Processing Reimbursements in Kuali with a “Disbursement Voucher

Processing Reimbursements in Kuali with a “Disbursement Voucher Quick Expense (DVQE)” document

for travel and non-travel expenses

This is a step-by-step guide for reimbursement DVQEs. The system will not submit incomplete DVQEs

and will alert you to missing items. Once you submit a DVQE, it will be routed to a member of the

business office and will be reviewed for accuracy. If you “get stuck” while processing, feel free to contact

Maricela Rodgriguez or Regina Gongoll by phone or email. They will advise you. Please remember to

always click “Add” after each entry and save the document continuously to avoid data loss. You can

process DVQEs for both personal reimbursements – when a person paid with his or her own credit card

– or travel card reimbursements. A travel card training will follow soon.

To get started:

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?(&)/6&-62)@/,(7&4'76&$2&)/6&0,%6A&B$+&:'--&2'(7&)/6&!"#$%#&'()$%&3$C"&&&

D" E$&)$&)/6&*+"&,#%($-./0&&)+$'%.*#1#234&465)'$(A&,(7&5-'58&$(&FGHI&J6'K3+;46K6()&L>;,M6-&N&O$(@

>;,M6-P&)$&36%'(&B$+;&;6'K3+;46K6()"&

The DVQE document is sectioned into tabs that group common expenses for ease of processing.

Depending on the type of reimbursement you are processing, travel or non-travel, you will find these DVQE

sections in the form:

@ F$5+K6()&?M6;M'6:&

@ J60$;)&

@ J6'K3+;46K6()&'(2$;K,)'$(&

@ Q(5'76(),-&1&=66)'(%4&

@ >;,(40$;),)'$(&&

@ R,58,%6&&

@ R6;4$(,-&G6/'5-6&&

@ #$7%'(%&,(7&=6,-4&&

@ S>=&<6641R;6@>;'01S7M,(5641O$(@TUV&<+(7'(%&&

@ E$$74&,(7&U6;M'564&LO$(@>;,M6-P&&

@ U+KK,;B&

@ S55$+()'(%&#'(64&&

@ F626;;,-1R6;'$7&!W&

@ V$(),5)&Q(2$;K,)'$(&&

@ V/658&R'58+0&&

@ >,C&

@ TU&X,(8&Y';6&>;,(426;4&&

@ <$;6'%(&Y';6&>;,(426;&&

@ R;6@F'43+;46K6()&R;$5644$;&U),)+4&&

@ E6(6;,-&#67%6;&R6(7'(%&I();'64&&

@ O$)64&,(7&S)),5/K6()4&&

@ S7&Z$5&J65'0'6()4&&

@ J$+)6&#$%&

Not all sections will have to be populated for all DVQEs, but here is a section-by-section guide to where you

need to enter information:

• 5)&+64$'.784"8(49&[&O$&,5)'$(&(66767&&

• :4;)"'&[&V-'58&$(&)/6& &)$&0;'()&$+)&,&;60$;)&#<'4"&)/6&FGHI&'4&4+3K'))67.

• :4(62+"%464$'.=$<)"6#'()$&@&6()6;&R,BK6()&Q(2$;K,)'$(&

,P E$&)$&R,B66&QFA&,(7&5-'58&$(&)/6&K,%('2B'(%&%-,44&&

You will be directed to a Payee Lookup page

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After you search for your payee, a list of Payees will populate.

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%P J6'K3+;46K6()&F6),'-4.&<'--&$+)&B$+;&X+4'(644&R+;0$46"&&

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!!A&D_!kd"&

=$&(>4$'#3/@44'($-%.!#2..

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Q(5-+76&K66)'(%&)B06&,(7&K66)'(%&7,)6

Transportation Tab

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5$KK6()4&'2&(66767"&&&

Package Tab – (Travel Packages)

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76),'-4A&760,;)+;6&7,)6A&h&$2&('%/)4&N&;$$K4A&%+64)\4&(,K64A&N&5$KK6()4A&'2&(66767"&&

Personal Vehicle –Travelers can only claim mileage when using their personal vehicle while on USC business.

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Lodging and Meals Tab

Select one:

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IC06(46&,(7&=6,-&S--$:,(56"&T('M6;4')B&F$K64)'5&LTUSP&F,'-B&=6,-&,--$:,(56&'4&,-;6,7B&0;6@0$0+-,)67"&&

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'(5-+76&)/6&(,K64&$2&06$0-6&0;646()&,)&)/6&K6,-"&>/6&3+4'(644&0 + ;0$ 4 6&K+4)&36&5-6,;-B&4),)67A&,(7&1)+.

