Reference Guide to Required Supporting Documents

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

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.

Contents

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
    • Credit card
    • Check

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
    • Credit card
    • Check

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
    • Credit card
    • Check

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:

ap-image-scanning-tab.png

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 &
DV Reason Code		 Required Supporting Docs 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 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.
  • 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.

Payment to Research Participants

DV with
Reason Code C
  • 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.
     

Honoraria

DV with
Reason Code E
  • 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 Passport
    • Completed Glacier Information Form
    • Copy of I-94 (front and back)
    • Visa Sticker/Stamp (in Passport)
    • Certification of Academic Activity Form
  • 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.

Utilities, Freight, Postage, Storage Rental

DV with
Reason Code G
  • 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.
  • 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.

Health Care, Medical or Insurance Payment

DV with
Reason Code H
  • 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.
  • 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.

Membership, Subscriptions, Renewals and Dues

DV with
Reason Code I
  • 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.
  • 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.

Non-Travel Registration

No Travel Expenses

DV with
Reason Code L
  • 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.
  • 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.

Agency Agreements and Contracts

DV with
Reason Code O
  • 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
  • Payments to payees that have a negotiated service contract and/or agreement but do not use the Internal or Service Billing e-document.

Fees and Employee Tuition

DV with
Reason Code P
  • 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:
  • 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.

Program Sponsorships, Donations

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 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
  • 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.

Gifts and Non-Cash Awards

Employees & Non-Employees

DV with
Reason Code U
  • 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.
  • 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.

Other - Explanation Required

No supplies or materials reimbursement on this reason code, please use B instead.

DV with
Reason Code Z
  • 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.
  • 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.

Have more questions about supporting documentation?

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