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Due to COVID-19 we will not be holding face-to-face classes in any of our locations. Please e-mail your local Parent and Family Resource Center. Educators are working from their homes and will reply to your questions during regular hours. 

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Instructions for Completing Accounts Payable Vouchers

What is an AP voucher used for?

  • Personal reimbursements or payment to individuals or companies.
  • Requesting a check to accompany an order.

An AP voucher can be found at the accounting forms web site at

General Instructions for Completing an AP Voucher or Purchase Order (PO)

Invoice Number:
All AP vouchers require an invoice number. If no invoice number is available, use the reference number generator.

Enter the reference number in the top right corner at “Invoice Number”.

Account # or Customer # on Invoice
If the customer or account number is known, please add it here.  Otherwise, if it is for a personal reimbursement or if the number is unknown, please leave it blank.

Invoice Date
Date of invoice.  If submitting more than one receipt for reimbursement, use the most recent date.

Supplier # or Empl ID #
Enter the supplier number from your list or your employee ID if it is for personal reimbursement.  Leave blank if vendor number is unknown.

Please make sure that the name in the first line is the name the check should be written to.  If a check should be made out to one name, but sent to another, then please include those instructions.

Special instructions (if needed)

  • Hold Check or ARC Remittance Advice - Contact When Ready (include name, phone and dept. #)
  • Use Attached Envelope for Mailing
  • Send Copy of Invoice with check

Description of Goods or Services
Add a description of goods and services (who, what, where, why and when) and amount.  Include an explanation on why the purchase was made.  For example, if you were submitting to be reimbursed for some instructional supplies you purchased, you might explain that they were purchased for an educational class and the name of the class and date.

Add account and funding information in the area provided.

Authorized Signature
Sign the document and type your name; phone number; and include Dept. # 7090;  Dept. Name: Ext. Family and Consumer Sciences.

Print name, phone #, dept. #, dept. name

Form Completed By: Type your name and include your phone number.

Route for Signature
Mail the completed AP Voucher to Deb Gebeke for approval, NDSU Dept. 7090, PO Box 6050, Fargo, ND  58108-6050.

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