How Do I Upload Support Doc for Cost on Legal X

For Travel Reimbursements, Amusement Reimbursements, Moving & Relocation, & Disbursement Vouchers

Whether yous are submitting an amusement reimbursement (ENT), travel reimbursement (TR), or disbursement voucher (DV), yous will need to send your supporting documentation to be scanned. The guide below volition help you determine what receipts, invoices, or proofs of payment you need to submit to be reimbursed in a timely style.

Contents

• Common Types of Supporting Documentation
• Determining if Supporting Documents Need to be Scanned
• The Image Scanning Tab: Supporting Documentation for DV and TR
• Required Supporting Documents by Expense Type
  • Travel and Amusement Direction
  • Disbursement Vouchers

Related Guides:

• Additional and Exceptional Approvals for Travel, Business Coming together, and Entertainment Expenses
• Document Retentiveness for Accounting
• Disbursement Voucher Payment Reason Codes

Common Types of Supporting Documentation

The most common types of supporting documents are receipts, invoices, and proofs of payment. Here's the information that should be included on each:

Itemized Receipt	Invoice	Proof of Payment
An original document from the merchant showing: Merchant's name Transaction appointment Corporeality paid Clarification of purchased detail(due south) Description of additional charges (taxes, service, delivery, etc.) Course of payment used Credit card Check	An original certificate from the merchant showing: Merchant'south proper name Invoice appointment Amount billed Description of billed particular(s) Clarification of boosted charges (taxes, service, delivery, etc.)	Oftentimes needed in tandem with an invoice. The post-obit are acceptable proofs of payment: Credit carte sales sideslip Monthly credit carte du jour statement (when y'all don't have a receipt and the buy was made with a personal credit card) Check - photocopy of a cancelled check (front and dorsum) Airline receipt or itinerary showing traveler name, flight information, ticket number, airfare corporeality and form of payment Lodging itemized receipt showing daily expenses and form of payment Rental car receipt given upon machine rental return (mileage in/out) and form of payment Annihilation over $75 requires a receipt Protect your traveler'southward personal information. Earlier sending documents to scanning, delight remove/redact the following data: Social Security number (SSN) Drivers' license number or State-issued identification bill of fare Passport number Credit card number or debit card number in combination with any required security code, access code, or password

Determining if Supporting Documents Need to be Scanned

The table below lists common types of electronic fiscal documents (eDocs) that can be created in the Kuali Fiscal Organization and
indicates whether supporting documents need to be scanned for each.

Type of KFS eDoc	How to Handle Supporting Documents
Disbursement Vouchers (DV)	Supporting Documents must be submitted with DV. Select i of the iii options in the eastward-document'southward Epitome Scanning tab to attach your supporting documentation. See instructions in adjacent section for details.
Travel Reimbursements (TR) and Entertainment Reimbursements (ENT)	Supporting Documents must be submitted with TR or ENT. Select i of the three options in the eastward-certificate's Image Scanning tab to adhere your supporting documentation. See instructions in side by side section for details.
Purchase Requisition (REQS)	Supporting documents should be electronically attached equally a PDF (5 MB max) in the notes and attachments section of the requisition. Do not send documents to scanning.
Purchase Society (PO)	Supporting documents should exist electronically attached as a PDF (5 MB max) in the notes and attachments section of the requisition. Do non send documents to scanning.
PALCard Document (PCDO)	Keep supporting documents in your section. Do not send to scanning.

Uploading Supporting Documents with the Image Scanning Tab

The Epitome Scanning tab in DV, PREQ, and TEM documents includes 3 sub-tabs for handling supporting documents. You can utilise ane or any combination of these options:

• Upload Browse Document

Y'all can utilise this option to directly upload images of your supporting documents to FileNet. This is the fastest and most reliable way to adhere supporting documents to your reimbursement. Hither are some tips:

• • You cannot upload files until the KFS document has been saved or submitted.
  • Make sure that sensitive or personal information is redacted. Files cannot exist deleted after they are uploaded.
  • Scan or photograph your documents into one of the post-obit file formats: .pdf, .jpg, .jpeg, .bmp, .png, .tiff, or .tif.
  • Become to the Image Scanning tab and click the Browse push to select the image from your computer.
  • Click the Upload File button to upload your prototype to FileNet. No coversheet is needed.
  • The Notes and Attachments Tab should never be used to upload items to a TEM or DV e-document.

• Link to Scan Document

If your supporting documents were scanned into a TEM or DV e-document that was subsequently disapproved, link that disapproved eDoc to the new ane. Enter the certificate number of the disapproved document into the field in this section. Notation: You cannot link DVs to TEM e-documents and vice versa. Linked e-documents must be from the same module.

Viewing Supporting Documents

Afterward images are in FileNet, check them for quality and clarity. Images are accessible in FileNet as shortly every bit they are uploaded. Image files announced every bit a single prototype folio.

If you lot accept difficulty scanning or photographing your documents into a digital format, you should contact the OIT Help Desk-bound or seek technical assistance from your unit of measurement. If you see an error while uploading the file, contact the KFS Aid Desk and include a screenshot of the error bulletin. Documents that are in the Pending Scanning route log node and have images uploaded will advance in workflow merely at preset batch processing times (afternoon and overnight).

