Reference Guide to Required Supporting Documents

For Travel Reimbursements, Entertainment Reimbursements, Moving & Relocation, & Disbursement Vouchers

Whether you are submitting an entertainment reimbursement (ENT), travel reimbursement (TR), or disbursement voucher (DV), you will need to send your supporting documentation to be scanned. The guide below will help you determine what receipts, invoices, or proofs of payment you need to submit to be reimbursed in a timely manner.

Related Guides:

Common Types of Supporting Documentation

The most common types of supporting documents are receipts, invoices, and proofs of payment. Here's the information that should be included on each:

Itemized Receipt

Invoice

Proof of Payment

An original document from the merchant showing:

  • Merchant's name
  • Transaction date
  • Amount paid
  • Description of purchased item(s)
  • Description of additional charges (taxes, service, delivery, etc.)
  • Form of payment used

An original document from the merchant showing:

  • Merchant's name
  • Invoice date
  • Amount billed
  • Description of billed item(s)
  • Description of additional charges (taxes, service, delivery, etc.)

Often needed in tandem with an invoice. The following are common proofs of payment:

  • Photocopy of a cancelled check (front and back)
  • Credit card sales slip
  • Monthly credit card statement (when you don't have a receipt and the purchase was made with a personal credit card)
  • Airline receipt or invoice/itinerary showing ticket number
  • Lodging itemized receipt showing daily expenses
  • Conference registration receipt and copy of the registration from
  • Rental car receipt given upon car rental return (mileage in/out)
  • Anything over $75 requires a receipt
  • Protect your traveler's personal information.  Please redact all personal addresses, cell phone numbers, full credit card numbers, frequent flyer numbers etc. before sending documentation to be scanned

 

Determining if Supporting Documents Need to be Scanned

The table below lists common types of electronic financial documents (eDocs) that can be created in the Kuali Financial System and
indicates whether supporting documents need to be scanned for each.

Type of KFS eDoc

How to Handle Supporting Documents

Disbursement Vouchers (DV)

Supporting Documents must be submitted with DV. Select one of the three options in the e-document's Image Scanning tab to attach your supporting documentation. See instructions in next section for details.

Travel Reimbursements (TR) and Entertainment Reimbursements (ENT)

Supporting Documents must be submitted with TR or ENT. Select one of the three options in the e-document's Image Scanning tab to attach your supporting documentation. See instructions in next section for details.

Purchase Requisition (REQS)

Supporting documents should be electronically attached as a PDF (5 MB max) in the notes and attachments section of the requisition. Do not send documents to scanning.

Purchase Order (PO)

Supporting documents should be electronically attached as a PDF (5 MB max) in the notes and attachments section of the requisition. Do not send documents to scanning.

PALCard Document (PCDO)

Keep supporting documents in your department. Do not send to scanning.

 

The Image Scanning Tab: Handling Supporting Documentation for DV and TR

The Image Scanning tab in DV, PREQ, and TEM documents includes three options for handling supporting documents. You can use one or any combination of these options:

  • Screenshot of Scanning Tab showing the options listed in this section.Option 1: Central Scanning
    After the document has been saved, click the link in this section to print an automatically generated coversheet. All supporting documents should be clipped to it. Send the coversheet and supporting documents to Central Scanning. The e-document will be placed in a "scanning hold" until after documents are uploaded to FileNet by Central Scanning.
  • Option 2: Link to scanned information on another document
    If your supporting documents were scanned into a TEM or DV e-document that was subsequently disapproved, link that disapproved eDoc to the new one. Enter the document number of the disapproved document into the field in this section. Note: You cannot link DVs to TEM e-documents and vice versa. Linked e-documents must be from the same module.
  • Option 3: Upload supporting documentation
    Follow these steps to upload your supporting document images to FileNet:
    • Upload is not available until document has been saved or submitted.
    • Before you upload any images, make sure that sensitive or personal data is redacted. Files cannot be deleted after they are uploaded.
    • Scan or photograph your documents into one of the following file formats: .pdf, .jpg, .jpeg, .bmp, .png, .tiff, or .tif.
    • Go to the Image Scanning tab and click the Browse button to select the image from your computer.
    • Click the Add button to upload your image to FileNet. No coversheet is needed.
    • Per campus policy, the Notes and Attachments Tab should never be used to upload items to a TEM or DV e-document.
Viewing Supporting Documents

After images are in FileNet, check them for quality and clarity. Images are accessible in FileNet as soon as they are uploaded, which may take several days or longer if they are sent to Central Scanning. Click the View Required Scanned Documents link at the bottom of the Image Scanning tab to examine them in FileNet. PDF docs can appear as multiple pages. Image files appear as a single image page.

