A journal voucher is a billing process that is used between SUNY campuses and other NYS agencies that allows them to bill each other and process payment without the need for a paper check and using accounting entries only. This process became mandatory throughout New York State when the Statewide Financial System went live in April 2012.
Generally, journal voucher payments are used to:
Reimburse service-providing state agencies for goods or services rendered.
Reimburse a state agency for state funds disbursed for program purposes.
Examples of instances where a journal voucher would be utilized is for registrations fees between SUNY campuses, employee tuition waivers, various licenses or fees, and reimbursement of expenses.
If a journal voucher is required, contact information from the other agency must be provided before it can be initiated. This would include a person’s name, phone number, and email address. Once the information is acquired, please complete a pink requisition, providing a brief description of what is being paid, attach any pertinent documentation such as an invoice or registration form, and obtain the signature of the authorized signatory for the account to be charged. If there is a need for our campus to bill for services or fees, please contact Paula Mis at 878-4117 for further instructions.
All documentation can then be sent to Paula Mis, Accounts Payable and Travel Services, CLEV 414.
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