A document listing charges and payments that is given to a patient after an office visit

Itemized Receipt

Invoice

Proof of Payment

An original document from the merchant showing:

• Merchant's name
• Transaction date
• Amount paid
• Description of purchased item(s)
• Description of additional charges (taxes, service, delivery, etc.)
• Form of payment used
  • Credit card
  • Check

An original document from the merchant showing:

• Merchant's name
• Invoice date
• Amount billed
• Description of billed item(s)
• Description of additional charges (taxes, service, delivery, etc.)

Often needed in tandem with an invoice. The following are acceptable proofs of payment:

• Credit card sales slip
• Monthly credit card statement (when you don't have a receipt and the purchase was made with a personal credit card)
• Check - photocopy of a cancelled check (front and back)
• Airline receipt or itinerary showing traveler name, flight information, ticket number, airfare amount and form of payment
• Lodging itemized receipt showing daily expenses and form of payment
• Rental car receipt given upon car rental return (mileage in/out) and form of payment
• Anything over $75 requires a receipt
• Protect your traveler's personal information.  Before sending documents to scanning, please remove/redact the following data:
  • Social Security number (SSN)
  • Drivers’ license number or State-issued identification card
  • Passport number
  • Credit card number or debit card number in combination with any required security code, access code, or password

Type of KFS eDoc

How to Handle Supporting Documents

Disbursement Vouchers (DV)

Supporting Documents must be submitted with DV. Select one of the three options in the e-document's Image Scanning tab to attach your supporting documentation. See instructions in next section for details.

Travel Reimbursements (TR) and Entertainment Reimbursements (ENT)

Supporting Documents must be submitted with TR or ENT. Select one of the three options in the e-document's Image Scanning tab to attach your supporting documentation. See instructions in next section for details.

Purchase Requisition (REQS)

Supporting documents should be electronically attached as a PDF (5 MB max) in the notes and attachments section of the requisition. Do not send documents to scanning.

Purchase Order (PO)

Supporting documents should be electronically attached as a PDF (5 MB max) in the notes and attachments section of the requisition. Do not send documents to scanning.

PALCard Document (PCDO)

Keep supporting documents in your department. Do not send to scanning.

Expense Type

KFS eDoc Type

Required Supporting Documentation

Other Considerations

Travel Expenses

Travel Reimbursement (TR)

Itemized receipts with proof of payment are required for the following:

• Airfare: must include the ticket number
• Lodging: hotel folios or similar receipt with dates of stay, room charge, and taxes
• Car Rental: must include rental agreement number, total charge, and miles in/out
• Any other expenses that exceed $75 

• Business Purpose/Agendas: The business purpose of a trip must be clearly indicated in the Travel Reimbursement. An agenda is the preferred way to document the business purpose. If an agenda is not readily available or contains sensitive information, please detail the nature of the trip in the Business Purpose section of the reimbursement, e.g. that the trip was for a University-wide meeting of functional offices, location-based meeting of deans and directors, extended formal training session, meeting of a University-appointed committees, or a meeting of a professional association or other external organization. Failure to clearly indicate the business purpose of a trip is an audit risk for UCI and is impermissible under UC policy as it would result in the reimbursement becoming subject to income taxes.
• Package Deals: No package dealsunless they are itemized for every expense: air, car, and hotel.
• For foreign nationals: The following completed forms must be attached to the check request:
  • Copy of passport
  • Copy of I-94 stamp on visa
  • Certification of Academic Activity

Business Meetings or Entertainment

Entertainment Reimbursement (ENT)

• For reimbursements to employees of $75 or more, include either an itemized receipt or an invoice with proof of payment. Include guest full names, business affiliation and purpose of the meeting, when meals are involved.
• For payments to merchants, include an invoice or itemized receipt.
• For facility or room rentals, a rental agreement including a certificate of insurance and a signature from the purchasing department is required.

• All entertainment reimbursements require a clear description in the notes section of the ENT eDoc stating why the expense was necessary to complete university business.
• The description in the notes section should be corroborated by supporting documents such as an agenda, conference pamphlet, or other form indicating the date and location of the event.

Moving, Relocation and House Hunting

Moving & Relocation

• Offer Letter
• Exceptional Approval Letter for Academic Appointments only.
• Relocation Expense Form
• Relocation Tax Agreement
• Itemized receipt or an invoice with proof of payment.
• Airfare: must include the ticket number.
• Lodging: must include the hotel folio or similar receipt with dates of stay, room charge and taxes.

