Forms
Form Name | Description | Unit/Policy | |
---|---|---|---|
Accounts Payable Subject Payment Form | Used to collect information from individuals receiving funds for participating in a University of Arizona research study program. May be used in place of an IRS form W-9 form. |
Unit/Policy | |
Award/Prize Tax Data Collection | To be used when distributing awards or prizes through a drawing not related to employee recognition. The recipient maybe an employee, student, or other affiliate. |
Unit/Policy | |
Certification for Off-Campus Use of Equipment | (Adobe Sign) To authorize the location or use of University and sponsored owned equipment in a building or site not owned or leased by the University. |
Unit/Policy | |
Change Fund Custodial Agreement - Promissory Note | To establish a Change Fund Custodial Agreement when establishing a change fund in a department. |
Unit/Policy | |
Communication Service Usage Agreement | This sample form may be used to establish an agreement about the use of communication services and equipment, such as mobile phones, pagers or internet service. The form may opened using Adobe or downloaded in Word for further editing. |
Unit/Policy | |
Cooperating Teaching Compensation | To establish payment compensation for a cooperating (Mentor) Teacher. The top portion is completed and signed by the payee and the bottom portion is completed and by the department business office to determine distribution amount. Approvals and funding are completed in UAccess Financials on the Disbursement Voucher disbursement. |
Unit/Policy | |
Employee Recognition Award Compensation Form | To be completed if compensatory employee recognition awards are to be a part of the employee recognition program |
Unit/Policy | |
Employee Reimbursement Request | To request employee reimbursement for University of Arizona active employees. This form is 'optional' if the employee prefers to sign the UAccess Financial DV Cover sheet. |
Unit/Policy | |
Equipment Receipt Form | This form is used to notify Property Management of the receipt of donated, loaned, or sponsor provided equipment. |
Unit/Policy | |
Honorarium Statement | The Honorarium statement is required in order to reimburse expenses for visitors who hold certain visa types and who are not completing a GLACIER record. |
Unit/Policy | |
Independent Contractor Form (ICON) | (Adobe Sign) For departments to determine if an individual qualifies as an independent contractor. |
Unit/Policy | |
Inventory Certification Statement | (Adobe Sign) To certify that a true and complete Physical Inventory has been verified for the fiscal year. |
Unit/Policy | |
Invoice | To bill entities outside the University. |
Unit/Policy | |
Operational Advance Custodial Agreement – Affiliate | (Adobe Sign) Custodial Agreement for Affiliates/DCCs |
Unit/Policy | |
Operational Advance Custodial Agreement – Employee | (Adobe Sign) Custodial Agreement for University Staff/Faculty |
Unit/Policy | |
Operational Advance Custodial Agreement – Graduate Student | (Adobe Sign) Custodial Agreement for Graduate Students |
Unit/Policy | |
Operational Advance Expenditure Record | To record the subject payments disbursed from an Operational Advance. |
Unit/Policy | |
Operational Advance Request Form | (Adobe Sign) To request a new Operational Advance |
Unit/Policy | |
PCard - Application and Transfer Checklist | To assist in preparation of PCard Applications and PCard Transfers |
Unit/Policy | |
PCard - Change | To request PCard Limits, number of transactions, default account number, or address information, or to add/delete enhancements |
Unit/Policy | |
PCard - Checkout Log | Handy log sheet for departments to track PCard usage. Departments may print and use this, or create their own internally following this format. |
Unit/Policy | |
PCard - Delete | To delete/cancel a Purchasing Card. Receipt confirmation email will be sent to Liaison. |
Unit/Policy | |
PCard - Department Application | To apply for a Departmental PCard with a Responsible Cardholder assignment |
Unit/Policy | |
PCard - Departmental Transfer Application | To Transfer the Departmental PCard to a different Responsible Cardholder assigned |
Unit/Policy | |
PCard - Individual Application | To apply for a PCard in the name of an employee |
Unit/Policy | |
PCard - Liaison Assignment | For a new department to join the PCard program and assign a Liaison, OR for an established department to add and/or remove a Liaison |
Unit/Policy | |
PCard - Missing Receipts Form | To be used as documentation for missing PCard receipts only if the merchant can not produce duplicate documentation. |
Unit/Policy | |
PCard - PCDO accounting line import template | Spreadsheet template for PCDO accounting line importing |
Unit/Policy | |
PCard - Purchase Authorization Form (Department) | For use by Departments to log PCard Purchase information - contains section for PCard Plus and Travel Enhancement use |
Unit/Policy | |
PCard - Reconciler/Reconciler Workgroup Assignment | To request addition/deletion of a Reconciler, to request a new Reconciler Workgroup, OR to request PCard be assigned to a different Reconciler workgroup |
