Using Vouchers


The TRAX on-line System -- Vouchers and many other financial functions are administered through the TRAX on-line system. To use the TRAX system, you will need a TRAX user ID which requires attending TRAX training. For information on how to get a TRAX user ID see this website: Getting Started. If you are brand new, and don't yet have access to TRAX, and your payment is due, call the TRAX Helpline at 8704 for immediate help.

What is a voucher? – A voucher is basically a request to cut a check. Generically, the word "voucher" means "a document that gives proof that the terms of a transaction have been met." At Baylor, a "voucher" is your way of telling the accounts payable office– "Yes, we received this service or product and I want you to go ahead and pay the invoice (bill)." When the accounts payable office receives a voucher from you, they (1) check to make sure you have the money in your account to pay the bill, then (2) they issue a check or electronic payment (ACH) in the amount of the voucher.

You submit vouchers after the goods or services have been delivered.

When will I use a voucher? – Vouchers are only used to pay amounts $5,000 or less. The preferred way for you to pay for things that cost $5,000 or less is with the Baylor Purchasing card, but occasionally the Purchasing Card is not a good option. In those cases, you will need to get an invoice (bill) from the vendor and authorize payment of the invoice by submitting a voucher.

How do I submit a voucher? -- There are two parts to submitting a voucher. It is very important for you to do BOTH of these; otherwise, Accounts Payable will not be able to pay the invoice:

  • Enter the voucher information in TRAX -- Use the TRAX on-line system to enter the invoice/voucher information and to "budget check" the payment. To use the TRAX system, you will need a TRAX user ID which requires attending TRAX training. For information on how to get a TRAX user ID see this website: Getting Started. If you are brand new, and don't yet have access to TRAX, and your payment is due, call the TRAX Helpline at 8704 for immediate help.

  • Send the paper voucher and invoice to Accounts Payable-- Print the voucher out of TRAX. Sign it, attach the invoice, and send it to the Accounts Payable Office -- One Bear Place #97044. This is very important! Accounts payable will not know you have a voucher that needs to be paid until they get the paper copies.