Procurement Services -- Forms

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Accounts Payable

Forms	When Form is Required	How to Submit	Signatures Required	Retention
Invoice Correction Form	To request any invoice correction or modification, or to notify Accounts Payable that an invoice you have received does not belong to your department.	Submit web form	Not required	Submitter should retain email until problem is successfully resolved.
Stop Payment Authorization	Used by the departments when requesting a stop payment, or a copy of a cancelled check.	Submit web form	Not required	Submitter should retain email for record.
Wire Transfer Request	To request a payment that can not be made with the Purchasing Card, or any other standard University form of payment.	Submit web form	Not required	Submitter should retain email for record.

Payment Voucher -- Information

Forms	When Form is Required	How to Submit	Signatures Required	Retention
Academic Consulting Agreement	This form is no longer required. Please use proper invoice handling and receiving procedures normally used for any type of service acquisition on the Payment Voucher or Purchase Order, as appropriate.
Approval for Honoraria	Demand payment of honoraria	Attach to Payment Voucher in the Integrated System.	Department Chair OR designee. Dean/VP if > $2,000 Payee if foreign national	Signed copy with Voucher Number, 3 years + current fiscal year
Business Meal Certification	When requesting payment or reimbursement for business meals (not travel meals).	For Petty Cash Voucher documentation only, submit as paper documentation; otherwise retain in department.	Payee Dean/VP is required for spouses and in some cases for alcohol (local funds only)	Signed original (or for Petty Cash Voucher documentation, a copy) with Voucher Number, 3 years + current fiscal year
Dean VP Designee	When Dean/VP delegates signature authority for expenditures to another person.	Send original to Accounts Payable Transactions Manager	Designee Dean/VP	Signed copy, as long as Designee still within the Department
Employee Independent Contractor	Demand payment to any individual	Attach to Payment Voucher in the Integrated System.	Payee Department Head Dean/VP or Designee	Signed copy with Voucher Number, 3 years + current fiscal year
Petty Cash Voucher	Each time custodian disburses funds from Petty Cash. Multiple forms may be submitted with one Payment Voucher requesting reimbursement, but must always be submitted within 30 days of disbursement.	Submit original as paper documentation along with print-out of the Integrated System Standard Report "UVA Payment Voucher" and itemized original receipts.	On Form: Recipient of Disbursement Petty Cash Custodian On Report: Supervisor or Department Head Other as required by type of purchase	Signed copy with Voucher Number, 3 years + current fiscal year
Travel Workbook (.xls) Use for travel occurring on or after July 1, 2008. Travel Workbook (.xls) Use for travel occurring from January 1, 2008 to June 30, 2008 Travel Workbook (.xls) For travel prior to January 1, 2008.	Reimbursement for lodging, meals, and other related expenditures incurred by ANYONE traveling on official University business.	Attach to Payment Voucher in the Integrated System, if possible. Submit as paper documentation when the Integrated System Payment Voucher is approved.	For overnight travel on state funds, Dean, Vice President, or Designee signature on Pre-Approval of Travel Estimate sheet before the expenditure. Traveler if UVA Employee Supervisor	Signed copy, 3 years + current fiscal year

Travel -- Information

Forms	When Form is Required	How to Submit	Signatures Required	Retention
Travel Workbook (.xls) Use for travel occurring on or after July 1, 2008. Travel Workbook (.xls) Use for travel occurring from January 1, 2008 to June 30, 2008 Travel Workbook (.xls) For travel prior to January 1, 2008.	Reimbursement for lodging, meals, and other related expenditures incurred by ANYONE traveling on official University business.	Attach to Payment Voucher in the Integrated System, if possible. Submit as paper documentation when the Integrated System Payment Voucher is approved.	For overnight travel on state funds, Dean, Vice President, or Designee signature on Pre-Approval of Travel Estimate sheet before the expenditure. Traveler if UVA Employee Supervisor	Signed copy, 3 years + current fiscal year
Corporate Travel Card Application (Non-Health System)	To request a Corporate Travel Card, which is a personal credit card used for travel-related expenses.	Not administered by Procurement Services. Information available from Revenue and Collections. Travel Card Coordinator
Corporate Travel Card Application (Health System - Login required)		Not administered by Procurement Services. Medical Center Employees: Travel Card Coordinator -- Application located in Health System Forms Repository

