Disbursement Vouchers
- Nehal Gupta
- Jeremiah Macht
Disbursement Vouchers are check requests that will be created within the HuskyBuy Portal. A disbursement voucher that is under $2500 will automatically go through the workflow process.
PO Amendments/Revisions on DV’s are not allowed.
Table of Contents
Process Steps
Creating a Disbursement Voucher
To create a Disbursement Voucher (DV), you will utilize the forms within the HuskyBuy portal. Within the Payment Requests forms, choose the correct Disbursement Voucher form.
Complete this form to submit a Disbursement Voucher to Accounts Payable. Please select the correct supplier and remit to address. If the supplier, you want is not available you will have to request a new supplier. Ensure the Remit To Address matches the address in which the supplier needs the check sent to.
This DV form is intended for select goods and services as listed in the Payment Reason Code drop-down menu.
Complete the Description, Price and Commodity Code fields. Attach all supporting documents in the Internal Attachments section. Supporting documents must include the supplier name, remit address and dollar amount being paid. If you are paying an honorarium and the payment includes a reimbursement, please add a separate line with the proper object code for the reimbursement.
Once all required fields are completed, use the Actions drop-down menu in the upper right of the form to select Add and Go to Cart.
Submitting the Disbursement Voucher
Once the Disbursement Voucher (DV) has been added to the cart, access your cart to finish submitting the DV. Click Proceed to Review. Then click Assign Cart or Place Order to finish the process as you would with a requisition. The system will create a PO, but will not be sent to the supplier. An invoice will be created and will forward through workflow for any necessary approvals.
Be sure to select appropriate Reason Code and Object Code combination.
Payment Reason Code | Payment Reason Name | Payment Reason Long Description | Allowable Object Codes |
A | Utilities | Facilities Use Only - Utilities | No restrictions on expense object codes |
B | Transfers Between CT State Agencies | Transfers Between CT State Agencies | No restrictions on expense object codes |
C | Awards & Fellowships(non-student) | Awards, Prize & Fellowships(For Non-Uconn Students & Non-State Employees) | 7020, 7100 |
D | Postal Charges | Postal Charages | 6235 |
E | Refunds (Non-Employees only) Judgements | Refunds(non Employees), Judgements against Uconn | No restrictions on expense object codes |
F | Employees Refunds & Reimbs(Non-Travel) | (KFS ONLY)Employees Refunds & Reimbursements(Non-Travel) | No restrictions on expense object codes |
G | Health Cntr Reimbursements for Bond Fund | Health Cntr Reimbursements for Bond Fund Expenditures | No restrictions on expense object codes |
H | Cash,TravelAdvances,PettyCash,StudyAbrd | (KFS ONLY) Cash & Travel Advances & Petty Cash, Study Abroad | No restrictions on expense object codes |
I | Library use only | Library use only, Library Books | No restrictions on expense object codes |
J | ATHLETICS only,Tickets , Game guarantees | ATHLETICS use only, tickets for all sports, Game guarantees | No restrictions on expense object codes |
K | Fees, Visa and Work Authorizations | General Fees including Subscriptions, Membership Dues, Rental Items & Space, Visa, Licenses, Insurance Pymnts, Prkg, Student Org startup fee, Work Authorization fees. Workshops(under $2,500.00), Conferences fees (under $2,500.00), Parking, Reg(under $2,500.00), Seminars(under $2,500.00) | 6100, 6105, 6115, 6120, 6130, 6135,6140, 6200, 6205, 6210, 6215, 6220, 6225, 6230, 6235, 6236, 6240, 6242, 6244, 6246, 6248, 6280, 6283, 6252, 6254, 6256, 6260, 6265, 6270, 6275, 6275, 6280,6285, 6290, 6295, 6304, 6305, 6310, 6315, 6320, 6325, 6400, 6410, 6415, 6420, 6500, 6503, 6505, 6515, 6520, 6525, 6530 ,6840, 7005, 7045, 8325 |
L | Freight & Consolidated Billing | Freight & Consolidated Billing (FedEx, UPS, Big Y, Ready Refresh/Poland Springs) | 6256, 6290, 6505, 6525, 6710, 6711, 6760, 7125, 8305 |
M | Services Rendered/Honorariums under $2,5 | Services Rendered & Honorariums under $2,500K | 6020, 6525, 6600, 6601, 6602, 6604, 6606, 6608, 6610, 6612, 6614, 6616, 6618, 6619, 6620, 6622, 6624, 6626, 6628, 6630, 6631, 6632, 6634, 6636, 6638, 6639, 6640, 6642, 6644, 6646, 6648,6650, 6652, 6654, 6656, 6660, 6665, 6670, 6675, 6680, ,6770, 6775, 6890, 7105, 7120, 7630, 7645, 7650, 8485, 8586 |
N | Non Employee Reimbursements | Non Employee Reimbursements (Searches use "P", if include Services use "M") | No restrictions on expense object codes |
O | Catering,Hotels,Transp< 2,5. AnthonyTrvl | Catering , Hotels &Transportation(Limos & Bus Companies)under $2,500.00) Anthony Travel | 6520, 6624, 6614, 6710, 6713, 6910, 7650, 7800, 7805, 7600, 7605, 7610, 7615, 7625, 7620, 7630, 7635, 7640, 7645, 7650 |
P | Candidate Searches (reimbursements) | Candidate Searches (reimbursements) | No restrictions on expense object codes |
Q | Medical Expenses | Medical Expenses | 6400, 6420, 6632 |
R | Reserved for A/P use only | Reserved for A/P use only,UConn Foundation,Debt Pymnts. | No restrictions on expense object codes |
S | Husky One Card Payments | Husky One Card Payments | No restrictions on expense object codes |
U | Local Fund Payments (BO-700's) | Local Fund Payments (BO-700's) | No restrictions on expense object codes |
V | Rental Property | Rental Property | 6505, 6530 |
W | Minor Purchases under 2,500, Royalties | Minor Purchases(under $2500.00),Royalties,Resale,Wrk Study | No restrictions on expense object codes |
X | Advertising, Books, Publications, Photoc | Advertising (under $2,500.00), Books, Publications, Photocopying, Reprints | No restrictions on expense object codes |
Y | Sponsorships & Co-Sponsorships | Sponsorships & Co-Sponsorships | No restrictions on expense object codes |
Z | Dining Services Only | Dining Services Only | No restrictions on expense object codes |