Disbursement Voucher (DV) Quick Reference Guide

Transcription

1 Disbursement Voucher (DV) Quick Reference Guide Belongs to: Version

2 Table of Contents Introduction... 1 Logging In... 2 Disbursement Voucher... 3 Document Overview Tab Report Tab Payment Information Tab Expenditure Information Tab Accounting Lines Tab Contact Information Tab Check Pickup Tab Tax Tab. 14 U.S. Bank Wire Transfer Tab.. 15 Bank Information Beneficiary Information Foreign Wire Transfer Tab Wire Transfer Bank Information Beneficiary Information Intermediary Bank Information Cash Advance Tab Award / Fellow / Stipend / Student Aid Tab Pre-Disbursement Processor Status Tab Disbursement Voucher Pre-Disbursement Processor Status General Ledger Pending Entries Tab Notes and Attachments Tab Field Descriptions Ad Hoc Recipients Tab Person Requests. 25 Ad Hoc Group Requests Route Log Tab Future Action Requests Functionality Buttons.. 29 User Resources i

3 Introduction The purpose of this guide is to provide you with step-by-step instructions for initiating and submitting a Disbursement Voucher (DV) in the Kuali Financial System. Below are some examples of acceptable payments for a Disbursement Voucher (DV): Utilities Government Fees Awards Revenue Sharing / Commissions Alumni / Student Group Payments Tuition Payments Refunds Human Subject Fees Collaborative Student Programs 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 1

4 Logging In To log into USC s Financial System, Kuali, please go to Click on Kuali Login, located on the right side of the page: Use your USC Net ID username and password to access the Kuali Financial System. NOTE: If you have questions regarding your USC Net ID, contact USC Information Technology Services at (213) or consult@usc.edu. Once you have logged in, navigate the following path to initiate a DV: Under Financial Main Menu - Transactions Purchasing / Accounts Payable Disbursement Voucher (Check Request) 2

5 Disbursement Voucher When you go into the Financial Main Menu / Disbursement Voucher, this screen will appear: At the top left of the Disbursement Voucher screen are two buttons: Action list shows what you ve done on the report (it can be clicked at any stage of work on the report). Doc Search enables you to search for any document in the report. Each tab contains an operational button that allows you to show or hide any tab: In order to unhide an individual tab, click show. To hide an individual tab, click hide. The following details are located at the top right of the Disbursement Voucher screen: Doc Nbr: Document number for the DV. Initiator: The username of the individual who initiated the DV. Status: The status of the DV. Created: The time and date when the DV was created. Expand all Allows you to show all of the tabs in the DV. Collapse all Allows you to hide all of the tabs in the DV. You are ready to begin once you have all of the receipts, billings, and any other pertinent information in front of you. Complete each of the necessary tabs in the DV. NOTE: Any field with an asterisk (*) is a required field. 3

6 Document Overview Tab In the Document Overview tab, no action is required. This tab will be automatically populated once you have finished the DV. 4

7 Report Tab Click when the DV has been submitted and you would like to obtain a pdf copy of the DV. 5

8 Payment Information Tab Payment Information 1. To enter a payee, click next to Payee ID. 1. The Payee Lookup screen will appear: 2. To find a payee, fill out the Payee Lookup fields. NOTE: You can use more than one field to locate a payee (i.e., Employee First Name, Employee Last Name, Employee ID, etc.). Also, for a partial search, put in a few letters or numbers and an asterisk (*). a. The first field (and only required field in this tab) is the Payment Reason Code field. Choose a code from its dropdown menu: 6

9 3. When Payee Lookup fields have been filled, click to bring up results of payees. a. Search results will display below the buttons: 4. To select a payee from the search results, click. a. Once you have selected a payee, the fields in the Payment Information tab (Payee ID, Name, Address, etc.) will automatically populate with the payee s (or vendor) information: b. The Payment Type information will also automatically populate once you have selected your payee. NOTE: If the payee has ACH, the address fields will populate with the payee s campus address. If the payee does not have ACH, the address information will remain blank and you are required to input a non-campus address. USC does not mail checks to campus addresses. 5. You will now need to input the remaining payment information for the payee (or Vendor). Under the Payment Information / Payment Method dropdown list: Select either P-Check/ACH or W-Wire Transfer: If P Check/ACH is chosen, the personal amount will be reimbursed via a check or automatically deposited into the payee s bank account. If W Wire Transfer is chosen, you will be required to fill out the Foreign Wire Transfer tabs (See pages 18-21). Under Other Considerations there are two check boxes: 7

10 or Follow the instructions in the pop up boxes. Check Stub Text: Enter any information that you want to have appear on the check. 8

11 Expenditure Information Tab Fill out the Business Purpose box with specifics such as the who what when where, and how of your expenditure. 9