If you have difficulty scanning or photographing your documents into a digital format, you should contact the OIT Help Desk or seek technical help from your unit. If you encounter an error while uploading the file, contact the KFS Help Desk and include a screenshot of the error message. Documents that are in the Awaiting Scanning route log node and have images uploaded will advance in workflow only at preset batch processing times (afternoon and overnight). 

Retention of Documents Uploaded to FileNet

Receipts and other supporting documents uploaded to FileNet are considered original documents and will be retained in compliance with UCOP Document Retention Policies. According to UC policy, each department is the office of record for its supporting documents. It is therefore the responsibility of the department to determine whether storage of original documents on FileNet is sufficient to ensure compliance or if paper records should also be retained locally. At minimum, the Accounting Department recommends retaining supporting documents until the KFS document is final, has hit the ledger, is paid out, and has been reconciled.

See the Document Retention for Accounting Guide for more information.

   

Required Supporting Documents by Expense Type

For each of the types of expense listed in the table below, you will need to send the indicated support documents to Document Services to be scanned or upload items to the Image Scanning tab. These documents are needed for Accounts Payable staff to insure compliance with university policies and for various auditors to conduct their audits. If you don't have a required document, you will need to get exceptional approval. Also, keep in mind that your department may have more stringent receipt requirements than those shown in the following table.

Travel and Event Management

Expense Type

KFS eDoc Type

Required Supporting Documentation

Other Considerations

Travel Expenses

Travel Reimbursement (TR)

Itemized receipts with proof of payment are required for the following:

  • Airfare: must include the ticket number
  • Lodging: hotel folios or similar receipt with dates of stay, room charge, and taxes
  • Registration Fees: Receipt, agenda, or other document that indicates the purpose of the registration fee and the total amount paid.
  • Conferences: Include an agenda if possible. See the Business Purpose/Agendas section in the next column for more information.
  • Car Rental: must include rental agreement number, total charge, and miles in/out
  • All supplies and materials
  • Any other expenses that exceed $75

 

Food receipts are highly encouraged but not required for meals.

  • There is a $62/day limit on reimbursements for food for travel in the 48 contiguous states. The meal limit should not be treated as a per diem. Meal reimbursements should be limited to actual reasonable costs incurred up to the maximum.
  • Receipts will not support reimbursements over the $62/day food limit. There is no exception to this policy.
  • Business Purpose/Agendas: The business purpose of a trip must be clearly indicated in the Travel Reimbursement. An agenda is the preferred way to document the business purpose. If an agenda is not readily available or contains sensitive information, please detail the nature of the trip in the Business Purpose section of the reimbursement, e.g. that the trip was for a University-wide meeting of functional offices, location-based meeting of deans and directors, extended formal training session, meeting of a University-appointed committees, or a meeting of a professional association or other external organization. Failure to clearly indicate the business purpose of a trip is an audit risk for UCI and is impermissible under UC policy as it would result in the reimbursement becoming subject to income taxes.
  • Package Deals: No package deals unless they are itemized for every expense: air, car, and hotel.
  • For foreign nationals: The following completed forms must be attached to the check request:
    • Copy of passport
    • Copy of I-94 stamp on visa
    • Certification of Academic Activity

Business Meetings or Entertainment

Entertainment Reimbursement (ENT)

 

  • For reimbursements to employees of $75 or more, include either an itemized receipt or an invoice with proof of payment. Include guest full names, business affiliation and purpose of the meeting, when meals are involved.
  • For payments to merchants, include an invoice or itemized receipt.
  • For facility or room rentals, a rental agreement including a certificate of insurance and a signature from the purchasing department is required.
  • All entertainment reimbursements require a clear description in the notes section of the ENT eDoc stating why the expense was necessary to complete university business.
  • The description in the notes section should be corroborated by supporting documents such as an agenda, conference pamphlet, or other form indicating the date and location of the event.

