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AP & Travel Forms

AP Forms

  • Invoice Approval Form

    Please see Vendor Payments

  • Employee Reimbursement Request Form
    Employee Reimbursementoptional hidden text

    As of February 9, 2018, employee reimbursements should be submitted electronically. Instead of sending original receipts and/or documentation via intercampus mail, attach scanned copies.

    The preferred method of purchasing items on behalf of the university is via Procard or through the Procurement 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: For reimbursements of software purchases, separate approval must be received from Mary Beth in Procurement. Attach that approval with other backup documentation before requesting approval from AP.

     

    Instructions for submitting a reimbursement request via DocuSign:

    1. To request a reimbursement, click the Employee Reimbursement button.

    2. In the new window that appears, enter the parties required to approve your expense. The "preparer" field and the "employee" field can be the same person. For example: if you are preparing your own reimbursement form, you should enter your name and UA email twice. If you are preparing an expense reimbursement on behalf of another employee, put the employee's information in the employee section and your information in the preparer section.

    3. Click "Begin Signing" to complete the PowerForm. An email will be sent to the preparer prompting them to begin filling out the form.

    4. Complete the form. In the top, right corner,  attach scans of itemized receipt(s). If you have a completed Representational Expense Allowance form, you would attach the form in the same way you would attach a receipt. It is not necessary to also send a hard copy of the form or your documentation to AP. Do not enter a requisition into Banner, but 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 attach it to the DocuSign envelope.

    5. If you make an error and your reimbursement is denied, you will have to start over and resubmit the form. Some smaller errors can be corrected without voiding the envelope, so watch for emails from AP or other signers regarding questions or issues. It is Accounts Payable policy to void documents which have errors when the signers cannot be contacted within a 2-3 business days.

     

    If you are interested in a free UA DocuSign account, visit the OIT website for more information.

    If you need assistance with this process, check out our new FAQs page or contact us.

  • Direct Pay Form
    Direct Pay

    As of February 9, 2018, direct pay requests should be submitted electronically. Instead of sending original receipts and/or documentation via intercampus mail, attach scanned copies. 

    The Direct Pay Form is to be used when requesting: Petty cash or change funds, refunds (not for tuition & fees), UA Foundation, Disbursements, student or non-employee reimbursements. 

    Please note: For reimbursements of software purchases, separate approval must be received from Mary Beth in Procurement. Attach that approval with other backup documentation before requesting approval from AP.

     

    Instructions for submitting a Direct Pay request via DocuSign:

    1. To request a Direct Pay, click the Direct Pay button.

    2.  In the new window that appears, enter the parties required to approve your direct pay request. The "preparer" field and the "employee" field can be the same person. For example: if you are preparing your own direct pay form, you should enter your name and UA email twice. If you are preparing a direct pay form on behalf of another employee, put the employee's information in the employee section and your information in the preparer section.

    3. Click "Begin Signing" to complete the PowerForm. An email will be sent to the preparer prompting them to begin filling out the form. 

    4. Complete the form. In the top right corner,  attach scans of itemized receipt(s) or other documentation, if applicable. It is not necessary to send a hard copy of the form or your documentation to AP. Do not enter a requisition into Banner, but please ensure there is enough available budget via FGIBAVL to cover the reimbursement prior to submission. Direct pay documentation should be submitted electronically by attaching scanned copies (if applicable).If additional accounting lines are needed please use our additional fund/org/acct form and attach it to the DocuSign envelope.

    5. If you make an error and your payment is denied, you will have to start over and resubmit the form. Some smaller errors can be corrected without voiding the envelope, so watch for emails from AP or other signers regarding questions or issues. It is Accounts Payable policy to void documents which have errors when the signers cannot be contacted within a 2-3 business days.

     

    If you are interested in a free UA DocuSign account, visit the OIT website for more information. 

    If you need assistance with this process, check out our new FAQs page or contact us.

     

  • 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, and 8115.

    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 contract or purchase order with a vendor. 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 used for prizes and awards.

 

Travel Forms

 

TRAVEL Guidelines 

Employees and UA student travelers should view the Travel Guidelines to make sure a TEM report is completed for submission.

 

 

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