Voucher Check List
 Student: Have you included citizenship information? You can find that information in
Banner in SGASTDN or SPAIDEN.
 Outside Person: Is the voucher you’re submitting for a person? Remember to include
citizenship information. Are they being paid for a service or come to a conference? If the
answer is yes, visit www.go/ic to determine what type of contract or volunteer form is
required and whether an Independent Contractor Questionnaire (ICQ) is needed.
 Company or Outside Person: Have you attached a W9 for US Citizen/Green Card holder or
company or a W8 for a foreign national/company? Accounts Payable requires a W9/W8 to
be on file for every person/company who is paid even if it is just a reimbursement.
o Note: MIIS and Language School at Mills also need to request form 587 for non-CA
residents or form 590 from CA residents and submit with voucher.
 Insurance: Did that person/company come on campus to provide a service? If the answer
is yes, does Middlebury have a Certificate of Insurance on file (COI)? And/or Workers
Compensation Waiver (WCW) (Vermont only)? Questions on COI or WCW? Tom Corbin
will answer your questions and can be reached at (802) 443-5504.
 Repeat Vendor: Have you submitted an invoice/voucher for the company/person in the
past? Does AP already have a COI, IC questionnaire, WCW, contract, W9, etc on file?
Please note that on your voucher so that AP doesn’t call or email you inquiring about those
documents. These documents only need to be submitted once each fiscal year (Excludes
W9 – W9 we only need once unless information on the W9 changes) so if you’ve already
submitted these forms note it on the voucher.
 Account Number: Need to know an account number? Use this link www.go/accounts
 Ready? If you’ve got all the paperwork attached to the voucher or note that you have
previously submitted the paperwork, have citizenship marked on the voucher (for people
only), have a business purpose listed for the expense, have receipts attached if
reimbursement, have an Index & Account to charge the expense to and have filled in the
name/banner id if applicable/address of person/company being paid then, and have
appropriate approval signatures, then you’re ready to submit your voucher to AP to get it
paid.