Expense Type &
DV Reason Code |
Required Supporting Docs |
Notes |
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Prizes and Cash Awards
Non-Employees Only
DV with
Reason Code A
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- A copy of the award letter, or other supporting documentation, indicating the name of the award recipient, and the dollar amount of the award.
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- Payments made for Prizes and Cash Awards must be made to non-employees only. The payee must be onboarded in PaymentWorks.
- Awards may not include personal services, scholarship, or fellowship payments.
- For payments of Prizes and Cash Awards to University employees, please contact University Payroll.
- State or Federal funds are not allowed, unless such expenses are specifically authorized by the funding source and only to the extend and for the purposes(s) so authorized.
- The object code to be used for reason code A is 8015.
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Supplies and Materials
No Food or Travel
DV with
Reason Code B
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- For reimbursements to employees and students , include an itemized receipt or an invoice with proof of payment, including payment method used.
- A Payee Certification must be signed by the payee and submitted to scanning with supporting documentation.
- Receipt, invoice with proof of payment required. Copy of the credit card statement or cancelled check (front & back) from the bank.
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- PALCard is the preferred method of payment.
- A thorough description of the items purchased and an explanation of the University business purpose 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. This does not apply to Union Contract reimbursements.
- 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.
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Payment to Research Participants
DV with
Reason Code C
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- For reimbursements to employees , include an itemized receipt or an invoice with proof of payment.
- Include a copy of the IRB showing the expiration date and a signed participant acknowledgement / statement form.
- Completed Certification of Payment to Anonymous Persons .
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Honoraria
DV with
Reason Code E
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- A letter of invitation to the individual including the date of the event and honoraria dollar amount being offered.
- Best Practice: include a flyer of the event.
- For foreign individuals receiving an honoraria, the following is required:
- Copy of the traveler's passport photo page
- Copy of the traveler's Visa (in their passport) OR a copy of the ESTA Approval form (if traveler entered the U.S. on the Visa Waiver Program)
- Copy of the Passport Stamp in the traveler's passport, showing when they entered the U.S. OR a copy of their I-94 (front and back). Travelers can obtain their I-94 from the U.S. Customs and Border Protection website. Visa Sticker/Stamp (in Passport)
- Copy of the completed and signed Certification of Academic Activity (T182-27) form (for travelers who entered the U.S. on a B-1, B-2, WT, or WB visa, including the Visa Waiver Program/ESTA)
- Requests for reimbursement as a Foreign wire transfer requires a completed typed and signed Wire Transfer Request form
- Completed Glacier Information Form
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- ALL honorarium payments require additional approval from the dean or designated approver. Approver required in the DV route log.
- California non-residents receiving an honorarium that exceeds $1,500 will be subject to a 7% state income tax withholding.
- For foreign individuals receiving an honorarium will be subject to a federal withholding income tax of 30% unless an income tax treaty exemption can be claimed through their Glacier record.
- The object code to be used for Reason Code E is 7105.
- Onboard the payee in PaymentWorks, use the assigned vendor ID number in the DV.
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Utilities, Freight, Postage, Storage Rental
DV with
Reason Code G
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- For reimbursements to employees , include an itemized receipt or an invoice with proof of payment. Copy of the credit card statement or cancelled check (front & back) from the bank.
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- Storage rental is for temporary storage fees, must be cleared with Real Estate Services first. Storage lease not allowed.
- Cell phone reimbursement, guidelines based on the G-46 policy. Please include a signed and dated (within the past 1 year) Appendix A form.
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Health Care, Medical or Insurance Payment
DV with
Reason Code H
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- Payments to a supplier include an invoice – the address on the invoice must match the address in the DV.
- Reimbursements to employees , include an itemized receipt or an invoice with proof of payment. Copy of the credit card statement or cancelled check (front & back) from the bank.
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- Health Care, Medical 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.
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Membership, Subscriptions, Renewals and Dues
DV with
Reason Code I
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- For payments to merchants, include an application showing the amount to be paid or an invoice. The address on the invoice must match the address in the DV.
- For reimbursements to employees and students, include an application or invoice from the merchant with proof of payment. Copy of the credit card statement or cancelled check (front & back) from the bank.
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- PALCard is the preferred method of payment.
