Disbursement Vouchers Updated
Can I attach any supporting documentation to the DV Notes/Attachment tab?
Once I attach documentation to the Disbursement Voucher, what do I do with the original??
Is a Disbursement Voucher cover sheet required to be attached to the Disbursement Voucher?
What causes the most delays in reimbursements to employees?
There are two major causes of delayed reimbursements:
- Obtaining online approval from the University employee validating the expense is accurate and a true University expenditure.
- Missing documentation or clarification of business purpose for the expense and how it benefits the University. Please refer to the Business Purpose guide.
How does an employee approve an electronic reimbursement?
Employees seeking reimbursement for out-of-pocket expenses should monitor their UAccess Financials action list or email when the reimbursement is awaiting their approval. VPN access is needed to utilize UAccess Financials and can navigate directly to the eDoc via their Action List or by a Document Search and entering the eDoc number in the Document ID field. Employees can then review the expense and supporting documentation and click approve.
When is it appropriate for an employee to incur out-of-pocket expense and seek reimbursement?
Is it possible to change the account number on a Disbursement Voucher after it has routed to Accounts Payable?
Can the object code on a Disbursement Voucher be changed after it has been routed to Financial Services Accounts Payable?
How do I decide what Payment Reason Code to use on a Disbursement Voucher?
Please review the AP Payment Reason Guidelines for detailed information on each Payment Reason Code.
What invoice number should be used on the Disbursement Voucher when the supporting documentation does not contain an invoice number?
If the Disbursement Voucher (DV) supporting documentation does not contain an invoice number, please refer to the Invoice Number Guidelines for specific instructions on creating an invoice number. AP reviews all invoice numbers and may modify based on appropriateness.
Electronic Invoicing (e-Invoice)
What is e-Invoicing?
Electronic invoicing (e-Invoicing) is the delivery of invoices in an electronic file (cXML) format. These electronic files are submitted daily to the University of Arizona and uploaded into UAccess Financials where they generate PREQs that are routed to Fiscal Officers for approval. To view what e-Invoicing Venders are at the University, see e-Invoice Vendors.
How do I obtain a copy of an invoice that indicates "kfs-sys-user" as the initiator on the Payment Request?
What is a PREQ in UAccess Financials?
There are two types of Payment Requests (PREQ) generated in UAccess Financials as follows:
- A manually created PREQ is an eDoc generated by an Accounts Payable Financial Services Specialist when a paper invoice is received from a vendor for a Purchase Order. The PREQ electronically routes to the fiscal officer for review and approval, and the invoice can be viewed via the images tab of the PREQ.
- An electronically created PREQ is generated when a vendor is approved by Accounts Payable to send invoices electronically via a daily file, and the quantity ordered, price, and tax allowance is an exact match with the Purchase Order. The PREQ does not have a paper invoice associated in the images tab of the PREQ.
What is an EIRT in UAccess Financials?
An Electronic Invoice Reject Transaction (EIRT) is an Accounts Payable eDoc created from an electronic file received from the vendor that does not match what was ordered in the Purchase Order. These eDocs require Accounts Payable intervention to work with the vendor and department to reconcile the discrepancy. An example of an e-Invoice that would generate an EIRT would be if a Purchase Order indicates the purchase is taxable and the vendor is not invoicing the appropriate Arizona Sales Tax. Accounts Payable Specialists review these documents and settle discrepancies and manually generate a PREQ.
What are the most common reasons for an EIRT in UAccess Financials?
- Taxable items indicated as Tax Exempt
- Tax Exempt items indicated when they should be taxable
- Quantity and pricing discrepancies
- Duplicate shipments on the same Purchase Order
- Replacement Orders on the same Purchase Order
How can we identify a PREQ was generated from an e-Invoice?
- The initiator of the PREQ is indicated as “kfs-sys-user”
- The Payment Request Cost Source indicator is listed as a “B2B Vendor”
- No invoice image of an actual paper invoice is available in the images tab
What criteria are utilized in selecting an e-Invoicing vendor?
Arizona Buyways (Shop Catalog) vendors are primarily selected for e-Invoicing since they generally meet the mapping specification requirements for the UAccess Financial System.
