Who will use the New York State standard voucher?

All departments (mainly contract college departments) expending New York State-appropriated funds will process a New York State standard voucher. 

 Form Purpose

The New York State standard voucher is the only way to have New York State pay for expenditures from departments allocated state-appropriated funds.  New York State-appropriated funds do not reside at Cornell, but in Albany, and a standard voucher is the request for those funds to be expended.

 The Form Serves the Following University Policies

 Volume 3: Financial Management
 3.7, Accounting: System Structure and Transactions
 3.14, Business Expenses
 3.16, Agency Accounts

 Form Instructions
 
The following fields must be completed by the department submitting a New York State standard voucher. 

• Payment Date:  This is the date on which Albany will actually issue a check.  Under prompt payment legislation, all vendors must be paid within 30 calendar days of the "Merchandise/Invoice Received" (MIR) date.
• Liability Date:  This is the date on which goods were received or services were performed.  The date received is defined as the date on which the item arrived at the department, not as the date the item was opened, inspected, or put into service. 
• Payee Id:  All New York State standard vouchers submitted for payment must include a "Payee Identification Number."  This number is the Federal Employer Identification Number. 
• Payee Name:  The name/address listed on the vendor's invoice in the "Remit To" section should be filled in here. 
• Amount:  The amount that is being charged to a specific account.  There may be more than one account listed, and the total dollars to be charged to all accounts should equal the value of the Net and of the Payee Amount.
• Merch./Inv. Rec'd Date (MM/DD/YY):  This is also known as the "MIR" date, and is defined as the date an original invoice or goods/services are received, whichever is later.  The date the invoice is received is defined as the date on which the initial department receives the invoice. 
• Ref./Inv. No.:  This is the invoice number listed on the vendor's invoice. 
• Ref./Inv. Date:  This is the date of the invoice.  If more than one invoice is being processed, it is the earliest invoice date.
• Description of Material/Service:  This should be a detailed description of the item(s) or service(s) being purchased. 
• Total:  Total amount of all vendor invoices, before any discount is applied.
• Accounting Distribution:  Lists the Cornell University Accounting information. 
• Encumbrance Liquidation, Doc. No.:  This is the purchase order or contract number for funds encumbered under on Cornell University's accounting records.
• Encumbrance Liquidation, Amount:  This is the amount of liquidation against the purchase order.
• Req.: Requisition number assigned by department and required for input on Cornell's accounting system for vouchers not paid against a purchase order.
• For Department Use, Material or Services Rec'd On:  This is the liability date as defined above.  This information should be noted on the original part of the voucher in the "For Agency Use Only" area in the space allowed for "Merchandise Received Date."
• For Department Use, Approval By: Signature of department representative who has Cornell University signature authority for the accounts and dollar values used to process the voucher. 
• For Department Use, Date App.:  Date voucher is approved in department.

 Submission Instructions

Vouchers $250.00 and below:  The University Controllers Office processes standard vouchers for $250.00 and below.  Vouchers should be submitted to DFA, Accounts Payable, 341 Pine Tree Road.

Vouchers $250.01 and Up:  Both parts of the New York State standard vouchers should be submitted to Sandra Redfield, University Budget Office, 117 Surge 3.  Staple the original invoice to the voucher with the "State Comptroller's Pre-Audit" section, and staple the duplicate invoice to the voucher with the "Accounting Distribution" section.  Then, staple the two vouchers together.  State vouchers cannot be faxed.  Questions can be directed to Sandra Redfield, sh119@cornell.edu , or Ellen Mastrogiovanni, emk17@cornell.edu .