Check Voucher Processing

• To submit a check voucher, you must first have access to check voucher in PeopleSoft. Complete the check voucher application and send it to TSS@tufts.edu.
• Highly recommended: Enroll in a training session to learn how to use the system.
• A brief online overview is available: How to submit a check voucher
• Please view our video tutorial on check voucher submission, inquiry, and approvals.

1. Log in to PeopleSoft Finance (you need to be on the VPN)
2. Look for the Check Voucher Tile and click Initiate.
3. If you want to inquire on a Check Voucher already submitted, click the Inquire link in the tile.

* If you do not see the check voucher tile, you do not have access to check vouchers and you will need to complete an application form.

• Awards/Prizes
• Fellowships/Scholarships - please see special consideration for Student Travel below
• Honorariums – current Tufts Employees and Tufts F1/J1 students cannot be paid via check voucher for an honorarium
• Patient Refunds
• Stipends
• Study Participants
• Payments to Department of Homeland Security for Visa Applications
• Student & Non-Employee Travel & Business Expense – please see special consideration for Student Travel below

Important: If you know that the payee is a non-resident alien, please review the visa chart to see what types of payments can be made as not all NRAs are eligible to receive payment.

If you need help deciding whether to use a check voucher, use the Check Voucher Decision Tool. 

• If Students who are “active participants” (i.e., traveling to conferences to represent Tufts or present a paper) and are traveling on behalf of the university, they can be reimbursed as "Business Expense"
• Individuals/groups traveling as part of a formal student organization or club are on university business. The payment type “Business Expense Reimbursement” should be used for such payments.  Receipts should be attached.  
• If students travel related to academics or advancing personal knowledge, they should be given a “Travel Scholarship” (5207). Please attach a letter notifying the student of the payment as an attachment.

Every check voucher requires some supporting documentation.

                                                    Mileage Tracker 2023

                                                    Mileage Tracker July 1 to December 31, 2022

This is a simple 3-step process: How do I submit a check voucher

• If the individual receiving payment has not been paid by Tufts in the past, Accounts Payable will send them an invitation to the email address you provided (always double-check that it is correct!) to ‘onboard’ so they can be added to our database. 
• The check voucher will automatically route for approval to these groups:

Additional (Ad-hoc) approvers can be added to any workflow if your department/school/division has a local rule requiring it.

To ensure that an individual is able to receive payment, you should consult the last page of the Check Voucher Guide.  This document will also provide information regarding taxation.

Initially, your cost center list is based on the deptids and/or grants you provided on your application.  If you need to have a new cost center added or deleted, simply email tss@tufts.edu with that request.  A case will be created and you will be notified when the new cost center has been added.

Sign into PeopleSoft, find the Check Voucher tile and select Check Voucher Inquiry.  Populate any of the fields on the Check Voucher Inquiry Lookup screen (below), then click Search.  A table of vouchers will appear.  Scroll to the right to view the Status column.  If you wish to revisit the voucher's approval monitor (which displays who has approved and who has not), click on the Voucher number.

You can only see if it was fully approved, not paid.  If you see Voucher Created it means all parties have approved.  Please go to PO inquiry for the payment information (such as an actual check date).

The answer no one wants to hear - it depends!

• If you created the check voucher in error and you need to cancel it, go into the Check Voucher tile, and click on the Voucher number.  It will return you to the voucher. 
• If the voucher has not been approved in full, you can click the Cancel button, which will void the transaction. 
• If all parties have approved, you must contact TSS immediately to cancel.  Call 627-7000 or send an email to tss@tufts.edu and indicate URGENT in the subject line.
• If your check voucher needs modification, such as the amount to be paid, you must contact TSS as soon as possible.