As an approver how am I assured of what the e-Invoice is for?
An e-Invoice must pass a series of matching and validation criteria with the Purchase Order (PO) for the system to generate a PREQ. This criteria ensures the vendor is only invoicing what was submitted by the department, via the Purchase Order agreed pricing and quantity. Any discrepancies found during the matching and validation process will reject the e-Invoice and generate an EIRT.
Purchase Order Invoices New
Is it acceptable to have vendors send invoices to a department address?
No. Invoices associated with a Purchase Order must be sent directly to Accounts Payable for entry into the processing queue for timely initiation of the Payment Request (PREQ) in UAccess Financials. Departments may review the invoice and approve/cancel based on departmental activities. This requirement is to ensure University compliance, adherence to the terms and conditions of the Purchase Order and ensure institutional efficiencies.
How does Accounts Payable know what line to expense on the PO?
When an invoice is received in Accounts Payable that requires departmental support on applying expenditures to the correct accounting line, the Payment Request (PREQ) will be initiated, placed in SAVED status, and ADHOC routed to the fiscal officer for accounting line guidance.
What causes the most delays in payments to vendors?
Delays are often identified when individuals with financial responsibility are not checking their UAccess Financials Action List for pending electronic documents awaiting their approval, when there are questions on the expense, or when Accounts Payable requests clarification on the business purpose for the expense.
How can I verify the payment has been sent to the vendor?
There are multiple ways to verify a payment has been initiated by viewing the Purchase Order (PO) or the Payment Request (PREQ). On either document, navigate to the View Payment History tab where users can view all payments made specific to the PO. The PAID? field in the View Payment History tab will indicate Yes or No. If Yes, click on the Disbursement Info in the PDP Extract Date column for check, ACH number. If paid by Accounts Payable SUA Program no information will display and you will need to contact Accounts Payable. If the PAID? field indicates "No", the payment is being held for Net terms or an existing pending credit memo. Please contact Accounts Payable for additional information.
Why do PREQ documents auto approve and how can I stop this from occurring?
System functionality allows for auto approvals if no action taken based on the Purchase Order terms and conditions. Departments maintain the ability to set the “Payment Request Positive Approval Required’ indicator when creating a Purchase Order that will override any auto approvals of PREQ’s based on department requirements. This option may be established at the account level or Purchase Order level if disbursements should not be made without the fiscal officer approval.
Is it required to attach the packing slip to the PREQ when approving the payment?
It is always a good practice to attach the packing slip or any supporting documentation to validate receipt of goods/services for institutional record retention purposes as the official audit record of the expense.
Can an employee be reimbursed with an email receipt received from an online order?
Yes. For any purchase made online, please ensure the email is an actual receipt (not an order form or confirmation) and contains the same information as a traditional paper receipt. At minimum, valid receipts contain the vendor’s logo or name, the payment method, a description of the product(s) or service(s) purchased, and the amount paid. See FSM Policy 9.10 Requisitions/Reimbursements
Can I ship items to my home and be reimbursed for the item for a valid university business purpose?
Yes. Best business practice is to ship items to a valid University address for business purposes. An exception memo should be provided with the reimbursement describing why the items were shipped to a non-University address. Please note that tangible items are considered University property and additional clarification may be requested in some circumstances when items are shipped to a home address. See FSM Policy 9.10 Requisitions/Reimbursements
Can I be reimbursed for alcoholic beverages?
Alcohol may not be reimbursed with any University funds. See FSM Policy 9.10 Requisitions/Reimbursements
Can I be reimbursed for a meal with a receipt that contains alcoholic beverages?
Can I be reimbursed for a University-related business expense even though my receipt is old?
Yes. Business related expenses may be reimbursed, age notwithstanding. However, reimbursements are either qualified or non-qualified under the Internal Revenue Service's Accountable Plan. (Treas. Reg. §1.62-2). After 90 days, a reimbursement becomes non-qualified and taxable. The taxation for non-qualified reimbursements is reflected on the employee’s wages. See FSM Policy 9.10 Requisitions/Reimbursements
Can I get reimbursed without my original receipt?
