Voucher Rejections

Related to...	Stated Reason	Translation	Solution
ADVANCES	Advance outstanding	You are responsible for an advance check from the Business Office which is still outstanding according to their records. If you received an advance -- for example, to pay a vendor in advance of an event -- you are responsible for "clearing the stop" within 7 working days. That means you must submit documentation (such as a receipt) to the Business Office showing that the vendor was paid in full (i.e. the check made it into the right hands). If you fail to account properly for the advance, you will be treated as being "delinquent or in default" and will be barred from registration and from receiving a transcript or degree until there is a proper accounting or restitution.	Submit that receipt ASAP!
	Advance form missing
	Signature missing on advance form

BUDGETS or CALCULATIONS	Not enough funds for the item	According to CA records, there are not enough funds in your club's account to cover the amount of the voucher.	If you believe this is in error, you may need to check the accounting records in CA. Consult with your student goverment Treasurer or Finance Commissioner.
	Not enough funds in the account/line	According to CA records, there are not enough funds in your club's account or in this particular budget line to cover the amount of the voucher.	If you believe this is in error, you may need to check the accounting records in CA. You may need to complete a budget modification and/or or line transfer [LINK TO FORMS] so that there are sufficient funds in that budget line to cover the amount of the voucher. Consult with your student government Treasurer or Finance Commissioner.
	Item not budgeted for	This item was not explicitly budgeted for in your itemized Budget Request Form (the revised version that you submitted for approval after finding out your club's budget allocation).	If you believe this is in error, you may need to clarify the information on the voucher. You may need to complete a budget modification and/or line transfer [LINK TO FORMS] to show that the item has been budgeted for.
	Approved five page budget missing	Your club's five-page Budget Request Form a) was never submitted b) was not approved, or c) is missing from the records.	Check with your student government to find the status of your Budget Request Form.
	Taxes and tips will not be reimbursed	The voucher amount is incorrect because it includes taxes and/or tips, which are not reimbursed.	Revise the voucher to reflect the amount before taxes and/or tips.
	Amount on voucher does not match their total of receipts	The sum of all the receipts that were submitted along with the voucher differs from the amount written on the voucher.	Check your math and revise the voucher to reflect the total of all the receipts attached to the voucher. Remember: Do not include taxes or tips.

SIGNATURES	Authorized signature missing	Your voucher is missing the signature of your club president/treasurer or the signature of your student government officer.	Find out whose signature is missing and have them sign the voucher in the CA office.
	Signature profile missing	A signature profile form for your club officers has not been submitted or is not on file.	If you believe this is in error, check with your student government to see if they have a copy of the signature profile form that was already submitted. Otherwise, submit three original copies of the signature profile form. [LINK]
	Signature on voucher does not match the signature profile	The signature on the voucher does match that on the signature profile form on file.	Find out whose signature does not match and have them correct their signature on the voucher in the CA office. If your officers (or their names or signatures) have changed, an updated signature profile form must be submitted.
	Payee cannot sign his/her own voucher	The voucher must be signed by someone other than the person who is to receive the check.	A different signatory for your account must sign the voucher in the CA office.
	Signature missing on contract
	Social Security card not signed

DOCUMENTATION	Required: Original documents
	Required: Back up documents
	Stamped flyer of event missing
	Flyer not dated
	Flyer not stamped
	Date of flyer does not match date on receipt
	Receipt(s) need to be itemized
	Date missing on receipt(s)
	Method of payment is missing on receipt(s)
	Name and address of store missing on receipt(s)
	Required: Complete address of payee
	Required: INS Authorization for Social Security card
	Required: List of students and Social Security numbers
	Need letter explaining why contract wasn't submitted prior to the event
	Copy of Social Security card is missing

PURCHASING PROCEDURES	College Association purchase regulations were not followed
	Three/five bids are required with purchase requisition