12 Accounting Lines Tab To allocate expenses to departmental accounts follow the instructions below. 1. Select SC in the drop down menu for the Chart. 2. Enter the 10-digit Account Number. a. You can look up an account number by clicking on the. b. You can use more than one field to look up a payee (i.e., Account Number, Account Name, etc.). 1) For a partial search, put in a few letters or numbers and an asterisk (*). c. Search results will display below the buttons. 3. To select an account number, click. Once you have made your selection, the account number will automatically populate in the field. 4. Enter the 5-digit Object Code. a. You can look up an object code by clicking. b. You can use more than one field to look up a payee (i.e., Object Code, Object Code Name, etc.). 1) For a partial search, put in a few letters or numbers and an asterisk (*). 10

13 c. Search results will display below the buttons. 5. To select an object code in the search results, click on. Once you have made your selection, the object code will automatically populate in the field. 6. Enter the Amount that you would like to allocate to the specified account number and object code. A Line Description is recommended for your records. 7. After entering all of the required information, click. NOTE: To allocate expenses to multiple account numbers and object codes, repeat steps 1-7. You can allocate up to 100 account numbers and object codes. 11

14 Contact Information Tab This tab contains the contact information for the reimbursement. The contact information field is automatically populated with the information for the person who has logged into Kuali. 12

15 Check Pickup Tab If you selected Check Pickup (in the Payment Information tab), follow the instructions below. 1. Select a Pickup Location: UPC = University Park Campus HSC = Health Sciences Campus 2. Enter a phone number in the Phone Number field. (You will be asked to provide this phone number when you pick up the check) 13

16 Tax Tab In the Tax Tab no action is required. This tab will be utilized by Disbursement Control for tax information if applicable to the payment. 14

17 U.S. Bank Wire Transfer Tab Bank Information 23 Beneficiary Information (Person / Entity Receiving Funds) NOTE: Domestic wires are processed solely at the discretion of Disbursement Control. If you selected W - Wire Transfer as your Payment Method in the Payment Information Tab; you need to follow the instructions below to have the reimbursement wired to a U.S. Bank. Bank Information 23 Fill out the fields below with the U.S. Bank information: Routing No.(ABA RT) Bank Name Bank Address 1 Bank Address 2 City State Zip Beneficiary Information (Person/Entity Receiving Funds) 1. Fill out the fields below with the U.S. Bank information: Beneficiary Name Beneficiary Account No. Reference 15

18 Foreign Wire Transfer Tab Wire Information Bank Information Beneficiary Information Intermediary Bank Information If you selected W - Wire Transfer as your Payment Method in the Payment Information Tab; you will see this popup Follow the instructions to have the reimbursement wired to a foreign bank. Wire Transfer Fill out the fields below with the wire information: Wire Amount Wire Currency Currency (if not USD) Converted Amount 16

19 Bank Information Fill out the fields below with the Foreign Bank information: Bank Name Bank Address 1 Bank Address 2 City State/Province Zip/Postal Code Country Swift Code Bank Code Beneficiary IBAN# Beneficiary Account No. Beneficiary Information Fill out the fields below with the Foreign Bank information: Beneficiary Name Beneficiary Address 1 Beneficiary Address 2 City State/Province Zip/Postal Code Country Beneficiary Contact Name Phone No. Address 17

20 Reference Intermediary Information Fill out the fields below with the Foreign Bank information. Bank Name ABA. No/Swift Account Number 18

21 Cash Advance Tab In the Cash Advance tab, you can enter the information required to request a cash advance. A cash advance can be requested for a university business trip or a university sponsored event. Employees and USC students on payroll status are eligible for cash advances. To request a cash advance for a trip: 1. In the Cash Advance type field (choose Trip) Under Trip Information - Insert the Trip Begin date - Insert the Trip End date To request a cash advance for an event: 1. In the Cash Advance type field (choose Event) Under Event Information - Insert the Event date - Insert the number of persons 19

22 Award / Fellow / Stipend / Student Aid Tab 1. To provide information about your award, fill out all applicable fields. a. For Fellowships/Stipends, enter the Award Period or the Award Begin Date and Award End Date. 1) You may input the dates by clicking. 20

23 Pre-Disbursement Processor Status Tab Disbursement Voucher Pre-Disbursement Processor Status In the Pre-Disbursement Processor Status tab, no action is required. This tab will automatically populate with the PDP information below: Pre-Disbursement Processor Status PDP Extraction Date PDP Paid Date PDP Cancellation Date 21

24 General Ledger Pending Entries Tab In the General Ledger Pending Entries tab, no action is required. This tab displays the accounts that will be debited and credited (USC) for this Disbursement Voucher. 22

