Disbursement Voucher Certification
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.
- Attend training.
- For IUPUI staff: Disbursement Vouchers.
- For all other IU staff: Disbursement Voucher Certification Part 1 and Disbursement Voucher Certification Part 2.
- Pass the DV Certification quiz.
Training requirements differ for staff on different campuses.
Staff at IUPUI must complete Disbursement Vouchers before they will have access to the DV Certification quiz. Disbursement Vouchers is an in person training taught monthly on the IUPUI campus.
Staff at IUB, IUE, IUK, IUN, IUSB, and IUS must complete both Disbursement Voucher Certification Part 1 and Disbursement Voucher Certification Part 2 before they will have access to the DV Certification quiz. Both trainings are offered monthly, although the modality alternates between in-person (on the Bloomington campus) and as an online webinar every other month. In other words, this training is taught in person six times each year and as an online webinar six times each year.
After completing the training requirement, candidates will be granted access to the DV Certification quiz. The DV Certification quiz is hosted in Canvas, IU's learning management system. The quiz consists of 20 multiple choice and true/false questions. The quiz is open book and untimed. Effective May 17, 2018, candidates must pass the quiz in three attempts or less. Candidates who do not pass the quiz in three attempts will be required to complete Disbursement Vouchers (at IUPUI) or Disbursement Voucher Certification Part 2 (on all other campuses) a second time before re-attempting the quiz. A score of 80% or better is considered passing.
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 travel arrangers in TEM and 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. They may, however, find the certification training valuable, and are welcome to attend.
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. At this time, DV certification is a one-time-only requirement.
I work on a regional campus and want to attend the in person trainings in Bloomington. Can I do that?
Absolutely. If you would prefer not to attend the online training, you are always welcome to attend the in person training.
I've completed the training. Am I certified now?
Not yet. You still need to pass the online certification quiz. After scoring 80% or better on the online quiz and ensuring you have KFS access, you will have completed all the DV certification requirements. After passing the quiz, please allow 4-5 business days for DV initiator access to be granted.
I still have more questions!
Not a problem. Contact FMS Training and we'll be happy to help guide you through the process.