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Non-PO Payments

A Disbursement Voucher is used to make payments in specific situations when a PO is not appropriate or needed due to the specific reason for the payment.

Document Type Code: DV


Purpose

The Disbursement Voucher (DV) document is used to make payments not related to the procurement of goods or services. Some examples of use include: permitting fees, outbound freight, research participants, memberships, and honoraria (for non-university individuals). The DV is also used for travel or entertainment-related expenses that are not paid through the campus AggieTravel system, such as payments direct to vendors.

For payment against a Purchase Order (PO), the Payment Request (PREQ) document is used.

For most reimbursements to an employee for professional expenses (those not covered by our Travel or Entertainment policy), please use the AggieTravel system, report type 9. Professional Expenses. A DV document may be used for specific expenses that are not available in AggieTravel.


Special Note Regarding Honoraria Payments:

Effective July 1, 2018, the use of State General Funds for payment of honoraria to non-employees on the Disbursement Voucher (DV) will no longer be permitted. When processing a DV with a payment reason code of “HON," you will not be allowed to use an account with a sub-fund group type of G (State General Funds).


Standard Routing/Workflow

Role

Action

Initiator Save or Submit
Fiscal Officer/Account Delegate Approve/Disapprove
Organization Review (optional) Approve/Disapprove
Accounts Payable or Tax Accounting (depending on the payment reason code) Approve/Disapprove