Expense Voucher Form

Download Voucher Form – Microsoft Excel File


Voucher procedures

  • The vouchers in this file can be filled in on screen before printing.
  • Every check the Treasurer writes must have a voucher with a handwritten signature. A second (approval) signature should be included if the presenter is not an officer, when the amount is large, or the expense is unusual.
  • Original receipts or invoices must be submitted to support the expenditure.
  • Mail your completed voucher to: P.O. Box 7564, Portland, Maine 04112
  • A common dilemma when preparing an expense voucher is determining which account to use. Is it Equipment?  or Supplies?
  • Equipment and tools are items that will last more than one season:  file cabinets, tents, crow bars, for example
  • Supplies are things that will be used up:  paint, flagging tape, stationery.
  • The file cabinet is equipment, the folders are supplies.  A new chain saw would be a tool, gas and oil for it are supplies, and replacing the carburetor is a repair.
  • Note that Postage appears three times on the Administration voucher:  for general purposes, for the MAINEtainer mailing, and for Fund Raising.  This is to help with the allocation required for the tax return.
  • MATC is exempt from income tax, but we are not exempt from sales tax.