Yes. Contact the vendor or establishment for a replacement receipt or invoice, write "Treat as Original" on the receipt, and it will be reimbursed in accordance with the Accountable Plan. If a copy cannot be obtained from the vendor, a credit card statement may be submitted for reimbursement (this will be considered a non-qualified and taxable reimbursement). See FSM Policy 9.10 Requisitions/Reimbursements
Can I get reimbursed with a non-itemized receipt?
Yes. As supporting documentation, please submit a statement signed by a department business office representative (i.e.: business manager, fiscal officer, or accountant) that details the item(s) purchased. Non-itemized receipts are considered non-qualified and taxable under the Accountable Plan. See FSM Policy 9.10 Requisitions/Reimbursements
What date is used to determine if a receipt exceeds 90 days and is considered non-qualified?
Accounts Payable uses the date on the receipt or the end date of travel (if on travel status) to determine whether an expense is qualified or non-qualified. Documentation that is received by Financial Services more than 90 days after the receipt date or end of travel date is non-qualified.
- An airline ticket is purchased on March 1. The trip begins on May 1 and ends on July 1. This airline ticket receipt is received by Financial Services on July 11 for reimbursement. This is a qualified reimbursement in accordance with the Accountable Plan.
- A receipt dated August 1 received by Financial Services on December 1 is considered non-qualified in accordance with the Accountable Plan
Can I request an exception on a 90-day non-qualified reimbursement?
Yes. Submit a written statement explaining the extenuating circumstances of the policy violation that includes a corrective action plan and is approved by a department head or college dean/unit vice president (or designee). Please note that multiple exception requests from the same individual or department may be subject to additional review and approvals. See FSM Policy 9.10 Requisitions/Reimbursements
What information must be provided for a business meeting/entertainment expense reimbursement?
Provide the general business purpose or topic, location, a list of attendees, and each attendee’s relationship to the University of Arizona. Itemized receipts that delineate meals and drinks are also required. Please review the Business Purpose Guide for more event specific guidance. See FSM Policy 9.10 Requisitions/Reimbursements
When am I going to get my reimbursement?
Can Accounts Payable FedEx a check payment to a vendor on behalf of my department?
Yes. Please indicate in the Notes and Attachments section of the eDoc that the check must be mailed via FedEx. Please reference the UAccess Financials account number that should incur the shipping charge. Accounts Payable will attach the FedEx shipping tracking label to the eDoc once the check has been disbursed.
Can an active University of Arizona employee be paid for services as an Independent Contractor?
No. An active University of Arizona employee cannot be paid for services as an Independent Contractor. If an employee performs services in addition to a regular position, compensation must be processed on an additional position in the payroll system. See FSM Policy 9.12 Independent Contractor Services
Can a current student be paid for services as an Independent Contractor?
Yes, but the student cannot be paid from Federal Work Study funds due to federal regulations. See FSM Policy 9.12 Independent Contractor Services
How do I know if I have a conflict of interest to report?
The State of Arizona has passed conflict of interest statutes to ensure that employees do not use their position with the State to benefit themselves or their relatives or to the detriment of the State. These statutes require that an employee disclose any full or partial ownership or other substantial interest that the employee or a relative of the employee has in any type of entity that does any manner of business with the University. See Conflict of Interest policy.
How do I know which object code to use when creating an eDoc?
Are there online tutorials available to assist with navigating policy or procedures?
Financial Services offers self-paced tutorials on several subjects. Refer to Training & Tutorials for information.
When is a W-9 required?
An IRS W-9 form, or University of Arizona substitute W-9 form, is required on file in Accounts Payable for annual 1099 reporting. The form provides vital information on the vendor to ensure the accuracy of our vendor file and is required when reportable payments are made such as, but not limited to, payment for services, rent, royalties, and other income.
Should the vendor upload the W-9 to Accounts Payable Document Upload or should the department collect the W-9 Form?
Due to the sensitive data (Ex: Social Security number) collected on the W-9, it is preferred the vendor/individual directly uploads the form per the form instructions. Departments may collect and provide to Accounts Payable, for more information, visit https://security.arizona.edu/