Retention of Documents Uploaded to FileNet

Receipts and other supporting documents uploaded to FileNet are considered original documents and volition exist retained in compliance with UCOP Certificate Retention Policies. According to UC policy, each section is the office of record for its supporting documents. It is therefore the responsibility of the department to make up one's mind whether storage of original documents on FileNet is sufficient to ensure compliance or if paper records should as well be retained locally. At minimum, the Accounting Department recommends retaining supporting documents until the KFS document is last, has hit the ledger, is paid out, and has been reconciled.

See the Document Retention for Accounting Guide for more information.

Required Supporting Documents past Expense Type

For each of the types of expense listed in the tabular array beneath, you will need to send the indicated support documents to Certificate Services to exist scanned or upload items to the Paradigm Scanning tab. These documents are needed for Accounts Payable staff to insure compliance with university policies and for various auditors to conduct their audits. If you don't have a required document, you will need to get exceptional approval. Also, go along in mind that your department may have more stringent receipt requirements than those shown in the following table.

Travel and Effect Direction

Expense Blazon	KFS eDoc Blazon	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 like receipt with dates of stay, room charge, and taxes Car Rental: must include rental understanding number, full 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 fashion to document the business concern purpose. If an agenda is not readily bachelor or contains sensitive information, delight detail the nature of the trip in the Business Purpose department of the reimbursement, e.m. 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 person association or other external organization. Failure to clearly indicate the business organisation 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. Parcel Deals: No package deals unless they are itemized for every expense: air, car, and hotel. For foreign nationals: The following completed forms must be fastened to the check request: Copy of passport Copy of I-94 stamp on visa Certification of Academic Activity
Business organisation Meetings or Entertainment	Entertainment Reimbursement (ENT)	For reimbursements to employees of $75 or more than, include either an itemized receipt or an invoice with proof of payment. Include guest total 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 document of insurance and a signature from the purchasing department is required.	All entertainment reimbursements require a clear clarification in the notes section of the ENT eDoc stating why the expense was necessary to complete university business organisation. The clarification in the notes section should be corroborated past supporting documents such as an agenda, conference pamphlet, or other form indicating the date and location of the event.
Moving, Relocation and Business firm Hunting	Moving & Relocation	Offer Letter Exceptional Approval Letter for Academic Appointments just. Relocation Expense Grade Relocation Taxation 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 just reimbursed at 50% for Academic appointments. The department may concur to pay 100% of these costs which will crave an infrequent approval letter: Bookish Appointees: signed past the Office of the Provost and Executive Vice Chancellor.

Disbursement Vouchers

Expense Type	KFS eDoc Type	Required Supporting Documentation	Other Considerations
Honoraria	Disbursement Voucher (DV) with reason lawmaking 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 Re-create of I-94 (front and back) Visa Sticker/Stamp (in Passport) Certification of Bookish Activity Grade	ALL payments under this category require boosted approval from the dean or designated approver.
Membership, Subscriptions, and Dues	Disbursement Voucher (DV) with reason lawmaking 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. Data about PALCard is available at: world wide web.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 Enquiry 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 non required please provide the determination letter that IRB is not required. A completed Certification of Payment to Bearding Persons form is required to reimburse an employee who has used personal funds.	Please do not include Social Security numbers. A reimbursement fabricated payable to the employee for the full amount to be reimbursed, should be approved by the PI (if employee is the PI, chair or dean demand 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 lawmaking L	For payments to merchants, include an invoice or registration application course. For reimbursements to employees, include an invoice or an awarding with proof of payment.	PALCard is the preferred method of payment.
Supplies and Materials (No Food or Travel)	Disbursement Voucher (DV) with reason lawmaking B Note: PALCard or Buy Guild (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 past the payee and submitted to scanning with supporting documentation.	PALCard is the preferred method of payment. A thorough clarification of the items purchased is required in the notes section for all out of pocket reimbursements. An explanation of why this purchase was not fabricated through proper purchasing methods and the urgent demand for the purchase MUST be included in the Explanation. For purchases of more than $500 the document must be adhoc routed to Snehal Bhatt, Managing director of Purchasing and Risk Services, for approval. Delight be sure that all department approvals take gone through before routing. The accounting reviewer will need to adhoc route the document. Supplies purchased for a specific event need to exist processed on an Entertainment Reimbursement certificate and related to whatever other ENT documents for that event.
Fees and Employee Tuition	Disbursement Voucher (DV) with reason lawmaking P	For payments to merchants, include an invoice or registration awarding form . For reimbursements to employees, include an invoice or an application with proof of payment. For tuition reimbursement, include an employee educational aid revenue enhancement decision form
Program Sponsorships	Disbursement Voucher (DV) with reason code Q	A letter, email or invoice from the organisation requesting UC's support and a description of what UC will be supporting. Transmittal letter on University or UCI Medical Centre letterhead to the vendor must include: Statement that the contribution/donation is fabricated "on behalf of UC" Proper name and title or occupation of the recipient must exist included on the letter Business justification describing how UC will do good from making the contribution/donation Amount of sponsorship or donation Example Transmittal Letter of the alphabet	Back up, Sponsor, or contribute to a specific function - such equally a conference or educational/inquiry related study. Payments must be paid directly to the vendor only (never equally an out of pocket reimbursement). ALL payments under this category require exceptional approval. Payments under this choice may be tax reportable unless the payee is a corporation.

Have more than questions well-nigh supporting documentation?

For aid with any of the above information, please contact Accounts Payable at travel-accounting@uci.edu.

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Source: https://accounting.uci.edu/supportingdocs/index.html

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