25 Notes and Attachments Tab The Notes and Attachments tab displays user notes, attachments, or system-generated information about the document. The tab header displays the tab title followed by a number in parentheses denoting the number of notes and/or attachments recorded. The maximum file size for attachments is 40MB and the allowable file types are txt, pdf, doc, htm, html, jpg, gif, tif. Field Descriptions Posted Timestamp = Displays the time and date when the attachment or note was posted. Author = Displays the full name of the user who has added the note or attachment. Follow the instructions below to add a note and/or attachment: 1. Enter the text in the Note Text field. 2. Click to search for the file attachment. 3. Navigate on your computer to the location of the file you want to attach. 4. Select the file and click. 5. The full path of the file that you have selected will appear in the Attached File field. 6. Click to attach the file that you have selected. 23

26 NOTE: The field box labeled Note Text is a required field when you have attached a file. It is not a required field when there is no file attached. The Note Text field is also required when you have selected Check Pickup and/or W Wire Transfer in the Payment Information Tab. 24

27 Ad Hoc Recipients Tab Person Requests Ad Hoc Group Requests The Ad Hoc Recipients tab enables the initiator, reviewers, and/or approvers to customize the routing of the DV by adding specific individuals or groups in the Kuali system as reviewers and approvers. Person Requests 1. Select the Action Requested from the dropdown menu. FYI = This is a courtesy notification. The regular routing is not interrupted if the recipient(s) do not open the DV. The DV will progress to Final status once it has received all requested approvals and acknowledgments, regardless of whether or not all FYI notifications have been opened by the ad hoc recipients. Approve = This is an action request. The recipient(s) must open the DV and indicate whether it is acceptable by clicking. The regular routing will be interrupted because the recipient(s) must take action before the DV is sent on to any other approvers defined in the routing. The DV cannot progress to Final status until all requested approvals and acknowledgements are given. Acknowledge = This is an action request. The recipient(s) must open the DV and confirm receiving it by clicking. The regular routing is not interrupted, but the DV cannot process to Final status if the acknowledgment has not been obtained, even if the DV has received all needed approvals. NOTE: Your department may require you to select a particular action request when processing a DV. Check with your supervisor if you are unsure about which type of action request to select. 2. Enter the individual s User ID in the Person field. a. You can also search for a User ID by clicking. A Person Lookup screen will appear: 25

28 1) To search for a person, enter information into the fields (i.e., Principal Name, First Name, Address, etc.). For a partial search, put in a few letters or numbers and an asterisk (*). 2) Click. Search results will display below the buttons. 3) To select a payee, click on the option for the person you want. The Person field in the Ad Hoc Recipients tab will automatically populate with the person s user name. (i.e., alexisdg): 4) Click. Ad Hoc Group Requests 1. Select Action Requested from the dropdown menu. FYI = Courtesy notification. Regular routing process is not interrupted if the recipient(s) does not open the DV. The DV will progress to Final status once all requested approvals and acknowledgments are completed, regardless of whether the FYI request(s) have cleared. Approve = Action request. The recipient(s) must open the DV and indicate whether it is acceptable by clicking. Regular routing process will be interrupted until the 26

29 recipient(s) take action. The DV cannot progress to Final status until all requested approvals and acknowledgements are given. Acknowledge = Action request. The recipient(s) must open the DV and confirm receiving it by clicking. Regular routing process is not interrupted, but the DV will not proceed to Final status until the acknowledgment has been obtained, even if the DV has received all required approvals. NOTE: Your department may require you to select a particular action request when processing a DV. Check with your supervisor if you are unsure about which type of action request to select. 2. Enter the information for the desired group in the Group Namespace and Group Name field. (See screen capture above) a. You can also search for a Name by clicking (See screen capture above). A Group Look up screen will appear: 1) To search for a person in the Group Lookup screen, enter information into the fields (i.e., Group ID, Group Name, Type, etc.). a) For a partial search, put in a few letters or numbers and an asterisk (*). 2) Click. a) Search results will display below the buttons. 3) To select a group, click on the option that corresponds with the group you would like to choose. 4) Once you have selected a group, the Namespace Code and Name field, in the Ad Hoc Recipients tab, will automatically populate with the group s user name (i.e., alexisdg). 3. Click. 27

30 Route Log Tab Future Action Requests Functionality buttons: Now that you have entered all of the necessary information for your DV, you have the options below: Submit Once all fields are filled out under each appropriate tab, and all attachments are included, click to send the DV on to the routing process. Save In the event that finishing the DV all at one time is not possible, the work done on it may be saved until a later date by clicking. It will not close the DV. Close To click on will cause the user to exit the DV. Work will not be saved unless Save is clicked first. Cancel Work on the DV can be abandoned by clicking. The DV will not be saved. Copy Clicking on will enable to user to use their current DV information in a future DV. 28

31 USER RESOURCES For Support with this system contact: Kuali Financial System Customer Support (213) x