Disbursement Voucher Payment Reason Codes

Listed below are the Payment Reason Names, codes, and descriptions of payment categories for the Disbursement Voucher. This list is authorized by Accounts Payable and is subject to change. Please review Purchasing's Buying Guide to verify you are using the right method of procurement: Purchasing Methods Guide.

Important Notice About Payment for Services: Services should never be paid for out of pocket and reimbursed on a Disbursement Voucher. They should always be on a Purchase Order.

Payment Reason Codes

Code: A

Prizes and Cash Awards

  • Payments made for Prizes and Cash Awards must be made to non-employees only
  • Disbursements are granted in recognition of religious, charitable, scientific, educational, artistic, literary or civic achievement.
  • Awards may not include personal services, scholarship, or fellowship payments. You must enter the fair market value of merchandise that has been won.
  • Payments under this selection are generally not tax reportable if the recipient was selected without any action on their part and the recipient will not be required to render substantial future services as a condition to receiving the prize or award.
  • For payments of Prizes and Cash Awards to University employees, please contact University Payroll

Code: B

Emergency Purchases

(No Food/Travel)

  • Reimbursement for urgently needed purchase of supplies and materials. These reimbursements are paid to an individual who incurs out-of-pocket expenses on behalf of their department business operations, due to procurement process non-compliance.
  • An explanation of why this purchase could not be made any other way and the urgent need for the purchase MUST be included in the Explanation.
  • No travel, meals, or personal service payments may be made using this payment reason. Travel and meals should be reimbursed by using TEM e-documents.
  • Supplies/materials purchased for a specific event need to be processed on an Entertainment (ENT) document and related to any other ENT documents for that event.
  • A PURCHASING POLICY CERTIFICATION STATEMENT MUST BE CREATED FOR ALL SUPPLIES AND MATERIALS REIMBURSEMENTS.
  • This payment reason may not be used in lieu of the procurement process (P.O. OR PALCard).
  • Reimbursements for emergency purchases in excess of $500 must be ad-hoc routed to the Purchasing Office for approval, after it has received all department approvals and the items have been scanned. Typically, this means the Accounting Reviewer must ad-hoc route the items to the Purchasing Office for approval while it is in their action list and right before they approve.
  • Safety Shoe/Uniform reimbursements are allowed.
  • See the Purchasing Methods Guide for more information.

Code: C

Payment to Research Participant

  • Research Participant should be used when subject payments and participant expense is reimbursed for an individual, participating in a research study.
  • This category should be used for non-Anonymous Payments to Human Subjects.
  • This category cannot be used by Anonymous Payments to Human Subjects; processed on Form-5 instead

Code: E

Honoraria

  • This payment or award is granted in recognition of a special service or distinguished achievement when custom or propriety forbids any fixed business price to be set.
  • Required documentation is a letter of invitation including the date of the event and amount being offered.
    • A flyer of the event.
  • For foreign individuals receiving an honoraria the following is required:
    • Completed Glacier Information Form
    • Copy of I-94 (front and back)
    • Visa Sticker/Stamp (in Passport)
    • Certification of Academic Activity Form
  • ALL payments under this category require additional approval from the dean or designated approver .

Code: G

Utilities, Freight, Postage, Storage Rental

  • These payments can be made for telephone service and data plans, utilities, freight, postage, etc.
  • Storage rental is for temporary storage fees, must be cleared with Real Estate Services first.

Code: H

Medical, Health Care or Insurance Payment

  • Medical, Health Care, and Insurance Payments include payments for: chiropractic care, counseling/therapy/psychiatric, dental care, home health care, hospital/ambulance, lab work, pathology, nursing, patient care, ophthalmology, optometry care, physician fees, surgeon fees, vaccines, and check-ups

Code: I

Memberships, Subscriptions, and Dues

  • Memberships, Subscriptions and Dues may be used for any payment covering a renewal or subscription to a newspaper, book, or magazine.
  • This category also covers membership fee(s) to a professional association, such as Staff Medical Dues.
  • When using this reason code for subscriptions, please include a ship-to address in the Check Stub Text section.
  • PALCard is the preferred method of payment

Code: L

Non-Travel Registration

  • Registration is to be paid to individuals for reimbursement of out-of-pocket expenses or directly to the agency itself. This registration may not include any travel-related expenses.
  • If a travel expense is expected to relate to this reimbursement category, a Travel Authorization and/or Travel Reimbursement should be created in TEM (Travel and Event Management)

Code: O

Agency Agreements and Contracts

  • Used for all payments to payees that have a negotiated service contract and/or agreement but do not use the Internal or Service Billing e-document. Examples of Payees:
    • ASUCI
    • UCI Catering/Aramark, UCI Dining, University Club
    • UCI Alumni Association
    • UCI Foundation
    • Miss Kelly's
    • Sodexo
  • Non-event/entertainment related expenses ONLY. Meeting or event reimbursements (including UCI Catering/Aramark) should be created on the Entertainment document in TEM and not on the DV.