• Household, personal items and other eligible moving costs are only reimbursed at 50% for Academic appointments.
• The department may agree to pay 100% of these costs which will require an exceptional approval letter:
  • Academic Appointees: signed by the Office of the Provost and Executive Vice Chancellor.

Expense Type

KFS eDoc Type

Required Supporting Documentation

Other Considerations

Honoraria

Disbursement Voucher (DV) with reason code E

• A letter of invitation to the individual including the date of the event and amount being offered.
• A flyer of the event.
• For foreign individuals receiving an honoraria the following is required:
  • Copy of the Passport
  • Completed Glacier Information Form
  • Copy of I-94 (front and back)
  • Visa Sticker/Stamp (in Passport)
  • Certification of Academic Activity Form

• ALL payments under this category require additional approval from the dean or designated approver.

Membership, Subscriptions, and Dues

Disbursement Voucher (DV) with reason code I

• For payments to merchants, include an application showing the amount to be paid or an invoice.
• For reimbursements to employees, include an application or invoice from the merchant with proof of payment.

• PALCard is the preferred method of payment.
• Information about PALCard is available at: www.PALCard.uci.edu

Gifts and Non-Cash Awards

Disbursement Voucher (DV) with reason code U

• For reimbursements to employees, include an itemized receipt with proof of payment and recipient name list with full names.

Payment to Research Participants

Disbursement Voucher (DV) with reason code C

• Include a copy of the IRB showing the expiration date and a signed participant acknowledgement / statement form.
• If it has been determined an IRB is not required please provide the determination letter that IRB is not required.
• A completed Certification of Payment to Anonymous Persons form is required to reimburse an employee who has used personal funds.

• Please do not include Social Security numbers.
• A reimbursement made payable to the employee for the total amount to be reimbursed, should be approved by the PI (if employee is the PI, chair or dean need to approve).
• Link to policy: http://www.policies.uci.edu/policies/procs/701-03.php

Registration Fees (Not Travel Related)

Disbursement Voucher (DV) with reason code L

• For payments to merchants, include an invoice or registration application form.
• For reimbursements to employees, include an invoice or an application with proof of payment.

•  PALCard is the preferred method of payment.

Supplies and Materials (No Food or Travel)

Disbursement Voucher (DV) with reason code B

NOTE: PALCard or Purchase Order (PO) are  the preferred methods of payment

• For reimbursements to employees, include an itemized receipt or an invoice with proof of payment.
• A Payee Certification must be signed by the payee and submitted to scanning with supporting documentation.

• PALCard is the preferred method of payment.
• A thorough description of the items purchased is required in the notes section for all out of pocket reimbursements.
• An explanation of why this purchase was not made through proper purchasing methods and the urgent need for the purchase MUST be included in the Explanation.
• For purchases of more than $500 the document must be adhoc routed to Snehal Bhatt, Director of Purchasing and Risk Services, for approval. Please be sure that all department approvals have gone through before routing. The accounting reviewer will need to adhoc route the document.
• Supplies purchased for a specific event need to be processed on an Entertainment Reimbursement document and related to any other ENT documents for that event.

Fees and Employee Tuition

Disbursement Voucher (DV) with reason code P

• For payments to merchants, include an invoice or registration application form.
• For reimbursements to employees, include an invoice or an application with proof of payment.
• For tuition reimbursement, include an employee educational assistance tax determination form

Program Sponsorships

Disbursement Voucher (DV) with reason code Q

• A letter, email or invoice from the organization requesting UC's support and a description of what UC will be supporting.
• Transmittal letter on University or UCI Medical Center letterhead to the vendor must include:
  • Statement that the contribution/donation is made "on behalf of UC"
  • Name and title or occupation of the recipient must be included on the letter
  • Business justification describing how UC will benefit from making the contribution/donation
  • Amount of sponsorship or donation
• Example Transmittal Letter

• Support, Sponsor, or contribute to a specific function - such as a conference or educational/research related study.
• Payments must be paid directly to the vendor only (never as an out of pocket reimbursement).
• ALL payments under this category require exceptional approval.
• Payments under this selection may be tax reportable unless the payee is a corporation.