When submitting a KFS Entertainment Reimbursement (ENT), Travel Reimbursement (TR), Move & Relocation, or Disbursement Voucher (DV), you will need to attach the required supporting documentation in scanned images - upload in the Image Scanning tab only. The guide below will help you determine what receipts, invoices, or proof of payment required to be reimbursed in a timely manner.
Reimbursements will not be allowed for purchases made by gift card, reward points, prepaid vendor-specific cards (copy card, phone cards, etc.), gift certificates, etc. If proof of payment of the non-cash method can be provided, such as the receipt for a gift card purchase that can be included in the request to supplement the other receipts. Reimbursements will not be made for travel reserved using points earned under airline, hotel or car rental loyalty programs, or a transportation/hospitality company credit.
Related Guides:
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:
Travel Reimbursements
| 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
Important Note
Your department, school, division, and/or funding sources may have additional policies or restrictions in place which could be more restrictive than the policy – such as requiring all itemized receipts. If this is the case, then the most restrictive applies.
UC Policy G-28 Travel Regulations
https://policy.ucop.edu/doc/3420365/BFB-G-28
|
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 to pay a vendor or reimburse an individual.
The following are examples of proof of payment:
- Copy of credit card statement
- Check - photocopy of a canceled check (front and back)
- Airline receipt or itinerary showing traveler name, flight information, ticket number, airfare amount and proof of payment
- Lodging itemized receipt showing daily expenses and proof of payment
- Rental car receipt given upon car rental return (mileage in/out) and proof of payment
- Anything over $75 requires a receipt for Travel Reimbursements: meals, local transportation, each miscellaneous expense of $75 or more, and any reimbursable item not specified above costing $75 or more.
- Receipts that support the reimbursement claim for long-term foreign lodging that is charged to a federal fund source (whether reimbursed as a per diem or actual) should be kept on file within the department and retained for such periods as required by either the sponsor’s retention policy or UC retention policy.
- Receipts for gifts provided to a host costing $25 or more.
- Receipts for all extraordinary items, such as repair of accidental car damage, supported by appropriate justification – and approval obtained by Risk Management.
- Protect your traveler's personal information. Before sending documents to scanning, please remove/redact the following data:
- Social Security number (SSN)
- Drivers’ license number or State-issued identification card
- Passport number
- Credit card number or debit card number in combination with any required security code, access code, or password
|
Entertainment Reimbursement
| 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): meals, beverages, alcohol
- Description of additional charges (taxes, service, delivery, etc.)
- Form of payment used
Other Required Documents
- Final attendee name list (first and last names) for all events
- Business meetings, include a copy of the agenda
- Signed Host Certification form for:
- Entertainment & Prospective Donors
- Employee Morale Building Events
- Recruitment
Important Note
Your department, school, division, and/or funding sources may have additional policies or restrictions in place which could be more restrictive than the policy – such as requiring all itemized receipts. If this is the case, then the most restrictive applies.
UC Policy BUS-79
https://policy.ucop.edu/doc/3420364/BFB-BUS-79
|
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 to pay a vendor or reimburse an individual.
The following are examples of proof of payment:
- Copy of credit card statement
- Check - photocopy of a canceled check (front and back)
- Expenses of $75 or more per occasion must be supported by original itemized receipts, or acceptable electronic receipts, which must be submitted with the request for payment. If a receipt cannot be obtained or was lost and all measures to obtain a duplicate receipt have been exhausted, the reimbursement request must contain a statement explaining why the receipt is not being provided. The statement must also include a certification that the amount claimed is the amount actually paid.
- Protect personal information. Before sending documents to scanning, please remove/redact the following data:
- Social Security number (SSN)
- Drivers’ license number or State-issued identification card
- Passport number
- Credit card number or debit card number in combination with any required security code, access code, or password.
|
Disbursement Voucher Payments
| 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
DV Payment Reason Codes
Please visit the Disbursement Voucher Payment Reason Codes webpage for payment reason names, codes, and descriptions of payment categories for the Disbursement Voucher. Guidelines and requirements are stated for each code A through Z.
Important Note
Your department, school, division, and/or funding sources may have additional policies or restrictions in place which could be more restrictive than the policy. If this is the case, then the most restrictive applies.
|
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 to pay a vendor or reimburse an individual.
The following are examples of proof of payment:
- Copy of credit card statement
- Check - photocopy of a canceled check (front and back)
- Protect personal information. Before sending documents to scanning, please remove/redact the following data:
- Social Security number (SSN)
- Drivers’ license number or State-issued identification card
- Passport number
- Credit card number or debit card number in combination with any required security code, access code, or password
|
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. |
Uploading Supporting Documents with the Image Scanning Tab
The Image Scanning tab in DV, PREQ, and TEM documents includes three sub-tabs for handling supporting documents. You can use one or any combination of these options:
Upload Scan Document
You can use this option to directly upload images of your supporting documents to FileNet. This is the fastest and most reliable way to attach supporting documents to your reimbursement. Here are some tips:
- You cannot upload files until the KFS document has been saved or submitted.
- 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 Upload File button to upload your image to FileNet. No coversheet is needed.
- The Notes and Attachments Tab should never be used to upload items to a TEM or DV e-document.
Link to Scan 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.
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. 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 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
- Car Rental: must include rental agreement number, total charge, and miles in/out
- Any other expenses that exceed $75
- Mileage: copy of Google Map or MaqQuest
|
- 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.
- Final attendee full-name list (first and last) is required.
- For business meetings, include a copy of the business agenda
- Signed Host Certification Form required for: Recruitment, Employee Morale Building Activities, and Entertainment. Not required for Business or Programmatic Activities.
|
- 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
- Relocation Tax Agreement
- Itemized receipt or an invoice with proof of payment for move expenses.
- Airfare: must include the ticket number.
- Lodging: must include the hotel folio or similar receipt with dates of stay, room charge and taxes.
- Mileage: copy of Google Map or MaqQuest, the most direct route from former residence to new residence.
|
- 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 / Reason Code |
Required Supporting Documentation |
Important Notes |
|
Prizes and Cash Awards
Non-Employees Only
|
DV with Reason Code A
|
A copy of the award letter, or other supporting documentation, indicating the name of the award recipient, and the dollar amount of the award.
|
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.
|
|
Supplies and Materials
(No Food or Travel)
|
DV with Reason Code B
|
- 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
|
|
Payment to Research Participants
|
DV with Reason Code C
|
- For reimbursements to employees, include an itemized receipt with proof of payment and recipient name list with full names.
|
|
|
Honoraria
|
DV with Reason Code E
|
- 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).
- UCI Policy 701-03
|
| Registration Fees (Not Travel Related) |
DV with Reason Code G
|
- 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.
|
|
DV with Reason Code I
|
- 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 |
DV with Reason Code L
|
|
|
| Program Sponsorships |
DV with Reason Code O
|
|
- 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 only (never as an out of pocket reimbursement).
- ALL payments under this category require exceptional approval. Approval must be done in KFS and appear in the DV route log.
- Payments under this selection may be tax reportable unless the payee is a corporation.
|
|
DV with Reason Code P
|
|
|
|
DV with Reason Code Q |
|
|
|
DV with Reason Code U |
|
|
|
DV with Reason Code Z |
|
|
Have more questions about supporting documentation?
For assistance with any of the above information, please contact Accounts Payable at travel-accounting@uci.edu.
