Table of Contents
Voucher checks (also called check vouchers) are an extended check format that includes payment details not typically seen on a standard check. For example, a payroll voucher check allows the recipient to view taxes and other deductions from their gross pay. Voucher checks get their name from the two detachable sections (the vouchers or stubs) below the check itself.
A disadvantage of voucher checks is the additional clerical work required by the business issuing the check. Keep reading for more insight into how voucher checks work.
Key Points
• Voucher checks include detachable stubs that provide detailed payment information, creating a clear record for both the payer and recipient.
• Businesses commonly use voucher checks for payroll and vendor payments because they help document the purpose and details of each transaction.
• Recipients detach and keep the voucher portion for their records before depositing or cashing the check.
• Voucher checks support organized recordkeeping by linking payments to invoices, contracts, purchase orders, and other supporting documents.
• While voucher checks improve payment tracking and documentation, they require additional administrative work to prepare, manage, and file.
What Is a Voucher Check?
Many consumers don’t know what a voucher check is. A voucher check is a type of check that has detailed informational sections attached. These vouchers outline the content and purpose of the check. The voucher check is typically printed as a full sheet of paper, with the check at the top and the two removable vouchers below.
The check payee holds on to the first voucher. Before cashing the check, the recipient will remove the remaining voucher and keep it for their records. Both parties can refer back to their vouchers in the event of a payment dispute.
A number of small businesses use voucher checks for employee payroll. Payroll vouchers, also referred to as pay stubs, usually list payroll deductions for taxes, insurance premiums, and other withholding items. This information can help employees better understand their gross pay, net pay, and any deductions taken from their earnings.
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How Do Voucher Checks Work?
For payees, voucher checks are handled the same as standard checks, with one exception: The payee removes the voucher from the check before deposit. The voucher can be kept on file for future reference.
Anyone with a bank account can deposit a voucher check. Consumers who don’t have a bank account (about 6% of Americans) can sign over a check to another recipient.
Or they might try cashing the check at a local bank or credit union for a fee. Recipients typically try to deposit the check within six months to prevent it from expiring.
Recommended: How to Balance a Checkbook
Who Uses Voucher Checks?
As mentioned above, voucher checks are commonly used by businesses to pay their staff or vendors. Even if a company uses direct deposit to pay employees, it may choose to keep a paper trail via a voucher check system.
Preparing a Voucher Check
Voucher checks (or check vouchers) may be prepared by a business’s accounts payable or payroll department, using the following steps.
• Step 1: All related documents are collected, either in hard copy or digitally.
• Step 2: A voucher is created that incorporates any relevant info from the backup documentation, but always includes the voucher number, bank name, payor, date, amount, and recipient.
• Step 3: The voucher is then attached to a standard written check, and both are signed by the authorized signatory.
• Step 4: Once the recipient deposits or cashes the check, the business will file its own voucher and supporting documents.
Advantages of a Voucher Check
There are important advantages associated with voucher checks, which prompt businesses to go to the extra effort. Here are some of them:
Documents Maintained in Check Voucher System
When preparing a check voucher, a business usually starts by gathering all supporting documentation. This helps keep all relevant paperwork organized and in one place.
Records Are in Order With No Irregularities
The bookkeeping process may be simpler when a payroll department uses a check voucher system, because all important documents are easily accessible in one place, whether in hard copy or digital form. Also, check vouchers are numbered and usually filed in chronological order, which keeps filing systems simple.
Easier to Track Checks
Businesses commonly don’t check vouchers until the check is deposited or cashed. After that, cleared checks are typically filed.
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Disadvantages of Voucher Checks
There are downsides associated with voucher checks that small businesses in particular may want to keep in mind.
Maintenance Process Can Be Time-Consuming
Because of the additional documentation and organization requirements, it can be tedious for businesses to maintain a check voucher system.
Lack of Consumer Familiarity
Many consumers aren’t familiar with how paper check vouchers work, which can cause concerns about security. Consumers should take care to keep their vouchers private to help protect sensitive information.
Check Voucher Alternatives
Some employers may choose to use the following alternative payment methods. Check vouchers typically provide a more detailed and organized paper trail.
• Standard checks: A simple physical check still provides some form of a paper trail. Paper checks can also be tracked digitally or via duplicate checks.
• Direct deposit: Many businesses and employees prefer the direct deposit route because of how fast and simple it is to electronically transfer the funds.
• Prepaid debit cards: This is a less common payment option. Workers paid in prepaid debit cards won’t need a bank account to access their funds.
Recommended: How to Verify a Check
The Takeaway
Voucher checks (also called check vouchers) are an extended check format that includes payment details not typically seen on a standard check, such as taxes and other deductions from gross pay. These checks can provide a detailed paper trail for both the business issuing the check and the recipient.
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FAQ
How do you use a voucher check?
For payees, voucher checks are handled the same as standard checks, with one exception: The payee removes the voucher from the check before deposit. The voucher can be kept on file for future reference.
What is the difference between a check and a voucher?
Voucher checks get their name from the two detachable sections below the check itself. The voucher portion outlines the content and purpose of the check. Aside from the voucher, the check portion works like a standard paper check.
What does a voucher check look like?
A voucher check is typically printed as a full sheet of paper, with the check at the top and two removable vouchers below. The vouchers contain additional payment information that usually isn’t included on a standard check.
About the author
Jacqueline DeMarco
Jacqueline DeMarco is a freelance writer who specializes in financial topics. Her first job out of college was in the financial industry, and it was there she gained a passion for helping others understand tricky financial topics. Read full bio.
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