Disbursement Voucher Info Session. Accounts Payable Disbursement Voucher (DV)
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1 Disbursement Voucher Info Session Accounts Payable Disbursement Voucher (DV)
2 Part One: Agenda 1. Difference between a Disbursement Voucher and a Payment Request 2. Disbursement Voucher requirements 3. The BIG list of DV payment types 4. Reimbursements, Fees, Certifications, Memberships 5. Sensitive information issues Part Two: 1. Q/A
3 Difference between DV and PREQ The Disbursement Voucher is Used to make payments when no Purchase Order exists. Usually one-time, non-recurring payments Usually does not include sales/use tax Includes a wide variety of reasons Can trigger tax withholding or 1099 Should include appropriate backup
4 Difference between DV and PREQ The Payment Request is Always linked to a valid KFS Purchase Order Usually includes Sales or Use tax Generates disencumbrance GL entries Always requires an invoice attachment Can include tax withholding Requires good data entry May require receiving
5 Required with a Disbursement Voucher Most Disbursement Vouchers will require: 1. Complete payee information, usually from the Vendor table or the Employee lookup 2. An explanation or justification for payment, also known as the Business Reason 3. Appropriate charge accounting for the transaction, including an accurate object code 4. Attached supporting documentation
6 Reason Code The BIG List of Payment Reason Name Reason Code Name AFD Agency Fund FEE Research Participant APR AP Reissue FEL Fellowship Stipend CAD Research Cash Advance FRT Freight CFL Casual Farm Labor GFT Gifts and Donations COL Collections Payment HON Honoraria (non-employee) DEA Death Benefit HUM Research Participant EDM Employee Damage Payments IMM Immigration Visa Fee EER Employee Reimbursement INS Insurance Payment EEV Entertainment Expense Voucher MEM Professional Memberships/Dues
7 Reason Code The BIG List of Payment Reason Name Reason Code Name PCL Professional Certifications SYS System Feed Payment PET Petty Cash TEV Travel Expense Voucher REF Refund UNA Uniform Allowance REG RSO SCA SFD SRM STR Registration (non-travel) Registered Student Organization Subcontractor Advance Payment Student Fellowship Expense Reim. Student Reimbursement State Tax Remittance
8 AFD Agency Fund The Agency Fund (AFD) payment reason code is used to request payment from an Agency Fund account. Please review policy PPM for additional information about using Agency Funds. Agency Fund Payment Form and/or other appropriate supporting backup Object 0710 Vendor only
9 APR AP Reissue Payment Central office use only. AP Reissue Payments are typically used for reissuing a stale dated check or other central office payments. Appropriate supporting backup N/A
10 CAD Research Cash Advance The Research Cash Advance (CAD) payment reason code is used to issue advances to Principal Investigators for cash payments to human subjects or other specific situations preapproved by Accounts Payable and/or Internal Control. Research Cash Advance Payment Form and/or appropriate supporting backup Object 0299 Additional information available online
11 CFL Casual Farm Labor The Casual Farm Labor (CFL) payment reason code is used for making direct payments to casual farm laborers, typically hourly and/or non-contractual workers. Casual Farm Labor Payment Form and/or appropriate supporting backup Object 7255 Vendor only Additional information available online
12 Student Accounting use only. COL Collections Payment The Collections Payment (COL) payment reason code is used to process payment to collection agencies for student loan payments. Appropriate supporting backup Vendor only
13 Central Payroll use only. DEA Death Benefit The Death Benefit (DEA) payment reason code is used to process payments in the event of an employee death. Appropriate supporting backup Objects 7400, 0500
14 EDM Employee Damage Payments The Employee Damage (EDM) payment reason code is used to make payments to employees who earned income before they signed their UC Oath. Please review PPM for additional information. Damage Payment Report Form and appropriate supporting backup Object 7909 Vendor only Additional instructions available here.
