The Disbursement Voucher (DV) document is used to make payments not related to the procurement of goods or services.
Do NOT include sensitive information on the KFS DV document or on any of the electronic attachments. Examples include Social Security numbers (SSN), personal health care information (PHI), and personal banking information (excluding the Wire Transfer tab, which is approved for banking information).
Examples of DV use:
- Permitting Fees
- Outbound Freight
- Research Participants
- Honoraria (for non-university individuals)
- Travel or entertainment-related expenses that are not paid through the campus AggieTravel system, such as payments direct to vendors.
For any payment against a Purchase Order (PO), please use the Payment Request (PREQ) document.
Guidelines for Initiating a Disbursement Voucher
- Payment Reason Codes: Each DV document must have a specific payment reason code selected. These reason codes drive which types of payees, accounts, object codes, and sub-objects are allowed on the document. In order to select a Payment Reason Code, click on the Payee ID lookup icon on the Payment Information tab. Please refer to the Payment Reason Codes table for instructions on the appropriate use for each Payment Reason Code and what forms or supporting backup are required to be electronically attached to the DV document. If you are unable to find an appropriate reason code, contact Procurement & Contracting Services at 530-752-0370. Most likely, a Requisition and/or a Purchase Agreement document will need to be processed.
- Attachments: The DV document requires at least one Supporting Backup attachment be added to the Notes and Attachments section before submission. This is to provide justification for the payment. In addition, the payee may require that their specific remittance attachment to be included with the paper check. If this is needed, please also attach the Remittance Attachment, check the Attachment with Paper Check checkbox, and select the Scanned and attached to Kuali radio button. As with all attachments, please use a legible and correctly orientated PDF document. As appropriate, scan both sides of the paper backup.
Reminder: Only check the Attachment with Paper Check checkbox if you expect a special remittance attachment to be mailed with the paper check.
- Employee Addresses/Special Handling: Employee addresses are retrieved from the Check Address screen in the Payroll & Personnel System (PPS). If the employee does not have a Check Address in PPS, their Home Department's name will be displayed. To use a different address for an employee, check the Special Handling checkbox in the Payment Information tab. In the Special Handling tab, enter the address where the paper check should be sent. Typically this is used to deliver checks to a specific department on campus or at the Medical Center. Special Handling can be used for either employee or vendor payments, but under no circumstances should Special Handling be used to bypass adding a new address to the Vendor record. Lastly, do not add individual names in the Special Handling field, such as "Attn to: John Doe", as that will create a multi-person check.
Reminder: Special Handling options will override EFT/ACH - do not use these if the payee wants direct deposit.
- Vendors: The DV document refers to vendors as Payees, but it utilizes the same vendor table as Requisitions and Purchase Orders. If you are having trouble finding a vendor in the lookup or if you need to add or update an existing vendor, please refer to the Vendor resources in the Purchasing section of the Supply Chain Management website.
- Initiator: Save or Submit
- Fiscal Officer: Approve/Disapprove
- Organization Review (optional): Approve/Disapprove
- Accounts Payable or Tax Accounting (depending on the Payment Reason Code): Approve/Disapprove