Moving, Relocation and House Hunting

Moving & Relocation

  • Offer Letter
  • Exceptional Approval Letter for Academic Appointments only.
  • Relocation Expense Form
  • Itemized receipt or an invoice with proof of payment.
  • Airfare: must include the ticket number.
  • Lodging: must include the hotel folio or similar receipt with dates of stay, room charge and taxes.
  • Household, personal items and other eligible moving costs are only reimbursed at 50% for Academic appointments.
  • The department may agree to pay 100% of these costs which will require an exceptional approval letter:
    • Academic Appointees: signed by the Office of the Provost and Executive Vice Chancellor.
Disbursement Vouchers

Expense Type

KFS eDoc Type

Required Supporting Documentation

Other Considerations

Honoraria

Disbursement Voucher (DV) with reason code E

  • 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:
    • Copy of the Passport
    • 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.

Membership, Subscriptions, and Dues

Disbursement Voucher (DV) with reason code I

 

  • For payments to merchants, include an application showing the amount to be paid or an invoice.
  • For reimbursements to employees, include an application or invoice from the merchant with proof of payment.
  • PALCard is the preferred method of payment.
  • Information about PALCard is available at: www.PALCard.uci.edu

Gifts and Non-Cash Awards

Disbursement Voucher (DV) with reason code U

  • For reimbursements to employees, include an itemized receipt with proof of payment and recipient name list with full names.

 

Payment to Research Participants

Disbursement Voucher (DV) with reason code C

  • Include a copy of the IRB showing the expiration date and a signed participant acknowledgement / statement form.
  • If it has been determined an IRB is not required please provide the determination letter that IRB is not required.
  • A completed Certification of Payment to Anonymous Persons form is required to reimburse an employee who has used personal funds.
  • Please do not include Social Security numbers.
  • A reimbursement made payable to the employee for the total amount to be reimbursed, should be approved by the PI (if employee is the PI, chair or dean need to approve).
  • Link to policy
    http://www.policies.uci.edu/policies/procs/701-03.html

Registration Fees (Not Travel Related)

Disbursement Voucher (DV) with reason code L

  • For payments to merchants, include an invoice or registration application form.
  • For reimbursements to employees, include an invoice or an application with proof of payment.
  •  PALCard is the preferred method of payment.

Supplies and Materials (No Food or Travel)

Disbursement Voucher (DV) with reason code B

 

NOTE: PALCard or Purchase Order (PO) are  the preferred methods of payment

  • For reimbursements to employees, include an itemized receipt or an invoice with proof of payment.
  • A Payee Certification must be signed by the payee and submitted to scanning with supporting documentation.
  • PALCard is the preferred method of payment.
  • A thorough description of the items purchased is required in the notes section for all out of pocket reimbursements.
  • An explanation of why this purchase was not made through proper purchasing methods and the urgent need for the purchase MUST be included in the Explanation.
  • For purchases of more than $500 the document must be adhoc routed to Snehal Bhatt, Director of Purchasing and Risk Services, for approval. Please be sure that all department approvals have gone through before routing. The accounting reviewer will need to adhoc route the document.
  • Supplies purchased for a specific event need to be processed on an Entertainment Reimbursement document and related to any other ENT documents for that event.

Fees and Employee Tuition

Disbursement Voucher (DV) with reason code P

Program Sponsorships

Disbursement Voucher (DV) with reason code Q

  • A letter, email or invoice from the organization requesting UC's support and a description of what UC will be supporting.
  • Transmittal letter on University letterhead 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.
  • ALL payments under this category require exceptional approval.
  • There must be a clearly stated benefit to the University which needs to be entered in the Description or Notes and Attachments fields.
Have more questions about supporting documentation?

For assistance with any of the above information, please contact Accounts Payable at travel-accounting@uci.edu.