Routing Employee Reimbursements Electronically

University of Arizona employees must approve any expense/travel reimbursements prior to disbursement of the funds.  Employees may physically sign the Disbursement Voucher cover sheet OR Expense Reimbursement Form OR Travel Expense Report attesting to the following:

I HEREBY CERTIFY BY MY EMPLOYEE SIGNATURE THAT THIS REIMBURSEMENT REQUESTED IS FOR BONA FIDE UNIVERSITY OF ARIZONA BUSINESS PURPOSE AND HAS NOT BEEN PAID VIA THE UA PCARD NOR PREVIOUSLY REIMBURSED. ANY SERVICES PROVIDED OR EQUIPMENT PURCHASED SHALL REMAIN THE PROPERTY OF THE UNIVERSITY OF ARIZONA.

Employees may prefer to approve expense/travel reimbursements on-line via the UAccess Financials system by electronically approving the financial document submitted on behalf of the employee. The following steps illustrate the process of routing a Disbursement Voucher to the employee to approve electronically.

Step 1: Log into UAccess Financials

Step 2: Create the Disbursement Voucher (DV)

Step 3: Attach supporting documentation the approver should review to the notes/attachment tab. The preference is one document with multiple pages, although individual notes/attachments may be utilized.  

Step 4: Prior to clicking SUBMIT navigate to the Ad Hoc Recipients tab on the Disbursement Voucher and open tab.  Ensure the *Action Requested indicates APPROVE and tab to the *Person and enter the employee "Principal Name" or click on the magnifying glass to search by employee. Select the employee/payee and "return value" and click ADD. Verify employee name appears in the Route Log as a recipient. Continue the Disbursement Voucher review and make any further changes, click SAVE then click SUBMIT.

Step 5: Print the DV Cover sheet and attach all supporting documentation and send complete packet to FSO-Operations for University of Arizona Record Retention purposes as the official auditable financial record.

NOTE: If Step 4 is missed or the Disbursement Voucher is already in "ENROUTE" status, simply add a note indicating "AP-Please route approval to the payee" and Accounts Payable will route for approval upon review, as this team has access to route for approval prior to disbursement. 

Please contact your administrative assistant, business office, or Accounts Payable at 621-9097 or accts_pay [at] fso [dot] arizona [dot] edu for additional assistance.