Payment Reasons on the Disbursement Voucher (DV) in UAccess Financials serve multiple purposes including ensuring designated business rules programmed within the system are met, routing requirements are met based on the business needs of central administration unit, and supporting the University of Arizona reporting requirements. The following information has been created to assist users with identifying the correct Payment Reason, based on the expenditure, when creating a Disbursement Voucher. Additionally, this document provides criteria that Accounts Payable staff reviews to approve the expenditure. This information should be utilized as a reference tool only, as it is not inclusive of all scenarios that occur on the University campus, nor does it replace University of Arizona expenditure policy.
NOTE: The University Business Purpose should always be indicated in the 'Explanation field of the Disbursement Voucher' as this will expedite the review and approval of the transaction.
|Payment Reason Description
|Supporting Documentation required and Helpful Tips to support the expenditure:
|Award / Prize
|Payments made for Prizes and Awards must be made to Non-employees only. Awards may not include personal services, scholarships, or fellowship payments. For payments of Prizes and Awards to University Employees, please contact University Payroll.
|Reimbursement for out of pocket expenses to University employees and individuals who incur University business related expenses. This payment reason may not be used in lieu of the procurement process.
|Foreign Visitor Payment
|Payments made directly or on behalf of nonresident aliens/individuals who are other than U.S. citizens or Permanent Residents (green card holders). This payment reason can include business related expenses, fees for services including honorarium, royalty, etc.
|Compensation for services performed by Non-employees only. Some common object codes would include 3150, 3230, 3490. An Independent Contractor (ICON) is form required.
|Expenses incurred to recruit a prospective employee, including airfare, transportation, lodging, meals and other necessary expenses related to the job interview or recruitment process.
|Transportation of University business equipment only, such as laboratory equipment or office furniture when moving a department. Please see 9.14 Relocation policy for New Employees for handling employee moving expenses.
|Miscellaneous payments, etc.
|Prepaid Travel Expense
|Prepaid travel expenses for lodging, airfare, conference registration and car rental paid to vendors on behalf of employees and non-employees on University business.
|Refund(s) to employee, individuals, vendors, or sponsoring agencies based on monies received by the University.
|Royalties or permission fees paid for the use of or the right to use intellectual property or physical assets. Use object level code LIC for royalty/permission fees.
|Scholarships/Fellowship payments and participant support for Non-employees and Non-University students.
|Travel advances may be issued to active University employees or graduate students.
|Travel expense reimbursements for University employees, students and affiliates traveling for University business purposes.
|Payment for freight and utilities such as telephone service, internet service, etc. Use object level codes UTIL, COMM, COS and MISC for utility and freight object codes.
This list should be utilized as a training tool and is not an exhaustive list due to the unique circumstances within each department. Please consult your Financial Management fund accountant or an Accounts Payable Specialist for additional assistance.
A receipt should contain the following:
- An itemized list of what was purchased
- The amount of the purchase
- The date of the purchase
- The name of the vendor
Alcohol and related tax & tip is non-reimbursable with University funds (please see your fund accountant).
Please contact Accounts Payable at 520-621-9097 or FNSV-Accounts-Payable@arizona.edu if clarification is needed or for guidance on the proper selection of a Payment Reason in UAccess Financials.