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0;$5644"&

@ V/658&T('M6;4')B&=,C'K+K&J,)64&2$;&F$K64)'5&K6,-&,--$:,(56&

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@ <$;&Q()6;(,)'$(,-&S--$:,(56A&5/658&)/6&T"U&F60,;)K6()&$2&U),)6&:634')6"&&

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)/'4&$+)&,4&:6--&)$&+46&,4&B$+;&;656'0)"&&&

@ Q()6;(,)'$(,-&5+;;6(5B&;656'0)4&:'--&(667&)$&36&5$(M6;)67&)$&TUF&m"&&9$+&5,(&+46&?SOFS&V+;;6(5B&

V$(M6;4'$(&:634')6&/))04.11:::"$,(7,"5$K15+;;6(5B15$(M6;)6;1&,(7&'(5-+76&:')/&B$+;&;656'0)4&,&

0;'()&$+)&$2&)/6&6C5/,(%6&,4&0;$$2&OR&B$+&5,(&'(5-+76&,(B&3,58+0&7$5+K6(),)'$(&4+5/&,4&3,(815;67')&

5,;7&4),)6K6()&4/$:'(%&)/6&TUF&m&5/,;%6"&&

& &

ATM Fees/Pre-Trip/Advances/Non-USC Funding Tab

]P S>=&<664&[&B)".CDE.!"#843.E#">,)3>4"%.7$31&[&I()6;&5,4/&:')/7;,:,-&7,)6A&K6)/$7A&,K$+()A&N&-$5,-&266"&&

;P R;6@>;'0&IC06(46&J60$;)4.&O$)&+467&'(&E6;$()$-$%B&&

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,7M,(56&)$&36&46))-67"&&&&

)P O$(@TUV&<+(7'(%.&O$)&+467&'(&E6;$()$-$%B &&

@ Y/6(&+4'(%&+('M6;4')B&5,4/&2+(74&4+5/&,4&);,M6 -&5,;7 &S>=&:')/7;,: -4&,( 7&V ,4/ &S7 M,( 56&2+ (7 4A&,--&;656'0 )4&

K+4)&36&860)&,(7&4+3K'))67&2$;&;65$(5'-',)'$(&)/;$+%/&,&FGHI"&&S(B&+(+467&2+(74&:'--&(667&)$&36&;6)+;(67&

)$&)/6&X+4'(644 &?22'56 &2$;&760$4')&,(7&46))-6K6()"&&V/658&)/6&T('M6;4')B&:634')6&$(&V,4/&S7M,(564&2$;&

;64);'5)'$(4&/))04.110;$5+;6K6()"+45"67+10,BK6()41;6'K3+;46K6()415,4/@,7M,(5641&&

Goods & Services (Non-Travel) Tab

+P I()6;&($(@);,M6-&6C06(46&)B0 6A&7,)6 &N&, K $+ ()&$ 2&5-,'K "&>/ 64 6&6 C0 6 (4 64 &'(5 -+ 76 &K , )6 ;', -4&,( 7 &4+ 0 0-'6 4&2$ ;&

+('M6;4')B&3+4'(644&0+;0$464&$)/6;&)/,(&);,M6-"&&V-'58&S77"&

@ <$;&TUV&V$;0$;,)6&V,;7&Z$-76;4&?(-B&[&R-6,46&5/658&0;$06;&+46&$2&R;$5+;6K6()&V,;7&LR5,;7P&M4&>;,M6-&

V,;7"&Q2&B$+&,;6&,&R5,;7&/$-76;A&K,)6;',-4&,(7&4+00-'64&4/$+-7&36&0+;5/,467&$(&B$+;&R5,;7"&&

/))0.110;$5+;6K6()"+45"67+15$;05,;71+4'(%@5$;0$;,)6@5,;741&&

Summary Tab

MP R$0+-,)64&,+)$K,)'5,--B&,4&FGHI&),34&,;6&2'--67&$+)"&&V/658&)/,)&,K$+()&36'(%&;6'K3+;467&)$&6')/6;&B$+;&

);,M6-&5,;7&$;&R6;4$(,-&,;6&,55+;,)6"&&&

Accounting Lines Tab

w) Select “SC,” enter your 10-digit account #, object code, amount to allocate to account, and line

description (optional). You can allocate up to 100 account #’s.

