Forms

To return merchandise purchased via Arizona BuyWays

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.

To provide justification of Blanket Order purchases.

(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.

To establish a Change Fund Custodial Agreement when establishing a change fund in a department.

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.

To disclose or determine a conflict of interest between employees and suppliers/vendors.

Required to be completed by an End User or Principal Investigator with purchases using federal funds. 

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.

To provide justification for purchases under emergency circumstances.

To be completed if compensatory employee recognition awards are to be a part of the employee recognition program

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.

This form is used to notify Property Management of the receipt of donated, loaned, or sponsor provided equipment.

For the use of University Equipment for Non-University Purposes

This form is required for transactions funded by federal grants, contracts, or cooperative agreements over $30,000. 

This form is to be used for transactions funded by federal grants, contracts, and cooperative agreements over $150,000. 

The Honorarium statement is required in order to reimburse expenses for visitors who hold certain visa types and who are not completing a Sprintax Calculus record.

(Adobe Sign) For departments to determine if an individual qualifies as an independent contractor.

(Adobe Sign) To certify that a true and complete Physical Inventory has been verified for the fiscal year.

To bill external customers who purchase and/or contract for goods or services from the University. This file is intended to be downloaded for long-term reuse and contains two types of invoice templates. The Catalog Invoice allows departments to pre-populate frequent customers and goods/services, which are compiled in the "Customers" and "Goods & Services" tables respectively. The Free-Form Invoice allows departments to freely enter all data directly onto the invoice.

(Adobe Sign) Custodial Agreement for Affiliates/DCCs

(Adobe Sign) Custodial Agreement for University Staff/Faculty

(Adobe Sign) Custodial Agreement for Graduate Students

To record the subject payments disbursed from an Operational Advance.

(Adobe Sign) To request a new Operational Advance

Handy log sheet for departments to track PCard usage. Departments may print and use this, or create their own internally following this format.

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.

To be used as documentation for missing PCard receipts only if the merchant can not produce duplicate documentation.

To apply for a new Individual or Departmental PCard.

Spreadsheet template for PCDO accounting line importing

For use by Departments to log PCard Purchase information - contains section for PCard Plus and Travel Enhancement use

To self-report a violation of PCard policy.

To request a Reconciler Workgroup, modify an existing Reconciler Workgroup, or make changes to a PCard account.

Performance Arrangement for Entertainers at University events. Use for compensation less than or equal to $1,000.

Performance Contract for Entertainers at University Events. Use for compensation greater than $1,000.

To establish a Petty Cash Fund Custodial Agreement when establishing a Petty Cash fund in a department

Use this form to report the completion of a Fabrication.

Use this form to request a pre-assigned tag for a Fabrication or Deliverable.

To import line items into Purchasing documents

Use this form to request disposal (cannibalization) of movable assets/equipment. (Adobe Sign)

To request authorization for purchase without competitive solicitation.

To assist in determining the Sole Source Justification process

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.

To figure residency for tax purposes only for non-residence aliens. Only for work done outside of the US

To request that a purchase of breeding or production animals be exempt from sales tax.

To request that a purchase of breeding or production feed be exempt from sales tax

To request that a purchase of items for the physically or developmentally disabled be exempt from sales tax. 

To request that a purchase using another ARS title code be exempt from sales tax. 

To request that a purchase of research chemicals be exempt from sales tax.

To request that a purchase of research machinery or equipment be exempt from sales tax

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

To request that a purchase of tangible personal property for resale be exempt from sales tax.

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.

To initiate a Travel Profile (SAP Concur) for a Student or Designated Campus Colleague (DCC) traveling on University business.

To estimate travel expenses.

DECOMMISSIONED. Travel Authorization Requests should now be submitted through the University Travel System. Refer to the Business Travel Start to Finish guide for additional resources.

To finalize a trip and request partial expense reimbursement.

NOTE: You must save this document to your device before filling it out. Completing this form in your web browser will result in loss of work. We recommend using Adobe Acrobat Reader to open and complete.

(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

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.

This IRS Form used to provide the University's Tax Identification Number to those who will pay the University. Form may be signed by a departmental representative having financial responsibility for University funding source(s).

Federal Taxpayer Identification Number Request. This form is used to obtain the Taxpayer Identification Number (SSN or EIN) from a vendor to whom the University will pay. Also known as a Substitute W-9.