Disbursement Voucher eDoc Guide

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What is a Disbursement Voucher (DV)?

The Disbursement Voucher (DV) is an open-source electronic document that allows users to reimburse employees and students, and creates disbursements to vendors for select payment reasons. The DV can be saved, submitted/approved, disapproved, or returned to the initiator during the electronic routing process.

DV Requirements

  • Comply to Federal, State, UC and Campus policies 
  • Disbursement explanations & justifications
  • Original scanned, supporting documentation uploaded to the Image Scanning tab
  • Multiple approvals within departments/units
  • Exceptional approval (if applicable). All exceptional approval must be routed electronically.
  • Users are responsible for ensuring an eDoc meets all policies & guidelines before approving it

Links to UCOP Policy manuals (BUS-49, G-43, etc) are posted on the Accounts Payable website

When a DV should not be used

Examples of when it is not appropriate to use a Disbursement Voucher:

  • Any travel related expenses. A Travel Reimbursement eDoc should be created. 
  • Any meetings, event, or entertainment expenses. An Entertainment Reimbursement or a Travel Reimbursement eDoc should be created for these expenses. 
  • Any moving or relocation expenses. A Moving and Relocation Reimbursement eDoc should be created. 
  • Any Services or Contracts. A purchase order should be created for services or contracts. Please contact Procurement with any questions. 949-824-6516 procurement@uci.edu
  • Most supplies and materials purchase except for emergencies (always follow purchasing policy)
  • Anonymous Human Subject Payments, unless reimbursing the PI or researcher. Options to pay Anonymous Participants is listed in policy 701-03, section D.

Policy and Reference Help