@ Line Description is optional. However, if you prefer a specific description to show up on your

account financial transaction list, enter a brief summary description of your reimbursement (up to

40 characters’ maximum). Example: S.Robinson – Trvl to GSA 11/1. Otherwise, the standard

document description will show up. Example: Last Name, First Name-DVQE-

Contact Information Tab

CP S+)$K,)'5,--B&0$0+-,)64&:')/&'(2$;K,)'$(&$2&)/6&06;4$(&0;$5644'(%&)/6&FGHI&'(&*+,-'"&&

Check Pickup Tab

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0'58+0&-$5,)'$(&LZUV1TRVPA&6()6;&,&0/$(6&(+K36;"&&>/'4&'4&)/6&0/$(6&(+K36;&B$+&:'--&0;$M'76&,)&TUV&

F60,;)K6()4&$2&X+4'(644&U6;M'564&:/6(&B$+&0'58&+0&)/6&5/658"&&&

U.S. Bank Wire Transfer Tab

jP T467&:/6(&B$+&46-65)&Y';6&0,BK6 ( )&K6)/$7 "&&<'--&$+)&)/6&2$--$:'(%&465)'$(4.&&

@ X,(8&Q(2$;K,)'$(.&J$+)'(%&hA&3,(8&(,K6&,(7&,77;644"&&&

@ X6(62'5',;B&Q(2$;K,)'$(.&X6(62'5',;B&(,K6A&,55$+()&(+K36;&,(7&,&;626;6(56"&&

@ O$)6&)/,)&7$K64)'5&:';6&);,(426;4&,;6&O?>&06;K'))67&,(7&,;6&0;$564467&4$-6-B&,)&)/6&7'45;6)'$(&$2&

F'43+;46K6()&V$();$-"&&&&

Foreign Wire Transfer Tab

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@ Y';6&Q(2$;K,)'$(.&:';6&,K$+()A&5+;;6(5B&L:';6&,(7&($(@TUFP&,(7&5$(M6;)67&,K$+()"&&

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@ X6(62'5',;B&Q(2$;K,)'$(.&X6(62'5',;B&(,K6A&,(7&,77;644A&5$(),5)&(,K6A&0/$(6A&6K,'-&,77;644A&;626;6(56"&

@ Q()6;K 6 7 ',; B&Q( 2 $ ;K,)'$(.&X , ( 8 &( ,K6A&SXS h 1U YQ<>A&S5 5$ + ( )&h &&

@ 9$+&5,(&+46&?SOFS&V+;;6(5B&V$(M6;4'$(&:634')6&/))04.11:::"$,(7,"5$K15+;;6(5B15$(M6;)6;1&,(7&

'(5-+76 &,&0 ;'( ) &$ + )&$ 2&)/ 6 &6C 5/ , ( % 6&, 4&0 ;$ $ 2 &)/ 6&5$ (M 6;)67 &;,)6 "&&

&&&

Pre-Disbursement Processor (PDP) Status Tab

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General Ledger Pending Entries Tab – No action required. Displays information from Accounting Lines Tab.

Notes and Attachments Tab

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,(7&Y$;7&,-4$&,5560)67"&&&

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Ad Hoc Recipients Tab

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Route Log Tab

66P F'40-,B4&76),'-&'(2$;K,)'$(&,3$+)&)/6&FGHI&5;6,)'$(&,(7&:$;82-$:&4+5/&,4&S5)'$(4&>,86(A&R6(7'(%&S5)'$(4&

J6]+64)4A&,(7&<+)+;6&S5)'$(&J6]+64)4"&&&

22P <+)+;6&S5)'$(&J6]+64)4.&V-'58&$(& &)$&7'40-,B&,--&06( 7'(% &,5)'$( 4&

Functionality Buttons: Once you have entered all the necessary information for your DVQE, click Submit.

For detailed information, please visit these sites before you start a DVQE:

-Reimbursement Process and Policy: http://procurement.usc.edu/payments/reimbursements/

-DVQE Training: https://procurement.usc.edu/training/dvqe/

-Maximum Rates: Please check university maximum rates for allowable reimbursements and with your

supervisor for grant or program maximum rates

https://procurement.usc.edu/payments/reimbursements/maximum-rates/

-Miscellaneous Expense Restrictions: Please check university restrictions on miscellaneous travel and

non-travel expenses that are not permitted using university funds

https://procurement.usc.edu/payments/reimbursements/misc-expense-restrictions/