DV Payment Reason Codes

Disbursement Voucher (DV) Payment Reason Codes

This page provides information on the various payment reason codes on the KFS Disbursement Voucher document and when each one is to be used.

Also, refer to the instructions on processing a Disbursement Voucher document.

AFD - Agency Fund
The Agency Fund (AFD) payment reason code is used to request payment from an Agency Fund account. Please review policy PPM 330-09 for additional information about using Agency Funds. Note: Make sure to use the correct service object codes to ensure that appropriate vendors will receive tax form 1099.

Required Documentation: Appropriate supporting backup.
Restrictions: Accounts with Agency sub-fund; Object Codes with Object Sub-Types of EX, PR, SR, UT, or NC; Vendor only
APR - AP Reissue Payment
Central office use only. AP Reissue Payments are typically used for reissuing a stale dated check or other central office payments.

Required Documentation: Appropriate supporting backup
Restrictions: N/A
CAD - Research Cash Advance
The Research Cash Advance (CAD) payment reason code is used to issue advances to Principal Investigators for cash payments to human subjects or other specific situations pre-approved by Accounts Payable and/or Internal Control. All cash advances are receivable from the person receiving the funds. Documentation to reconcile the expenditures against the amount received must be submitted to Accounts Payable on a timely basis or the individual will be personally responsible for repaying the advance. Cash advances that are unreconciled for more than 120 days can be treated as income for tax purposes.
Steps to process:
1. Request approval of an advance from Internal Controls, including the estimated amount, purpose of advance, and which account/fund should be used.
2. After verifying the funding, Internal Controls will reply with an approval email, including instructions on how to reconcile expenses.
3. Initiate a DV-CAD document, attaching the approval letter from Internal Controls and charging account 3-1121560, Object code 0299, and the Project code supplied in your approval letter.

Required Documentation: Email confirmation and instructions provided by Internal Controls
Restrictions: Object 0299
CFL - Casual Farm Labor
The Casual Farm Labor (CFL) payment reason code is used for making direct payments to casual farm laborers, typically hourly and/or non-contractual workers.

Additional requirements:
This payment reason code cannot be used for independent contractors.
Disbursements of $600 or more per calendar year to the same individual will be considered taxable income and reportable on a 1099.
Individuals must be setup as a vendor and complete a I-9 or W-9 form before payment can be processed. When creating the vendor, be sure to attach any I-9 or W-9 using the "W-9 attachment" type, to ensure security of PII data.

Required Documentation: Appropriate supporting backup
Restrictions: Object 7255; Vendor only
COL - Collections Payment
Student Accounting use only. The Collections Payment (COL) payment reason code is used to process payment to collection agencies for student loan payments.

Required Documentation: Appropriate supporting backup
Restrictions: Vendor only
COM - Communication and Data Services
The Communications and Data Services (COM) payment reason code is used to pay vendors for invoices related to land-line telephone, cellular, internet, or cable television services, when the bill is in the name of the University or a department. It may not be used for the purchase of equipment. NOTE: Communications Resources is the preferred source for cell phone purchases and service. A Procurement Card can also be used to pay for cell phone service.

Required Documentation: Vendor Invoice
Restrictions: Objects 4100, 4150, 7105; Vendor only
DEA - Death Benefit
Central Payroll use only. The Death Benefit (DEA) payment reason code is used to process payments in the event of an employee death.

Required Documentation: Appropriate supporting backup
Restrictions: Objects 7400, 0500
EER - Employee Reimbursement
Employee reimbursements are NOT processed on the DV document, but as Professional Expense reimbursements in AggieExpense.
EEV - Entertainment Expense Voucher
The Entertainment Expense Voucher (EEV) payment reason code is used to pay a vendor for an entertainment-related expense that does not accept payment by credit card. Visit the EEV Information page for processing instructions. Whenever possible, vendors that accept credit cards should be paid with a UC Davis Travel card rather than the EEV/TEV. The expense can then be processed with supporting documentation in AggieExpense.

The following policies should be reviewed for compliance:
http://policy.ucop.edu/doc/3420364/BFB-BUS-79
https://ucdavispolicy.ellucid.com/documents/view/453
https://ucdavispolicy.ellucid.com/documents/view/249

Required Documentation: Entertainment Expense Form and appropriate supporting backup
Restrictions: Object codes with the EN sub-type; Vendor only
FEE - Copyright, Regulatory, Bank/License Fees
Employee reimbursements previously managed with the FEE document are now processed as Professional Expense reimbursements in the AggieExpense system.

