submission Procedures

On January 27, 1998, the State of Kansas delegated final audit authority for documents less than $1000 to the Controller's Office at Kansas State University.   In addition to the improved efficiency of eliminating the State's manual review of such a large proportion of our documents, our office will also be able to pass along the benefit of reducing the number of copies of vouchers required in order to process a payment.

Voucher Copy Requirements For Processing Payments Less Than $1000

Please attach original invoices to the original copy of the payment voucher.  If a remittance copy of the voucher is necessary for the benefit of the vendor or the campus department under special circumstances, please submit a remittance copy of the voucher.  Additionally, due to the possibility of a conflict in vendor information, please send a vendor copy of the document along with the original and optional remittance copy.  As a result, a payment of less than $1000 should always be processed with at least two copies of the payment document, with a maximum of three copies when a remittance copy of the document is necessary.

Voucher Copy Requirements For Processing Payments Greater Than $1000

Please attach original invoices to the agency copy of the payment voucher.   Because the original copies are attached to the Controller's Office copy of the payment voucher, a very detailed description of the purchase or copies of the invoice must be attached to the original copy of the payment voucher.  In addition, if the voucher is for the purpose of travel or other personal reimbursement, a copy of the invoice or receipt must always accompany the original invoice or receipt.  The copy of the original support documentation should be attached to the original copy of the payment voucher.  If a remittance copy of the voucher is necessary for the benefit of the vendor or the campus department under special circumstances, please submit a remittance copy of the voucher.  Lastly, due to the possibility of a conflict in vendor information, please send a vendor copy of the document along with the original, agency and optional remittance copy.  As a result, a payment of greater than $1000 should always be processed with at least three copies of the payment document, with a maximum of four copies when a remittance copy of the document is necessary.