What is the difference between an expense voucher and an invoice?
Vouchers are forms we supply for section
members to use so that they can obtain reimbursement for expenses they have
incurred – mileage, lodging, etc.
Invoices are bills from outside sources and should not appear on a voucher unless the section member has paid the invoice herself/himself.
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How do I get invoices paid?
Invoices must be submitted to the State
Bar of Michigan with the section treasurer’s signature on it indicating
authorization to pay. The general ledger account number(s) that you want
the expense to be charged to should also appear on the invoice. If an invoice
is submitted to the State Bar of Michigan directly from a vendor or from
a section member other than the treasurer, you may e-mail authorization for
payment and the general ledger account numbers to charge it to, to Patti Schafer at pschafer@mail.michbar.org. Please include in your e-mail, the vendor, invoice number, amount to pay, explicit authorization to pay, and account numbers to charge the expenses.
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How do I report meals for groups or council meetings?
When you send in a bill for a group or council meeting, you
must include a list of attendees. There are three options for you to provide
this information:
- An attendance sheet.
- A copy of the minutes.
- If the meeting is for the council, you may include a statement
that indicates only the council present, the council except for named individuals,
or the council including named individuals.
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How do section members get reimbursed for their expenses?
By filling out a voucher and having the section treasurer approve it. Receipts for expenses exceeding $25 must be attached to the voucher.
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Where can I get blank expense vouchers?
They can be downloaded here.
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Who is authorized to approve expenses?
All expense vouchers and invoices must be approved by the section treasurer. Expense vouchers to reimburse a section treasurer must be approved by the section chairperson.
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Where do I get an IRS W-9 form and who should fill one out?
All vendors (individuals and companies) must have an IRS W-9 on file with us before we can process payment to them. This form indicates to us whether or not the vendor should receive an IRS 1099. A W-9 is not necessary if the payment is for reimbursement (mileage, lodging, etc) only. This form may be downloaded at http://www.irs.gov/pub/irs-pdf/fw9.pdf.
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Inside the Financial Services Department
General
Bill Payment
Section Revenues
Financial Statements