- Information about PALCard
- Memberships, Subscriptions, Renewals, and Dues may be used for any payment covering a renewal or subscription to a newspaper, book, or magazine, domain name renewal, and website hosting. Best practice for multi-year memberships would be to reimburse in annual installments during employee's appointment.
- See UC Business and Financial Bulletin G-43 for the policy on University memberships.
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Non-Travel Registration
No Travel Expenses
DV with
Reason Code L
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- For payments to merchants, include an invoice or registration application form. The address on the invoice must match the address in the DV.
- For reimbursements to employees and students, include an invoice or an application with proof of payment. Copy of the credit card statement or cancelled check (front & back) from the bank.
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- PALCard is the preferred method of payment
- Registration for a conference or meeting may not include any travel-related expenses.
- Virtual or web meetings, conference.
- If there will be travel expenses, reimburse the conference fee on a KFS Travel Reimbursement document.
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Agency Agreements and Contracts
DV with
Reason Code O
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- Include the merchant invoice.
Payees:
- ASUCI
- UCI Catering/Aramark, UCI Dining, University Club
- UCI Alumni Association
- UCI Foundation
- UCI Phi Beta Kappa
- Irvine Campus Housing Authority
- Miss Kelly's
- Sodexo
- The Hill UCI Bookstore
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- Payments to payees that have a negotiated service contract and/or agreement but do not use the Internal or Service Billing e-document.
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Fees and Employee Tuition
DV with
Reason Code P
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- For payments to merchants, include an invoice or registration application form. The address on the invoice must match the address in the DV.
- For reimbursements to employees and students, include an invoice or an application with proof of payment. Copy of the credit card statement or cancelled check (front & back) from the bank. For tuition reimbursement, include:
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- 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.
- Should not be used to pay UCI student fees to the Cashier's Office.
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Program Sponsorships, Donations
DV with
Reason Code Q
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- 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 or UCI Medical Center letterhead to the vendor must include:
- Statement that the contribution/donation is made "on behalf of UC".
- Name and title or occupation of the recipient must be included on the letter.
- Business justification describing how UC will benefit from making the contribution/donation.
- Dollar amount of sponsorship or donation.
- Example Transmittal Letter
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- Support, Sponsor, or contribute to a specific function - such as a conference or educational or research related study.
- Payments must be paid directly to the vendor only (never as an out of pocket reimbursement).
- ALL payments under this category require exceptional approval. Approval must appear in the DV route log.
- Payments under this selection may be tax reportable unless the payee is a corporation.
- Onboard the payee in PaymentWorks, use the assigned vendor ID number in the DV.
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Gifts and Non-Cash Awards
Employees & Non-Employees
DV with
Reason Code U
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- For reimbursements to employees, include an itemized receipt with proof of payment and recipient name list with full names (first and last name).
- Proof of payment - copy of the credit card statement or cancelled check (front & back) from the bank.
- Gifts & non-cash awards to employees - must provide the employee ID number.
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- 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 gifts conform to University policy.
- For Employee gifts- No state or federal funds may be used for sympathy gifts, raffle prizes, door prizes, or incentive gifts to complete surveys and questionnaires.
- For Non-Employee Gifts - No State or Federal Funds allowed, must be Non-State Funds. Exception: Gift awarded to a student for an academic achievement can be on State Funds.
- See UC Business and Finance Bulletins G-41 for further information on gifts to employees.
- See UC Policy G-42 for further information on gifts to non-employees.
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Other - Explanation Required
No supplies or materials reimbursement on this reason code, please use B instead.
DV with
Reason Code Z
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- For reimbursements to employees and students, include an itemized receipt with proof of payment and recipient name list with full names (first and last name).
- Proof of payment - copy of the credit card statement or cancelled check (front & back) from the bank.
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- Detailed explanation required.
- Be sure no other payment reason fits this description before choosing this category.
- Sometimes Exceptional Approval (via ad-hoc routing) is also required.
- Accumulative reimbursement for purchases in excess of $500 must be ad-hoc routed to the Director of Purchasing for approval, after it has received all department approvals and the items have been scanned. This means the department Accounting Reviewer must send the approval ad-hoc request to the Purchasing Director for approval while it is in their action list and before they approve. This does not apply to Union Contract reimbursements.
- Payments to vendors for goods, supplies or services are never allowed on a DV reason code Z. Instead, follow Procurement's purchase order process.
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