Faculty Resources: Instructions for Creating a Disbursement Voucher (Check Request)

Log in to Kuali: click here
In Transactions window, choose Disbursement Voucher from Financial Processing menu.
*Required fields

Document Overview Tab

3. *Payee ID: Click magnifying glass
- Payment Reason Code/select appropriate category
- Vendor Name – enter asterisk/ last name/asterisk (*Sheehan*) and click search (no need to fill out any other field here)
- Of records found, click on "return value" for appropriate vendor. (If more than one address click "return value" again for desired mailing address.)
- Two choices appear, either PURCHASE ORDER or REMIT. Most faculty are requesting a reimbursement, so click on "return value" for this choice. This brings you back to the main screen, and the address will now be pre-populated.
4. * Check Amount: Enter reimbursement total
5. *Payment method – always P-Check/ACH
6. *Check Stub Text – text entered will appear on reimbursement check stub. You can use the same description as you used for the Description in the Document Overview Tab

7. *Chart – always HC
8. *Account Number – check magnifying glass, can either
- a. Enter Chart code – HC + Account Name OR
- b. Visit eKuality, search for KFS accounts using the ADMIN system Department code (accounts), Control F – search keyword or old account number -> will return search with new Kuali account number.
9. *Object Code
- Search for KFS Income and Expense Object Code using the ADMIN system account; Control F – search keyword or old object code -> will return search with new Kuali object code.
10. *Amount – Enter total to be charged to specific line's account number and object code. CLICK add (add=SAVE in Kuali) (Notice that after the fields are populated, descriptions will be shown so that one can check for accuracy.)
11. *Invoice Number – No specific requirement other than some text/number needs to be entered, can be random set of letters/numbers OR short description
All other tabs can be used on an as-needed basis, but you may find some of the following helpful
- Notes and Attachments – one can scan and upload receipts as one PDF (remember to click ADD to save file upload).