How should duplicate or erroneous billing be handled before certifying a payment?

• A. Approve and pay.
• B. Investigate, correct the voucher, contact the vendor, and ensure proper supporting documentation to avoid duplicate payment.
• C. Cancel the voucher unilaterally.
• D. Ignore and proceed with other payments.

Answer: (B)

The main idea is to safeguard payments by catching duplicates or errors before certifying any disbursement. When duplicate or erroneous billing is identified, you should investigate the discrepancy, correct the voucher to reflect the legitimate amount, contact the vendor if records don’t align, and ensure all supporting documentation is complete and accurate. This approach prevents duplicate payments, maintains an auditable trail, and ensures funds go to the right vendor with proper justification. Approving and paying without addressing the issue risks duplicating payments and bypassing internal controls. Ignoring the problem or canceling the voucher without proper follow‑up leaves the error unresolved and weakens accountability.