Disbursement Voucher Certification
***UPDATED JULY 22, 2019***
Disbursement Vouchers have been replaced by BUY.IU Check Requests, with the exception of employee and student Out of Pocket Reimbursements. Those are processed in Chrome River.
IU is in the process of implementing a new purchasing system called BUY.IU. BUY.IU will eliminate the need for the DV document in KFS. Based on current implementation timelines, DVs will be deactivated in June. As such, we have updated the requirements for becoming DV Certified.
All KFS users who need to initiate Disbursement Vouchers (DVs) must obtain certification. To be granted DV initiator access, candidates must:
- Have KFS access. DV access can only be provisioned to KFS users.
- Pass the DV Certification Quiz.
The quiz consists of 20 multiple choice, true/false, and matching questions. The quiz is open book and untimed. A score of 80% or better is considered passing. Staff may take the quiz as many times as necessary to attain a passing score.
To gain access to the DV Certification Quiz in Canvas, contact the FMS Training Team.
Newly certified DV initiators must have KFS access before DV initiator access can be granted. After passing the quiz, please allow 4-5 business days for DV initiator access to be granted.
Frequently Asked Questions
Who needs to certify?
Anyone who will ever need to initiate any DV for any purpose must obtain certification. This includes anyone who may need to initiate a DV for a colleague on vacation or out of the office unexpectedly. Temporary DV initiator access cannot be given in emergency situations. Please plan ahead and have contingencies in place.
Who does NOT need to certify?
KFS users who only review and approve DVs do not need to obtain certification. These users will still be able to search for, open, and take action on DVs.
The Disbursement Voucher is a complex document with significant risk exposure. DVs are, by design, more flexible than other payment options at IU, but to maintain the DV's flexibility while avoiding penalties and fines levied against IU, initiators must follow extensive rules. The certification is in place to provide DV initiators with the knowledge and resources needed to minimize risk, while also ensuring accurate and timely payment to our payees.
Will I have to re-certify next year?
No. DV certification is a one-time-only requirement.
I still have more questions!
Not a problem. Contact FMS Training and we'll be happy to help guide you through the process.