Voucher Check: Definition, Examples and Benefits

What is a voucher check?

A voucher check combines a standard check with one or more detachable vouchers (remittance advice) that document the payment details. The vouchers provide an auditable paper trail showing who was paid, why, and for what amount, and they serve as supporting documentation for accounting records.

Key components

• Check: The negotiable instrument used to make the payment.
• Payee voucher: Detached and kept by the recipient for their records; typically lists payee name, date, amount, and any deductions or memos.
• Issuer voucher: Retained by the payer (accounts payable or payroll) to document authorization and supporting invoices, purchase orders, or payroll details.

Perforations often separate the sections on a single long/business-sized sheet, making the three-part form easy to print and distribute.

How it’s used

• Payroll: Employers issue voucher payroll checks showing gross pay, deductions, and net pay. The employee keeps the pay stub (voucher) while the employer retains its copy for payroll records and tax/reporting purposes.
• Accounts payable/vendors: A voucher check is issued after matching an invoice with a purchase order and receiving documentation. The issuer’s voucher includes the invoice number, purchase order reference, approval signatures, and other supporting documents.
• Record keeping: Both payer and payee maintain voucher copies to reconcile accounts, resolve disputes, and support month-end or audit procedures.

Benefits

• Audit trail: Vouchers create clear, traceable documentation linking payments to approvals and supporting documents.
• Internal control: They help ensure payments are authorized, accurate, and backed by receipt of goods or services.
• Dispute resolution: Retained vouchers simplify resolving billing disputes by providing the original payment justification.
• Compliance and record retention: Vouchers assist with internal and external audits and regulatory recordkeeping.

Modern context

Although electronic payments and direct deposit have reduced reliance on paper checks, voucher checks (or electronic equivalents with remittance details) remain useful for:
* Providing a paper backup to direct deposits
* Handling vendor payments that require full documentation
* Maintaining audit-ready records in accounts payable and payroll systems

Best practices

• Include a unique voucher number and clear references to invoices or purchase orders.
• Attach or link all supporting documents (invoices, packing slips, approval signatures).
• Keep issuer and payee copies for the duration required by company policy or regulation.
• Use consistent numbering and filing to simplify month-end closes and audits.
• Where possible, store electronic copies of vouchers in the accounting system to improve retrieval and disaster recovery.

Example scenarios

• Payroll: An employee receives a voucher check showing gross wages, federal and state withholdings, benefits deductions, and the net amount. The employee keeps the voucher as a pay stub; payroll retains its copy for tax reporting.
• Vendor payment: After receiving goods, a company matches the vendor invoice to the purchase order and issues a voucher check. The issuer’s voucher includes the matched documents and approval; the vendor’s voucher notes the payment received.

Voucher checks remain a straightforward, effective method to document and authorize payments, supporting accountability and accurate financial records.