AP & Travel Forms

AP Forms

• Employee Reimbursement Request Form

  Beginning October 1, 2018, employee reimbursement requests should be submitted electronically via email or DocuSign instead of the DocuSign Form or intercampus mail.

  The preferred method of purchasing items on behalf of the university is Procard or through the requisition process.  Employee reimbursements should be utilized for those few occasions where it is impractical or not possible to make purchases through the usual purchasing processes. They should be completed within 30 days of the date of the purchase.

  Please note: Employee reimbursement requests may be denied if the purchases are unallowable expenses or they do not have the required backup documentation. Employee reimbursement requests should not be used for purchases from foreign vendors, services requiring a contract (including catering), hazardous material, furniture, used items, travel or travel related expenses (other than registration fees), or account 3012/3014/3031 reimbursements.

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   Instructions for submitting an Employee Reimbursement Request:

  1. Open the

     Employee Reimbursement Request Form

  2. Enter the Employee's Legal Name, please no nicknames, and UA ID# (3XXXXXXX)
  3. Enter the description of the purchase, please include the items purchased and their purpose
  4. Enter the fund/org/acct and amount of the purchase you would like applied to the fund/org/acct. Please ensure there is enough available budget via FGIBAVL to cover the reimbursement prior to submission. If additional accounting lines are needed please use our additional fund/org/acct form and submit it with the request.
  5. Sign and date the form
  6. Have your Dean/Director/Budget Approver sign and date the form
  7. If the reimbursement is coming from a grant, have the P.I. sign and date the form
  8. Scan original itemized receipts and required backup documentation to submit with the Employee Reimbursement Request. Itemized receipts are required, if the receipt provided does not show the item that was purchased or the proof of payment please submit a secondary document providing the information that is missing (e.g. invoice with items listed, credit card statement with purchase, etc.) Required backup documentation includes:
     • Approved UAA Representational (Rep) Expense Allowance Form for account 4008/4018/4038/8115/8210 expenses
     • List of attendees/recipients for account 8115 expenses
     • Agenda and list of attendees for account 4008/4018/4038 expenses for events like conferences, training sessions, workshops, and work sessions where attendees are required to work through a meal period
     • Proof of approval from the software vetting process for software purchases (please contact Procurement Services to initiate vetting process)
  9. Email your completed Employee Reimbursement Request Form along with your scanned itemized receipt and required backup documentation to uaa_accountspayable@alaska.edu with the email subject "ERR Employee Last Name, Employee First Name" example: ERR Doe, John  You may also submit your Employee Reimbursement Request Form with your scanned itemized receipt and required backup documentation via DocuSign to uaa_accountspayable@alaska.edu. Please use the subject "ERR Employee Last Name, Employee First Name" example: ERR Doe, John.
• Direct Pay Form
   Beginning October 1, 2018, direct pay forms should be submitted electronically via email or DocuSign instead of the DocuSign Form or intercampus mail.

  The Direct Pay Form is used for requesting payments for:

  • Petty cash or change funds
  • Refunds (not for UA tuition and fees)
  • Disbursements to UA Foundation (account 8510)
  • Student/non-employee reimbursements
  • Participant support payments
  • Research subject payments
  • Competition awards/prizes

  Please contact Accounts Payable if your payment type is not on the list and need to know how it should be paid.

  Direct pay reimbursement requests may be denied if the purchases are unallowable expenses or they do not have the required backup documentation. Direct pay reimbursement requests should not be used for purchases from foreign vendors, services requiring a contract (including catering), hazardous material, furniture, used items, travel or travel related expenses (other than registration fees).

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   Instructions for submitting a Direct Pay Form:

  1. Open the

     Direct Pay Form

  2. Enter the Payee's Legal Name (or Vendor Name), please no nicknames, and UA ID# (3XXXXXXX). If you do not know the UA ID #, leave it blank and submit the payee's current W9 with the form.
  3. Enter the Payee's Mailing Address, this is required even if the Payee is set up for Direct Deposit
  4. Enter the description of the payment. For reimbursements, please include the items purchased and their purpose. For other payments, please be specific about what the payment is for.
  5. If the payment is being expensed to account 3012 or 3014 enter the purpose/benefit to the grant
  6. Enter the fund/org/acct and amount of the payment you would like applied to the fund/org/acct. Please ensure there is enough available budget via FGIBAVL to cover the payment prior to submission. If additional accounting lines are needed please use our additional fund/org/acct form and submit it with the request.
  7. Have the Dean/Director/Budget Approver sign and date the form
  8. If the payment is expensed to account 3012 or 3014, OSP must sign and date the form
  9. If the payment is coming from a grant, have the P.I. or P.I. delegated signature authority sign and date the form. Step 7 is not necessary if the P.I. signs the form.
  10. If the payment is a reimbursement, scan original itemized receipts and required backup documentation to submit with the Direct Pay Form. Itemized receipts are required, if the receipt provided does not show the item that was purchased or the proof of payment please submit a secondary document providing the information that is missing (e.g. invoice with items listed, credit card statement with purchase, etc.) Required backup documentation includes:
      • Approved UAA Representational (Rep) Expense Allowance Form for account 4008/4018/4038/8115/8210 expenses
      • List of attendees/recipients for account 8115 expenses
      • Agenda and list of attendees for account 4008/4018/4038 expenses for events like conferences, training sessions, workshops, and work sessions where attendees are required to work through a meal period
      • Proof of approval from the software vetting process for software purchases (please contact Procurement Services to initiate vetting process)
  11. If the payment is not a reimbursement and expensed to 8210, an approved UAA Rep Expense Allowance Form, TSDF and W9 are required as backup documentation.
  12. Email your completed Direct Form along with required backup documentation to uaa_accountspayable@alaska.edu with the email subject "DP Payee Last Name, Payee First Name (or Vendor Name)" example: DP Doe, John   You may also submit the Direct Pay Form with the scanned required backup documentation via DocuSign to uaa_accountspayable@alaska.edu. Please use the subject "DP Payee Last Name, Payee First Name (or Vendor Name)" example: DP Doe, John.

