Disbursement Vouchers (DV)

Transcription

1 Disbursement Vouchers (DV) The instructions below apply to documents processed under FA Code 001. Please consult your Fiscal Authority for further instructions. Use of the DV The Disbursement Voucher may be used for Employee reimbursements including Mileage and Relocation reimbursements, RCUH payments, Utility payments, Fellowship payments and Travel reimbursements to UH Student employees. The KFS DV Tables I, II and III, mentioned below, explain in greater detail what types of payments can be made using a Disbursement Voucher. DOCUMENT OVERVIEW Tab On DV Screen in KFS The Description and Explanation fields have important purposes in the KFS System. The Description field contains a one line (30 characters) description of the DV which KFS uses on our action lists and ethority reports as the transaction description. The Explanation field is where the initiator provides a more detailed description of the DV payment. The Account Supervisor, Fiscal Authority and Disbursing Clerk make their decision to approve or disapprove the DV based in part on the information provided in this field. Complete the Description and Explanation fields according to the attached KFS DV Tables: Table I Reimbursements to UH Employees Table II Payments to Vendors: These select vendors are the only vendors you may pay using Disbursement Vouchers. Payments to all other vendors must be processed using KFS requisitions. Table III Other DV Payments: Grant-in-Aid payments and travel payments to UH student employees. PAYMENT INFORMATION Tab Check Stub Text field: Enter descriptive information that will help the individual or vendor identify why he/she is receiving the check. 1

2 For vendor payments, enter any unique number found on the invoice that identifies the College or department and/or our order to the vendor (i.e. account number, customer number, billing number, order number, etc.) For RCUH payments, enter the Budget Category and Project Number in this field as this will ensure that payments will credit the proper RCUH project. It is not necessary to enter the invoice number in the Check Stub Text field. The invoice number prints elsewhere on the check stub. ACCOUNTING LINES Tab Line Description field: Please refrain from using this field. The information typed here will overwrite the transaction description that normally appears on ethority reports. Invoice Number and Invoice Date fields: Both fields have been moved to the accounting line which makes it possible to pay multiple invoices on one DV. Although this capability exists, please continue to process one invoice per DV. Goods/Services Rec d Date field: Complete this field by filling in the receipt date of goods or services according to the Goods/Services Received Date Chart. Invoice Rec d Date field: Input the DV creation date. NOTE & ATTACHMENTS Tab Do not add attachments to the DV in KFS. In order to avoid disapprovals, the Administrative Services Office will screen receipts, forms and other supporting documents for errors, discrepancies and confidential information prior to adding them as attachments in KFS. Other Processing Tips When creating DVs in KFS the initiator may use proper case or all upper case letters according to his/her preference. Please SUBMIT the DV electronically in KFS before turning in the hard copy DV to the Administrative Services Office for review and approval. The DV needs to be in the Submitted status before the ASO staff can take action on it. Record the KFS edoc number in the E DOC NUMBER fields on such hard copy documents as: DISB-17A Employee Relocation Allowance Worksheet for W-2 Reporting of Moving Expenses DISB-4 Travel Form DISB-4B Multiple Destination/Multiple Rate Worksheet DISB-4C Per Diem/M&IE/Lodging Tax Calculation Worksheet DISB-4D Receipt Worksheet 2

3 Obtaining Electronic Approvals The DV edoc routes in KFS from the initiator to the Account Supervisor and then to the Fiscal Authority for electronic approval. Send an AD HOC APPROVE request to the following personnel when applicable: Dean Young for DV reimbursements payable to Department Chairs. Malia Mallchok of the Technology Distance Program (TDP) for reimbursements for technology, software and software license purchases. Sheryl Tashima for computer reimbursements charging the college wide account Update PeopleSoft With the implementation of KFS, employee reimbursement checks are no longer picked up on campus. Instead, these checks are mailed to UH employees home addresses which are taken from PeopleSoft. Therefore, it is important to update PeopleSoft whenever there is a change in an employee s home address. To update the address and other personal information in PeopleSoft, the employee must complete the UH Form 33 Changes or Corrections of Key Personal Data of an Employee of the University of Hawaii and submit it to the COE Administrative Services Office for processing. Special Handling The Disbursing Office mails out DV payments to UH employees (for mileage, relocation and other reimbursements) and stipend recipients (FMIS-36) to the payees' home addresses. This is the Disbursing Office's standard operating procedure. Per Alan Kimura/Disbursing Office, Special Handling requests for the return of checks to on-campus departments should be kept to a minimum and should only be done on an exception basis, not on a regular basis. However, if a particular check does need to be routed back to the College, then follow the procedure described below while completing the DV: In the PAYMENT INFORMATION Tab, place a check mark in the Special Handling box in the Other Considerations section. Input the following information in UPPER CASE letters into the SPECIAL HANDLING Tab: Special Handling Name: MA 001 COLLEGE OF EDUCATION Special Handling Address 1: SPECIAL HANDLING Leave all other fields in the SPECIAL HANDLING Tab blank In the NOTE & ATTACHMENTS Tab enter an explanation/justification for the Special Handling request. 3

4 KFS will print MA 001 COLLEGE OF EDUCATION SPECIAL HANDLING on the check statement indicating to the Disbursing Office/Clerical Section that the check should not be mailed out but held for pick up by the College of Education (001). Utility Payments The only utility payments allowed on DVs are to the PUC-regulated companies for electric, water and gas. The only telephone company that can be paid on a DV is the PUC-regulated Hawaiian Telcom. Payments to wireless telephone providers are no longer allowed on DVs. Wireless telephone carriers such as Sprint, AT&T, Verizon, T-Mobile, etc. must be paid using requisitions. Direct reimbursements to UH Employees for wireless telephone charges is still acceptable with justification. Disapproved DVs If the procedures described in this document or on the DV tables are not followed, the DV will be disapproved in KFS and the hard copy documents will be returned to the initiating department. This disapproved DV cannot be corrected in KFS, then re-printed and re-submitted to the Administrative Services Office for processing. Instead, a new DV must be created in KFS and submitted for payment. Before submitting the new DV to the ASO for processing, please remember to do the following: Change the E DOC Number on the DV attachment(s) (i.e. DISB-33, DISB-36, DISB-17A, etc.) to reflect the E DOC Number of the new DV. Staple the hard copy of the disapproved DV to the hard copy of the new DV and submit both, along with the applicable attachment(s), to the ASO for processing. Submission to Administrative Services A hard copy of the DV printed from KFS should be submitted with the applicable supporting document(s) stapled to it: Original Invoice Original, Itemized Receipts Original Packing Slips with received date(s) noted KFS Distribution Form, if rush processing is being requested For Fellowship payments, the DISB-36 Student Fellowship/Traineeship/Stipend Payment Request 4

5 For Travel Advances and Reimbursements DISB-4 Travel Document DISB-4B Multiple Destination/Multiple Rate Worksheet DISB-4C Per Diem/M&IE/Lodging Tax Calculation Worksheet DISB-4D Receipt Summary Worksheet Conference Materials Conference Flyer Conference Agenda or Program List of Conference Hotels List of Registration Rates or Registration Form For Relocation Reimbursements DISB-17A Employee Relocation Allowance Worksheet for W-2 Reporting of Moving Expenses Bill of Lading Offer Letter Acceptance Letter Three Shipping Quotes Declaration of Domestic Partnership, if applicable For Mileage Reimbursements Claim from Home Memo Approved by the Director of the Disbursing Office For Registration Reimbursement for On-Island Conferences Registration Form List of Registration Rates Conference Flyer NOTE: The Disbursing Voucher Coversheet is no longer required. 5