Only vendor payments should be processed on the FEE. The Copyright, Regulatory, and Licensing (FEE) payment reason code is used when requesting a payment for an appropriate fee or license expense. These expenses are not to be confused with Memberships or Professional Licenses.

Examples include:
Copyright fees, including Use and Scan fees for art/photos
Building or use permit fees
Disposal fees
One-time licensing fees paid to regulatory agencies
Regulatory fees to foreign countries to allow researchers
Pseudo-government accreditation fees, on behalf of departments or programs (individuals should be PCL)
Royalty payments, if not covered by a PO
Miscellaneous tax agency payments, such as property tax

Required Documentation: Appropriate supporting backup
Restrictions: Objects 7790, 7215, 7700, 0500, 7950, 7240; Vendor only
FEL - Fellowship Stipend
The Fellowship Stipend (FEL) payment reason code is used for payments to support an individual's pursuit of his/her studies or related research and can include stipends for living expenses while participating in a scholarly/research activity. This category also includes payments for participation under the specific terms of a sponsored agreement, awards, or prizes to individuals in recognition of charitable, scientific, educational, artistic, literary or civic achievement, or as the result of the participant entering or being entered in a contest or being selected for the prize based on his/her actions.

Additional conditions:
Payments for currently enrolled UC students must go through Financial Aid and be paid through Banner. They cannot be paid on a Disbursement Voucher.
Non-UCD students and former UCD students are eligible for Fellowship Stipends.
Fellowship Stipends are considered reportable income to the recipient.

Required Documentation: Appropriate supporting backup
Restrictions: N/A
FRT - Freight
This payment reason should be rarely used, as most outbound shipments are to be processed in the AggieShip system. Questions should be directed to aggieship@ucdavis.edu. The Freight (FRT) payment reason code is used to pay outbound freight charges to an outside supplier for sending goods from the University that were not processed in AggieShip. These are typically paid to Federal Express, DHL, or UPS. These are not for inbound freight charges incurred when purchasing goods.
Invoice # field on the DV must be populated
Restrictions: Object 3000; Vendor only Required Documentation: Vendor Invoice
GFT - Gifts and Donations
The Gifts and Donations (GFT) payment reason code is used for cash gifts or donations paid to non-profits in accordance with PPM 260-45 and non-cash gifts purchased on behalf of employees in accordance with PPM 380-50.

For Donation requests, there are a few additional steps necessary:
Add a concise explanation of how the donation ties in with the UC Mission.
Attach a signed transmittal letter (sample) as a remittance attachment. This letter must be on UC Davis letterhead and signed by a department head or chair. It will be sent to the payee, so it should explain why we are making the donation to them. An invoice from the payee is not sufficient.

Required Documentation: Appropriate supporting backup
Restrictions: Object 7710, 8072; Vendor only
HON - Honoraria (non-employee)
The Honoraria (HON) payment reason code is used for nominal, non-negotiated payments to individuals for participation in a scholarly or academic event benefiting the mission of the University and in accordance with PPM 380-76.

Allowable activities include, but are not limited to:
Special lecture of short series of lectures
Conducting seminar or workshop of no more than 2 weeks
Musical demonstration related to Music Department instruction
Guest speaker
Appraisal of manuscript for the University Press
Non-professional medical actors

UC employees are not allowed to receive Honoraria using this type of payment document. UC employee honoraria must be processed through Payroll. Also, any negotiated payments should be processed on a service agreement through Contracting Services.

Required Documentation: Honoraria Payment Form and/or appropriate supporting backup
Restrictions: Object 7900; Vendor only
HUM - Research Participant
The Human Subject (HUM) payment reason code is used to make payments to individuals who participate in research activities. If a recipient receives more than $600 in a calendar year, all earnings are tax reportable on a 1099. NO SENSITIVE INFORMATION should be included in the document or the attachments, including SSN or health care information. Initiator should add the active Institutional Review Board (IRB) number in the Document Description field. No other information should be included in this field. Document Explanation is not required. If entered, do not include Personal Identifying Information (PII), Heath Care information, or the name of the study. If necessary to add a vendor, use the DV vendor type not the PO vendor type. Tax ID information is required to ensure proper tax reporting.