Code: P

Fees, Licenses, Employee Tuition

  • Use for payroll and personnel-related transactions for foreign and resident alien employees, students, volunteers, and applicants.
  • May be used to pay filing fees for visa applications, work permits, and other U.S. Citizenship and Immigration Services forms.
  • Also used for Abstract Fees, Fingerprinting Fees, Course Fees, Submission Fees, Processing (Article) Fees, etc.
  • Can be used for Medical/Business Licenses and Employee Tuition reimbursement
  • Should not be used to pay UCI student fees to the Cashier's Office.

Code: Q

Program Sponsorships

  • Support, Sponsor, or contribute to a specific function- such as a conference or educational/research related study.
  • Payments must be paid directly to the vendor and should never be paid out of pocket.
  • Clearly state the benefit to the University, to be entered in the Description or Notes and Attachments field.
  • ALL payments under this category require exceptional approval from the dean or the designated department exceptional approver.
  • Payments under this selection may be tax reportable unless the payee is a corporation.
  • A letter, email or invoice from the organization requesting UC's support and a description of what UC will be supporting.
  • Business justification describing how UC will benefit from making the contribution/donation.
  • Transmittal letter on University letterhead to the vendor stating the contribution/donation is made "on behalf of UC"; name and title or occupation of the recipient must be included on the letter in order to establish the business relationship to the University.

Code: U

Gifts & Non-Cash Awards

  • Payments made for Gifts & Non-cash Awards can be made to UCI employees or non-employees.
  • Disbursements are granted for recognition of services and achievements, sympathy gifts, raffles/door prizes, and promotional and goodwill gifts.
    • Awards may not include scholarship or fellowship payments. You must enter the fair market value of merchandise.
    • Gift certificates and cards must be non-transferable.
  • Payments under this selection are generally not tax reportable if the recipient was selected without any action on their part and the recipient will not be required to render substantial future services as a condition to receiving the price or award.
  • See UC Business and Finance Bulletins G-41 for further information.

Code: W

Petty Cash

  • Petty cash replenishment only
  • Custodian must be established in system as a Revolving Fund vendor before this reason code can be used. For more information, see Sec. 704-12: Petty Cash Procedures of UCI's Administrative Policies and Procedures.

Code: X

Claims, Settlements or Tax payments

  • Claims include payments for external insurance claims and payments for workers' compensation

Code: Z

Other - Explanation Required

(No Supplies/Materials)

  • Detailed explanation required.
  • No supplies or materials reimbursement on this reason code, please use B instead.
  • Please make sure no other payment reason fits this description before choosing this category.
  • Sometimes Exceptional Approval (via ad-hoc routing) is also required.  

 

Special-Use Payment Reason Codes

Code: D

School of Education Only

  • For single payment agreements and Master (Mentor) Teacher compensation only.

Code: F

Refund / Repayment to Individual or Agency

(Requires special user role in KFS)

  • Refund/Repayment to Individual or Agency category is used for payments made to individuals for returned goods sold, or services rendered, by the University.
  • This reason can also include repayment to award agencies for contract and/or grant funds.
  • This payment reason may not be used for refunds of fees, tuition or residence hall payments.
  • This is the default payment reason for the Disbursement Voucher for Refund.
  • Use of this payment code requires a special KFS role, which can only be granted by Accounts Payable. If you need access to this payment code, a request for the "DVR User" role must be submitted via the Kuali Security Access Maintenance System (KSAMS).

Code: J

UPS/PBG Invoices Only

  • University Physicians and Surgeons and Physicians Billing Group Invoices only

Code: K

Cash Advance (AP Only)

  • Used for cash advances by Accounts Payable only.
  • To establish a PI Cash Advance, a Form 5 must be sent to Accounts Payable. For more information about the establishment of Petty Cash and Change Funds, see Sec. 704-12: Petty Cash Procedures of UCI's Administrative Policies and Procedures.
  • Advanced funds can be borrowed when cash on hand is needed for disbursements, including Petty Cash.
  • This option will restrict the vendors that can be selected on the DV.

Code: M

Bookstore Invoices Only

  • For UCI Bookstore or Accounts Payable use only
  • Invoice processing for the UCI Bookstore

Code: R

Payroll Rush Payments Only

  • Payroll only
  • Payroll Rush Payments processed by Central Payroll only

Code: S

UNEX Teaching Agreements Only

  • For UNEX only for payments for teaching agreements.

Code: T

Payroll Vendor Payments Only

  • Payroll only
  • To be used by Central Payroll only to create payments to Payroll Vendors: IRS, CA Franchise Tax Board, Unions, CA Dept. of Education, Out of State Counties, etc.

Code: V

Financial Aid Office Only

  • Reserved for payments authorized by the Office of Financial Aid and Scholarships. If a payment to a student is needed, please refer to http://www.ofas.uci.edu/srequest/.
What Supporting Documents are Required?

For information about what supporting documentation is required for Disbursement Vouchers, see the Reference Guide to Required Supporting Documents. For more information or help, contact the Accounts Payable group.

·         Supplies/materials purchased for a specific event need to be processed on an Entertainment document and related to any other ENT documents for that event.