15 EER Employee Reimbursement The Employee Reimbursement (EER) payment reason code is used when requesting non-travel or non-entertainment reimbursement to an employee of the University, for expenses that do not fit another more appropriate reason code: PCL, FEE, REG, MEM. Additional information available online Employee Reimbursement Payment Form and appropriate supporting backup Employee only
16 EEV Entertainment Expense Voucher The Entertainment Expense Voucher (EEV) payment reason code is used to pay a vendor for an entertainment-related expense that does not accept payment by credit card. Visit the EEV Information page for processing instructions. Request for Payment - Entertainment Expense Form and appropriate supporting backup Object codes with the EN subtype Vendor only Additional information available online
17 FEE Copyright, Regulatory, Bank/License Fees The Copyright, Regulatory, and Licensing (FEE) payment reason code is used when requesting a payment for an appropriate fee or license expense. These expenses are not to be confused with Memberships or Professional Licenses. Fee Payment Form and/or other appropriate supporting backup Objects 7790, 7215, 7700, 0500, 7950, 7240 Additional information available online
18 FEL Fellowship Stipend The Fellowship Stipend (FEL) payment reason code is used for payments to support an individual's pursuit of his/her studies or related research and can include stipends for living expenses while participating in a scholarly/research activity. Fellowship Stipend Payment Form and appropriate supporting backup Object 7905 Vendor only Additional information available online
19 FRT Freight The Freight (FRT) payment reason code is used to pay outbound freight charges for sending goods from the University. These are typically paid to Federal Express, DHL, or UPS. These are not for inbound freight charges incurred when purchasing goods. Vendor Invoice Object 3000 Vendor only
20 GFT Gifts and Donations The Gifts and Donations (GFT) payment reason code is used for cash gifts or donations paid to non-profits in accordance with PPM and non-cash gifts purchased on behalf of employees in accordance with PPM Gift Payment Form and/or appropriate supporting backup Objects 7710, 8072 Vendor only
21 HON Honoraria (nonemployee) The Honoraria (HON) payment reason code is used for nominal, non-negotiated payments to individuals for participation in a scholarly or academic event benefiting the mission of the University and in accordance with PPM Honoraria Payment Form and/or appropriate supporting backup Object 7900 Vendor only Additional information available online
22 HUM Research Participant The Human Subject (HUM) payment reason code is used to make payments to individuals who participate in research activities. If a recipient receives more than $600 in a calendar year, all earnings are tax reportable on a NO SENSITIVE INFORMATION Additional information available online No attachments required Objects 7202, 720A
23 IMM Immigration Visa Fee Processing The Immigration Visa Fee (IMM) type is used to make payments for visa fees. Please see the Services for International Students and Scholars website for additional information. Immigration Visa Fee Payment Form Special Instruction Sheet Object 7233 Vendor only
24 INS Insurance Payments The Insurance (INS) payment reason code is used to pay health and life insurance premiums not covered by the University's self-insurance program and deductibles or other reimbursements according to current insurance policies. Vendor Invoice Object 7950 Vendor only
25 MEM Professional Memberships and Dues The Membership (MEM) payment reason code is used to pay for professional membership dues and fees. All payments must be made in accordance with policy PPM Membership Payment Form and appropriate signed approval Object 7299 Additional information available online
26 PET Petty Cash The Petty Cash (PET) payment reason code is used for replenishment of petty cash accounts in accordance with PPM Note: Employees must be setup as a vendor to act as a Petty Cash Trustee. When setting up the employee vendor record, use their employee ID in lieu of their social security number. No W9 is required. Appropriate receipt backup Vendor only
27 PCL Professional Certification or License Used for various licensing, certification, and professional education assistance fees that are paid on behalf of an individual for a valid business reason. Examples include: Certification testing fees (CPA exam fees, medical board costs, etc.) Appropriate vendor invoice or supporting backup 7232 or 7233
28 REF Refund The Refund (REF) payment reason code is used to issue a refund, such as a key deposit refund or Vet Med refund for prepaid services that were not necessary. Proof of original payment to the UC Object codes with AR, PY, or IN subtypes Refunds are not reimbursements. Vendor only Additional information available online