Note: For cash advances to make payments to research participants, please utilize the Research Cash Advance (CAD) payment reason code

Required Documentation: No attachments required; if added, do not include Personal Identifying Information (PII), heath care information, or the name of the study
Restrictions: Objects 7202, 720A
IMM - Immigration Visa Fee Processing
The Immigration Visa Fee (IMM) type is used to make payments to vendors for visa fees. Please see the Services for International Students and Scholars website for additional information. The recommended procedure is to pay the vendor directly.

If an employee has legal fees related to approved immigration or citizenship status, this payment reason code should be used for the reimbursement. Proof of payment, complete business explanation, and approval from the department head or dean is required for a reimbursement. Additionally, there are potential income tax implications based on the nature of the reimbursement.

Required Documentation: Vendor invoice
Restrictions: Object 7233
INS - Insurance Payments
The Insurance (INS) payment reason code is used to pay health and life insurance premiums not covered by the University's self-insurance program and deductibles or other reimbursements according to current insurance policies.

Required Documentation: Vendor invoice
Restrictions: Object 7950
MEM - Professional Membership Dues
Employee reimbursements previously managed with the MEM payment code are now processed as Professional Expense reimbursements in the AggieExpense system. Only vendor payments should be processed with the MEM code.

The Membership (MEM) payment reason code is used to pay vendors for professional membership dues and fees. All payments must be made in accordance with policy PPM 330-75. Additional requirements for this type of payment:

Brief explanation for the reason payment of fees is deemed necessary or beneficial to the University or member
Memberships must be signed by the Dean, Chair, or Vice Chancellor

Required Documentation: Membership Form from the vendor and appropriate signed approval
Restrictions: Object 7299; Vendor only
PCL - Professional Certifications and Licenses
Employee reimbursements previously managed with the PCL document are now processed as Professional Expense reimbursements in the AggieExpense system. Only vendor payments should be processed on the PCL.

The Professional Certifications and Licenses (PCL) payment reason code is used to pay vendors for various licensing, certification, and professional education assistance fees that are paid on behalf of an individual for a valid business reason.

Examples include:
Certification testing fees (CPA exam fees, medical board costs, etc.)
Individual licensing fees (drivers license, medical facility access licenses, water treatment operator license, etc.)
Fingerprint tests
Self-assessment examination fees for online testing

Required Documentation: Appropriate vendor invoice or supporting backup
Restrictions: Object 7299; Vendor only
PET - Petty Cash
The Petty Cash (PET) payment reason code is used for replenishment of petty cash accounts in accordance with PPM 330-45.

Note: Employees must be setup as a vendor to act as a Petty Cash Trustee. When setting up the employee vendor record, use their employee ID in lieu of their social security number. No W9 is required.

Required Documentation: Appropriate receipt backup
Restrictions: Vendor only
REF - Refund
The Refund (REF) payment reason code is used to issue a refund, such as a key deposit refund or Vet Med refund for prepaid services that were not necessary. Refunds are not reimbursements. A refund assumes that we have collected monies and are now paying them back. For refunds to non-vendors, either add the recipient to the vendor table first, or use Vendor ID 1000001 and enter the payee address and name. Please note, if you select Vendor ID 1000001, be sure to replace all payee fields with the correct information, including Remit to Payee Name. This option should only be used if refunding someone who is not already in the Vendor table or if you are refunding an employee.

Required Documentation: Proof of original payment to the UC
Restrictions: Object codes with AR, PY, or IN sub-types; Vendor only
REG - Registration
Employee reimbursements previously managed with the REG document are now processed as Professional Expense reimbursements in the AggieExpense system. Only vendor payments should be processed on the REG.

The Registration (REG) payment reason code is used for registration fees paid directly to a vendor for training events, conferences, or online classes, to vendors who do not accept payment by credit card. The Travel card should be used to pay conference/registration fees whenever possible. When attendance involves travel, the traveler may also pay out-of-pocket and obtain reimbursement in AggieExpense, after the event, per policy G-28.

Required Documentation: Appropriate supporting backup
Restrictions: Object 7260
RSO - Registered Student Organization
The Registered Student Organization (RSO) payment reason code is used to issue payments from a department to a student organization. The student organization must be registered with the Center for Student Involvement. To utilize this payment reason code, the payee should be set up ahead of time as an RSO vendor. Proof of the registered status should be attached to the vendor document. For individual payments, the initiator should certify in the Notes section that the payee is a registered student organization.