   

   

   

• Representational Expense Allowance Form

  The Representational Expense Allowance Form is required for all representational expenses, which include discretionary business charges which are generally not allowable under normal procurement procedures, such as entertainment-type expenses (expenses for any activity providing hospitality, recreation, amusement, meals, or other service, benefit, or commodity generally considered entertainment), Christmas cards, office decorations, and coffee, refreshments and foodstuffs provided to employees.  Representational expenses are subject not only to the requirements of Board of Regents policy R05.02.070, but also to considerations of public perception and the appearance of impropriety.  Please refer to R05.02.070 for additional information regarding this requirement.  A completed Representational Expense Allowance form is required with all transactions utilizing the following account codes: 3008, 3018, 3038, 4008, 4018, 4038, 8115, and 8210.

  Please review the Representational Expense Allowance Guide. Board of Regents Policy R05.02.070 provides additional information regarding this policy. 

• IRS Form W-9

  The W-9 Form is required when departments would like to set up a purchase order with a vendor or when making a non-reimbursement Direct Pay to a vendor or person. If completed W-9 forms are being submitted electronically, they should be sent via secure means. 

• Authorized Signature Card

  The Authorized Signature Card Form designates individuals with direct authority and related responsibility to commit funds of the org and fund number listed on the form.  The department, school/college, center/institute or program entity is responsible for updating the authorized signature card when approval changes occur. Please review the Authorized Signature Card Instructions before submitting. 

• Stop Pay Form
  Stop Pay Form
• Taxable Status Determination Form

  Taxable Status Determination Form - Gifts, Awards, and Prizes used for gifts, prizes, and awards.

  Taxable Status Determination Form - Research Subject Payments used for payments to research subject payments.

Travel Forms

• Export License Exception TMP (Temporary Exports) and BAG Certifications

  Export License Exception TMP Certification (Temporary Exports) and BAG Certification form - PDF Version

  Please click the link above to download the certification forms for completion. A signed copy should be submitted to the Office of Research and Graduate Studies at uaa_rgs@uaa.alaska.edu for review by Dr. Helena Wisniewski, Vice Provost of Research and Graduate Studies.

  For more information on how to complete the certification form, please review the Frequently Asked Questions document.

  Please allow for a two week processing time for your Export License Exception TMP and BAG Certification forms.

• Certification Regarding the Release of Controlled Technology or Technical Data to Foreign Persons

  The Certification Regarding the Release of Controlled Technology or Technical Data to Foreign Persons in the United States should be completed and signed by the lead investigator/supervisor and department administrator, and submitted to the Office of Research and Graduate Studies at uaa_rgs@uaa.alaska.edu for review by the Vice Provost of Research and Graduate Studies.

• Mileage Report

  A Mileage Reimbursement Form with actual odometer readings along with a Google Map are required as back-up for mileage reimbursements. Also, be sure to include detailed information on the mileage report, including the locations (business or site name and city) and reason for the trip. Mileage between your home and your main or regular place of work are personal commuting expenses and are not reimbursable. Unless you have a regular place of business, you can only seek reimbursement to a temporary work location outside your metropolitan area.

  Mileage Rates:  

  Applicable Period	Rates (in cents per mile)
  2022	$0.585
  2021	$0.56

   

• Non-Employee Travel
  • Non-employee and UA student travel should be completed through Concur 
  • Independent Contractor travel is best handled as part of their contract with Procurement Service as they are traveling for their business.  

  A Concur Travel Request is required for university business travel for non-employees prior to travel commencing and travel expenses being paid. Guests should complete the UAA Guest Concur Profile Request form, while students should complete the UAA Student Traveler Concur Profile Request form.

  Our non-employee students and guests do not undergo travel training and are not familiar with the travel regulations, policies and procedures set forth by UA. Therefore, it remains the travel delegate's responsibility to manage all portions of travel for non-employee students and guests.

  Delegates are also expected to advise their non-employee travelers of UA regulations and procedures as they apply to the trip (e.g. receipt requirements, car rental rate class allowances, personal travel restrictions, etc.). Our travel regulations and procedures apply to all travelers regardless of their employment relationship with UA.

  We do not set the expectation that non-employees manage any of their travel in Concur. The only portions they are required to complete in Concur are filling out remaining profile information (e.g. TSA and emergency contacts) and students submitting the final Expense Report.

  Delegate Responsibilities

  1. Initiate profile creation and provide User Admin with required information
  2. Complete and submit the Request
  3. Book travel from the approved Request
  4. Complete the Report including make corrections if returned by the Processor. A Report should be completed and submitted within 15 days of trip completion.  
• UA Travel Card

  Employees authorized to travel for business purposes may obtain a personal UA travel card to utilize for business travel expenses while in travel status (i.e. lodging, meals, local transportation, etc.). 

  Complete the UAA Travel Application and register for Traveler Training. Training dates are updated on the Accounts Payable & Travel home page. The travel card is not and does not replace a ProCard. Cardholders should adhere to their department’s normal procurement processes for non-travel purchases. Non-cardholders should work with their department if they need monetary support before or during travel.

• Closing Travel Card Account

  A Travel Card Close Form is necessary if you would like to close a travel card.