29 REG Registration (non-travel) The Registration (REG) payment reason code is used for registration fees to training events or conferences with no travel involved (online or at non-travel location). Note: If there is any travel involved, this payment type is invalid and a MyTravel expense report should be prepared. This applies even if you are not claiming travel reimbursements. Appropriate supporting backup Object 7260
30 RSO Registered Student Organization The Registered Student Organization (RSO) payment reason code is used to issue payments from a department to a student organization. The student organization must be registered with the Center for Student Involvement ( -organizations/). Appropriate supporting backup and certification in notes of registered status RSO vendor only
31 SCA Subcontractor Advance Payment The Subcontractor Advance Payment (SCA) payment reason code is used to pay subrecipients of awards in advance of the work being performed. An Advance account must be established and approved prior to initiating this payment type. This payment type will also route to Extramural Fund Accounting for approval prior to disbursement. Appropriate supporting backup, including Agreement # Object 0299 Vendor only
32 SFD Student Fellowship Expense Reimbursement The Student Fellowship Expense Reimbursement (SFD) payment reason code is used for disbursements to students to reimburse out-ofpocket expenses related to authorized fellowship or grant expenses. Limited to active UC Davis students only. Proof of purchase and payment and documentation justifying that expenses are allowed by grant/fellowship Object codes with the EX subtype Employee or Student Additional information available online
33 SRM Student Reimbursement The Student Reimbursement (SRM) payment reason code is used for non-travel and non-entertainment reimbursements of goods purchased by an active student on behalf of the university, for under $500. Student Reimbursement Payment Form and proof of purchase Object codes with the SUPP object level Vendor only Additional information available online
34 Central office use only. STR State Tax Remittance The State Tax Remittance (STR) payment reason code is used by Central Tax Accounting for payments to the CA Franchise Tax Board for state tax withholding. N/A N/A
35 System generated only. SYS System Feed Payment The System Feed Payment (SYS) payment reason code is used on automatically created payments from the Disbursement Voucher nightly feed processes. N/A N/A
36 TEV Travel Expense Voucher The Travel Expense Voucher (TEV) payment reason code is generally used when a vendor bills the university directly for travel-related expenses. In this case, the TEV payment reason code is used to process a payment directly to the vendor, not to an employee or non-employee traveler. Additional information available online Appropriate supporting backup, including receipts, attendee lists, etc. Object codes with the TR and RM subtypes Vendor only
37 UNA Uniform Allowance The Uniform Allowance (UNA) payment reason code is used to pay an employee in the Fire or Police departments for required uniforms. This is considered taxable income to the employee. These payments are taxable and will be reported on the employee's W2. Additional information available online Appropriate supporting backup Object 7450 Employee only
38 Employee Reimbursements Use the most appropriate Reason Code: 1. Membership (MEM) 2. Professional License or Certification (PCL) 3. Fees (FEE) 4. Employee Reimbursement, if not any of above (EER) Same for the Student Reimbursements (SRM)
39 Fees Examples of FEE documents: 1. Copyright fees 2. Building permits 3. Disposal fees 4. Regulatory agency licensing fees 5. Government fees to perform research abroad 6. Accreditation fees on behalf of departments or programs 7. Royalty payments, if not on a PO
40 Professional Certifications Examples of PCL documents: 1. Certification testing fees (CPA, medical boards, etc.) 2. Licensing fees (driver s license, etc.) 3. Access fee to practice at medical facilities 4. Water treatment operator license fees These typically are on behalf on an individual and enhance his or her career or professional classification.
41 Memberships Description of MEM documents: 1. Membership fee to be part of an organization or group 2. Typically a recurring annual payment 3. Membership typically includes access to perks or privileges 4. Requires Dean, Chair, or VC approval
42 Sensitive Information What NOT to include on document: 1. Social Security Numbers (SSN) 2. Patient Name + Health Care information (PHI) 3. Individual s banking or credit card information 4. Anything you don t want to see in the newspaper The Disbursement Voucher is not a secure document. Anything entered in the Explanation, Title, or within the attachments is potentially visible to entire Kuali user group.
43 Part Two Q/A
44 Questions? If you have questions Please, ask first. It will save everyone time if you check first before submitting a document which may need to be disapproved. Questions? fishelp@ucdavis.edu
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