Accounts Payable Forms
Employee Reimbursement Request Form
The preferred method of purchasing items on behalf of the university is via Procard or through the Procurement process. Employee reimbursements should be done infrequently for those few occasions where it is impractical or not possible to make purchases through the usual purchasing processes.
To request reimbursement, complete all fields of the Employee Reimbursement Request Form, attach the original itemized receipt(s) and, if applicable, a completed and approved Representational Expenditures Form. Send this form with appropriate approvals to Accounts Payable (routing through Grants & Contracts, if applicable). 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 Form
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. Do not enter a requisition into Banner. Send this form with appropriate approvals and backup up to Accounts Payable (routing through Grants & Contracts, if applicable) for processing.
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.
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.
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Travel Authorization Form For Non-Employees
The Travel Authorization Form for Non-Employees is required to be completed for university business travel for non-employees prior to travel commencing and travel expenses being paid. Independent Contractor travel is best handled as part of their contract as they are traveling for their business. Employee and UA student travel should be completed through TEM (see the UA Travel Website for additional information).
Travel Expense Report for Non-Employees
A Travel Expense Report is required for all travel conducted under a travel authorization form, including travel for which all expenses are paid directly by the university. The travel expense report should be completed and submitted to Travel for processing within 15 days of trip completion. Employee and UA student travel should be completed through TEM (see the UA Travel Website for additional information).