Choosing the Correct Payment Reason Code

Choosing the correct payment reason code is crucial to the processing of a Disbursement Voucher (DV); the e-doc used to reimburse employees and nonemployees for expenses incurred while conducting Stevens business and to pay other vendors for performing a service, or providing material goods for Stevens.

The disbursement voucher may be used in situations in which a payment is not processed through another procurement method, such as requisition/purchase order or procurement card.

The payment reason code describes the purpose of the payment. Tied to each payment reason code are the required tax reporting requirements of the University.  In some cases there are no tax implications. The Payment Reason Code Table includes the codes where a TABER form (Travel and Business Expense Report) is required to be completed, approved and attached.  Please note that incomplete or incorrect information on a DV can delay payment.

 

Reimbursements can be made to either employees or non-employees. 

A completed TABER form is required for each of these reimbursements listed.

  • Use code for B for reimbursements made to employees.
  • Use code for N for reimbursements made to non-employees.
  • Use code M for moving/relocation reimbursement payments made to a University employee.

Payments for services rendered are NOT reimbursements.

  • Use payment reason code C to pay research participants.
    • These payments are considered income and are subject to tax reporting by the University. 
    • Do not pay employees with this code.
    • A participant roster is required.
  • Use payment reason code E when you have an invoice to pay for services for a vendor.
    • Do not pay employees with this code. 
    • An invoice is required.
  • Some payments for services need to be processed through the payroll department.

For example: Compensating an employee for article submission/acceptance or prizes awarded to an employee.

Please contact Accounts payable at ap@stevens.edu or call 1-201-216-5192  with questions on choosing the correct payment reason code.

Other Resources:  

For Help with:

  • Payment and Reimbursement policies and procedures contact AP … ap@stevens.edu or call 201-216-5192
  • Completing a TABER form contact the Voucher Auditor … ap@stevens.edu or call 201-216-5192
  • Preparing or processing a DV or payment request in Kuali … kualisupport@stevens.edu or call 201-216-8000