Unit/Policy | |
PCard - Self-Reporting Violation form | To self-report a violation of PCard policy. Do not use for Pyramiding, Not-Reconciled, Single Established limit or Unauthorized Sharing of a PCard. Contact PCard Administration at 520-626-9091 for those violations. |
Unit/Policy | |
Performance Arrangement (<= $1,000) | Performance Arrangement for Entertainers at University events. Use for compensation less than or equal to $1,000. |
Unit/Policy | |
Performance Contract (> $1,000) | Performance Contract for Entertainers at University Events. Use for compensation greater than $1,000. |
Unit/Policy | |
Petty Cash Custodial Agreement | To establish a Petty Cash Fund Custodial Agreement when establishing a Petty Cash fund in a department |
Unit/Policy | |
Property Management Fabricated Equipment Completion | Use this form to report the completion of a Fabrication. |
Unit/Policy | |
Property Management Fabricated/Deliverable Equipment Request | Use this form to request a pre-assigned tag for a Fabrication or Deliverable. |
Unit/Policy | |
Receipt | To record receipt of funds by the University. |
Unit/Policy | |
Request Authorization to Dispose of Property (Cannibalization) | Use this form to request disposal (cannibalization) of movable assets. |
Unit/Policy | |
Substantial Presence Test | To figure residency for tax purposes only for non-residence aliens. Only for work done outside of the US |
Unit/Policy | |
Tax Exemption Certificate (AZ Form 5000 - Breeding or Production Animals) | To request that a purchase of breeding or production animals be exempt from sales tax. |
Unit/Policy | |
Tax Exemption Certificate (AZ Form 5000 - Breeding or Production Feed) | To request that a purchase of breeding or production feed be exempt from sales tax |
Unit/Policy | |
Tax Exemption Certificate (AZ Form 5000 - Items for Disabled) | To request that a purchase of items for the physically or developmentally disabled be exempt from sales tax. |
Unit/Policy | |
Tax Exemption Certificate (AZ Form 5000 - Other Deduction) | To request that a purchase using another ARS title code be exempt from sales tax. |
Unit/Policy | |
Tax Exemption Certificate (AZ Form 5000 - Research Chemicals) | To request that a purchase of research chemicals be exempt from sales tax. |
Unit/Policy | |
Tax Exemption Certificate (AZ Form 5000 - Research Machinery or Equipment) | To request that a purchase of research machinery or equipment be exempt from sales tax |
Unit/Policy | |
Tax Exemption Certificate (AZ Form 5000 - Software to Test/Assess Student Learning or to Promote Curriculum Design/Enhancement) | To request that software accessed online, rented or purchased to assess or test student learning, or to promote curriculum design or enhancement be exempt from sales tax |
Unit/Policy | |
Tax Exemption Certificate (AZ Form 5000A - Purchase for Resale) | To request that a purchase of tangible personal property for resale be exempt from sales tax. |
Unit/Policy | |
Technology Allowance Form | This completed form is required to be attached to the payment request in UAccess Employee for audit purposes, along with any other necessary documentation to support the justification of amount and approvals. |
Unit/Policy | |
Travel Assumption of Risk and Release | To be filled out when Students and Volunteers travel to countries under US State Department Travel Warnings. |
Unit/Policy | |
Travel Authorization Expense Worksheet (optional) | To estimate travel expenses. |
Unit/Policy | |
Travel Authorization Form | To authorize travel, identify trip/traveler information and exceptions. Travel to Ukraine or Russia is currently restricted due to the current conflict in these areas. Please consult with the Provost Office for guidance. |
Unit/Policy | |
Travel Expense Report | To finalize a trip and request partial expense reimbursement.
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Unit/Policy | |
Vehicle Survey Certification Statement | (Adobe Sign) To inform Property Management when a department vehicle list can be downloaded from the web app platform for processing, and to provide assurance that all corrections have been made and/or noted |
Unit/Policy | |
Vendor Information Form | Utilized by department business units to obtain required details from a vendor in order to create a PVEN vendor record in UAccess Financials. Upon creation of the vendor record, Accounts Payable will on-board the vendor with a welcome email to obtain any further information for tax reporting purposes. |
Unit/Policy | |
W-9 (to Provide University Tax ID) | IRS Form used to provide the University's Tax Identification Number to those who will pay the University. This form may be signed by a departmental representative having financial responsibility for University funding source(s). |
Unit/Policy | |
W-9 (to Request Vendor Tax ID) | Federal Taxpayer Identification Number Request. To obtain a Taxpayer Identification Number (SSN or EIN) from vendor to whom the University will pay. |
Unit/Policy |