Required Documentation: In Notes and Attachments section, add appropriate supporting backup and certification of registered status.
Restrictions: Must use RSO vendor
SCA - Subcontractor Advance Payment
The Subcontractor Advance Payment (SCA) payment reason code is used to pay sub-recipients of awards in advance of the work being performed. An Advance account must be established and approved prior to initiating this payment type. This payment type will also route to Contracts and Grants Accounting for approval prior to disbursement.

Required Documentation: Appropriate supporting backup, including agreement number
Restrictions: Object 0299; Vendor only
SFD - Student Fellowship Expense Reimbursement
The Student Fellowship Expense Reimbursement (SFD) payment reason code is used for disbursements to students to reimburse out-of-pocket expenses related to authorized fellowship or grant expenses. Limited to active UC Davis students only. Receipts showing proof of payment and grant or fellowship documentation showing authorization of expenses are required. If student is an employee, use their employee ID. Otherwise, use vendor ID 1000058 and enter the correct payee information. Reimbursements to students for purchases made on behalf of the University should be processed on the Student Reimbursement payment reason code.

Required Documentation: Proof of purchase and payment and documentation justifying that expenses are allowed by grant/fellowship
Restrictions: Object codes with the EX subtype, Employee or Student
SRM - Student Reimbursement
The Student Reimbursement (SRM) payment reason code is used for non-travel and non-entertainment reimbursements of goods purchased by an active student on behalf of the university, for under $500. Any student reimbursements of $500 or greater must be processed on a Requisition document, after first creating the student as a vendor. Similar to Employee Reimbursement, the Student Reimbursement may only be used if there is not another more appropriate reason code available. For example, if Memberships or PCL is more appropriate, those must be used instead. If another code is more appropriate, the student may need to be set up as a vendor first.

Note: If the student is not an active employee of the University, enter Vendor ID 1000058. This will allow free-form entry of the payee's name and address. Be sure to complete all the payee fields, including Remit to Payee Name.

Required Documentation: Proof of purchase
Restrictions: Object codes with the SUPP object level, Vendor only
STR - State Tax Remittance
Central office use only. The State Tax Remittance (STR) payment reason code is used by Central Tax Accounting for payments to the CA Franchise Tax Board for state tax withholding. This Payment Reason Code can also be used by departments to process Accounts Payable approved Sales tax remittances to vendors for which a Payment Request document incorrectly accrued Use Tax. Payments to vendors for Sales tax without a corresponding Use Tax Accrual Correction Form are not allowed on this document.

Required Documentation: N/A
Restrictions: N/A
SYS - System Feed Payment
System generated only. The System Feed Payment (SYS) payment reason code is used on automatically created payments from the Disbursement Voucher nightly feed processes.

Required Documentation: N/A
Restrictions: N/A
TEV - Travel Expense Voucher
The Travel Expense Voucher (TEV) payment reason code is generally used when a vendor bills the university directly for travel-related expenses. In this case, the TEV payment reason code is used to process a payment directly to the vendor, not to an employee or non-employee traveler. Travel expense reimbursements must be in accordance with BFB G28 and BFB G13 and other applicable policies listed on the UC Davis Travel website. Visit the TEV Information page for processing instructions. Complete the appropriate Travel Expense Form or Moving and Relocation Form located on the Travel Forms website.

Required Documentation: Appropriate supporting backup, including receipts, attendee lists, etc.
Restrictions: Object codes with the TR and RM sub-types; Vendor only
UTL - Regulated Utility Services
The Regulated Utility Services (UTL) payment reason code is used to pay vendors that won't accept the Procurement Card for regulated utility invoices. In general, the Procurement Card should be used for payment of utility payments. The most common examples include recurring electricity, gas, water/sewer, and garbage service fees. The invoice from the utility provider should be included as a Supporting Backup attachment.

Restrictions: This reason code should not be used for payments to telephone, cellular, or internet providers. It should not be used for solar energy purchases. It should not be used for rentals or one-time purchases of disposal services, such as dumpsters.

Required Documentation: Vendor invoice
Restrictions: Object 5200, 5220, 5230, 7311; Vendor only