Business and Finance

The Direct Payment Voucher (DPV) is a multi-purpose form used to request disbursement and distribution of funds for goods and services obtained from external providers. Form completion and supporting documentation instructions, which vary by payee and payment type, are indicated throughout the form.

A wide variety of payments for goods and services may be requested with the DPV, with the exception of the following which are covered by separate policies and procedures:

Payroll	All payments to employees with the exception of expense reimbursements.
Purchase Requisition	Purchase of materials, supplies, equipment and non-employment services exceeding $10, which are provided by external vendors.
Travel Business Expenses	Reimbursement of business expenses incurred while traveling to destinations more than 50 miles outside the customary work location.
Business and Entertainment Expense	Reimbursement of business and entertainment expenses incurred while conducting business within 50 miles of the customary work location or entertaining guests of the University either within 50 miles of the customary work location or in Travel Status.

Payee/Payment Type: On the right side of the DPV form, select the first (moving from top to bottom) payee and payment type applicable to the requested disbursement and follow the documentation instructions indicated.

Social Security/Employer Identification Number: Note the social security number (SSN) or employee identification number (EIN), as requested. According to IRS regulations, penalties apply if the taxpayer's identification number and name do not match Social Security records. IRS Form W-9 is available for your use to collect name and social security number information, and to provide protection to the University and recipient from penalties and additional taxes.

Supporting Documentation: In addition to sound business practices and auditing standards, the University must comply with federal, state and local government regulations regarding taxation and informational reporting. To comply with these standards and reporting requirements, original invoices and documentation as described for each payee/payment type identified above, must be submitted with the DPV. If the original is lost and payment must be supported by a copy, the copy must be so noted and signed by the requestor.

Account(s) To Be Charged: Indicate the ten-digit account(s) to which the requested disbursement should be charged and the amount to be charged to each account. If more than three accounts are to be used, list all accounts and amounts on a DPV Account Extension Form, attach it to the DPV, and enter the total amount in the space provided on the DPV.

Wire Transfer: Check this box if a wire transfer to the payee's bank is required. A completed Wire Transfer Request Form must be attached. Additional bank charges, if any, will be charged to the account indicated. Please note that a minimum bank charge of $25.00 will be applied to foreign wire transfers.

Issue Check To: Enter the payee's correct name exactly as it appears on any supporting documentation and the address to which the check and/or tax information form should be mailed. For employees, enter the department, building and room number for inter-office mailing. For other payee types, the payee's permanent mailing address, typically home address, must be provided for tax reporting purposes. If the check should not be mailed to this address, an addressed envelope must be attached.

Check Stub Description: Enter the information that should appear on the check stub to identify the disbursement to the recipient, such as invoice number or the individual within a company or organization to whom the check should be directed. Up to thirty characters may be used. Judicious use of this field will often eliminate the need for enclosures or for further explanation.

Explanation of Charges: Provide any additional information that cannot be conveyed through use of the payee or payment type and check stub description fields, such as the purpose of the expenditure, dates of service, and the location where the services were performed, if off-campus. The business purpose of all expense reimbursements must be indicated in this section.

Requested By: Enter the name of the individual requesting the expenditure, and his/her department, building, room number, and telephone number.

Date Needed: Enter the date needed only if sooner or later than three working days after receipt in Accounts Payable. Allow sufficient advance time for required approvals. Please note that the date entered will be the date by which the check will be issued. Please allow time for mailing, if applicable.

Envelope Attached: On occasion, a department may need to personally present a check to the payee. To have a check returned to the department for distribution or mailed to a location different from the payee's address noted on the DPV, check this box and attach an addressed envelope. In addition, an envelope should be attached if bulky enclosures must accompany the check. Checks may not be routinely returned to departments.

Enclosure: If an enclosure is to be included in a window envelope with the disbursement, check this box and attach the original and one additional copy to the DPV.

Pick-Up Necessary: All checks will routinely be mailed to the address shown on the DPV or the attached envelope unless extraordinary circumstances require that the check be held for pick up in the Treasurer's Office in Salus Center. Only checks made payable to students or employees may be held for pick-up. If a check is to be held for pick up rather than mailed, check this box.

Approvals: Obtain required approvals according to University and departmental policies and forward to Financial Services (Salus Center) or the HSC Finance Office (Health Sciences Center) for review and approval. Upon approval, DPV's will be forwarded to Accounts Payable for processing.

For questions regarding the Direct Payment Voucher, contact Financial Services at 977-2345 or the HSC Finance Office at 577-8221.