Financial System. Disbursement Voucher Forum
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1 Financial System Disbursement Voucher Forum
2 Agenda Kuali Implementation Timeline DV & DVQE Roles & Workflow Mobile App Demonstration Key Dates Training Travel Card Next Steps
3 Kuali Implementation Timeline Cashiering September Procurement Card March Inquiries August November Journal Vouchers July emarket October DV DVQE Travel Card
4 Kuali Implementation Timeline October DV DVQE Travel Card
5 What is a Disbursement Voucher? Formerly known as a Check Request What is a Disbursement Voucher Quick Expense? Formerly known as a Quick Expense or QE.
6 Disbursement Vouchers (DV) Disbursement Vouchers Quick Expense (DVQE) Benefits Paperless (DV & DVQE) Workflow Routing (DV & DVQE) Policy Validations (DV & DVQE) Scanned Attachments (DV & DVQE) USC Supplier Portal (Vendor Management) (DV) Mobile Application (DVQE)
7 When should I use a Disbursement Voucher (DV)? Examples Utilities Government Fees Awards Revenue Sharing / Commissions Alumni / Student Group Payments Royalties Tuition Payments Refunds Human Subject Fees Collaborative Student Programs Other Examples Academic Guest Speakers, Artists, Lecturers (One time payments) Distinguished Guest Speakers (University Functions) Tenure Referees Professional Publication Manuscript Reviewers/Editors Non Recurring Seminar/Workshop Leaders Cash Advance Requests Establish / Replenish Petty Cash
8 Roles (DV) Step # Step Name Req d Workflow Step? Populated From USC emarket Spreadsheet 1 DV Initiator Y Workflow spreadsheet column K 2 Special Account Approver N Workflow spreadsheet columns AM to AU Delegate 3 DV Primary Approver Y Workflow spreadsheet column AW or Kuali 4 Organization Reviewer N Workflow spreadsheet columns BA and BB 5 Central Approvals Notes SBO by default
9 DV Workflow
10 When should I use a Disbursement Voucher Quick Expense (DVQE)? ALL Employee Reimbursements Travel & Non Travel Reimbursements Travel Card Reimbursements (Pre & Post Trip) Cash Advance Settlements
11 Roles (DVQE) Step # Step Name Req d? Populated From Delegate Notes 1 Initiator (Inherited Role) 2 Reimbursee Y The initiator by default when starting their own QE 3 Supervisor Y Kuali Reimbursement Supervisor 4 Special Account Approver 5 Primary Financial Approver N Workflow spreadsheet columns AM to AU 6 Organization Reviewer N Workflow spreadsheet columns BA and BB 7 Central Approvals Y Workflow spreadsheet column AW or Kuali SBO by default
12 DVQE Workflow
13 DEMO
14
15 (*) Please complete all required fields
16
17
18 Mobile App
19 Vendor Management Primary Method USC emarket and DV vendors USC Supplier Application (available online now) USC Supplier Portal (available in December) Alternate Kuali Vendor edoc for some DV vendor requests Refunds, reimbursement or human subject only (special vendors) directly in DV edoc
20 Business Operations Support Tier 1 Support CSC Call Center (log in issues) Tier 2 Support Dedicated Kuali Customer Support (Navigating Kuali Web Page) FAQ s Tier 3 Support PURAP direct (Function & Policy questions)
21 New Travel Card CitiBank Visa Travel Card Amex Travel Cardholders automatically issued a Citibank VISA Travel Card; no application required Account must be active with no past due balance All credit limits and profile info will be transferred to new accounts Benefits Accepted by more than 30 million merchants worldwide Fraud protection and misuse identification Register online for text alerts (SMS) Insurance coverage includes: Travel accident, travel inconvenience, lost luggage and primary car rental
22 Important Travel Card Details Amex Travel Card expense reports must be processed and paid through WEBBA Quick Expense Reports Citibank Travel Card expense reports must be processed and paid through Kuali Disbursement Voucher QE (DVQE)
23 Key Dates Date October 8 th 12 th October 15 th October 16 th November 6 th November 12 th November 26 th December 14 th Release Pilot Group Training Information Forums Pilot Group Go Live Campus Training Begins New Cards distributed to SBOs SBOs coordinate card pick up Campus Go Live AMEX Travel Card will be closed SBOs to coordinate exceptions with Corporate Card Svcs LAST DAY TO SUBMIT WebBa Check Requests/QEs
24 Training Beginning October 15 th Training/Deployment Topic/Role Mandatory Training Method(s) DV Initiator Yes Class Approver Recommended Online DVQE Initiator Recommended Online & Class Reimbursee Recommended Online Approver Recommended Online
25 Next Steps Review the DV fields in the USC emarket workflow spreadsheets Verify in Kuali Fiscal Officer for accounts in your area Verify in Kuali Supervisors for employees Confirm your Travel Card spreadsheets Spreadsheet of current Travel Card holders will be sent to SBOs
26 User Resources Kuali Financial System Customer Support (213) x05857 Questions:
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