Purchasing -- Competition Guidelines

Forms	When Form is Required	How to Submit	Signatures Required	Retention
Purchase Order Change Request	When lines need to be added or changed on a PO. May not be used for LPOs.	Submit web form	Not required	In Procurement Services
Purchasing Unit Request Form (Formerly called - Purchase Location Code)	To register a new Purchasing Unit, update information for an existing one, or delete one no longer in use	Submit web form	Not required	In Procurement Services
Delivery Location Request Form	When a new Delivery Location Code (DLC) for the receipt of ordered goods is needed in the Integrated System, when address or contact information for an existing DLC needs to be changed in the Integrated System, or when an existing DLC is no longer needed.	Submit web form	Not required	In Procurement Services
Multi-color Printing	When a Purchase Order or Requisition involves the use of multi-color printing.	Attach to the Integrated System Purchase Order or Requisition, if used. For Printing Services Requisitions, forward as directed on form.	Department Head	Signed copy, 3 years + current fiscal year
Phone Quote Summary	When department wishes to submit bid quotes with requisition for consideration by Procurement Services OR To document DMBE Minority- or Woman-owned quote for LPO or Purchasing Card purchases.	Attach to Purchase Requisition in the Integrated System Retain with LPO or Purchasing Card documentation	Not required	3 years + current fiscal year
Sole Source Justification (.doc)	When requisitioning goods or services which can be supplied by only one vendor	Attach to Purchase Requisition in the Integrated System	Not required	3 years + current fiscal year

University Purchasing Card -- Information

Forms	When Form is Required	How to Submit	Signatures Required	Retention
Application Required Netbadge login	When requesting a University Purchasing Card	Submit web form	Request Department Head or Supervisor approval on form - will be routed automatically	Retention is suggested
PCard Purchasing Log - Annual Workbook May be used as a transaction log and reconciliation tool for an entire year.	Each month that card is held	Upon audit request only	Card holder Supervisor (on Purchasing Card statement rather than log if no purchases were made)	For Audit: signed original, 3 years + current fiscal year, along with signed and dated packing slips, original invoices, and receipts for each transaction
Purchasing Card Change Request Javascript MUST be enabled	To request cancellation of card(s), change the default PTAO, change the PTAO changer, increase per transaction/monthly limit, exemption from monthly transaction limit over $4999, increase transaction limit over $4999 for air/rail, or any other changes relating to your PCard.	Submit web form	For increase per transaction/monthly limit or exemption from monthly transaction limit over $4999 requests - Department Head or Supervisor approval on form - will be routed automatically	Retention is suggested

Surplus Property -- Information

Forms	When Form is Required	How to Submit	Signatures Required	Retention
Surplus Property Form Required Netbadge login -- UVa Staff Only	Whenever property of the University is to be disposed of	Submit web form	Automatically routes to Surplus Manager for approval. Optional additional approval routing also available.	Per departmental policy

Vendor -- Information Adding Vendor for PV Adding Vendor for LPO

Forms for Vendors
Forms	When Form is Required	How to Submit
The forms below require Firefox 1.5 (128 Bit Encryption) or Internet Explorer 6.0 or higher.
Vendor Registration Javascript MUST be enabled	In order to receive any non-payroll payment from the University, one-time registration is required. Vendors and individual payees in the Integrated System are on hold until registration is completed. -- paper submission will not be accepted --	Submit web form
Vendor Site Add/Update for Vendors	When a vendor needs to add or update an ordering and/or payment location in the Integrated System. Vendor may also change the preferred ordering method and/or the payment terms. -- Not for use by University departments --	Submit web form
Forms for Departments
Vendor Site Add/Update for Departments (Was known as the Vendor Change Request form)	When a UVA Department needs to add or update a Vendor Site (orderding or payment location) in the Integrated System. -- Not for use by vendors --	Submit web form
Letter of Credit (.doc) Letter of Credit (.pdf)	When vendor needs UVA's Letter of Credit information.	Fax, send hard copy, or email as attachment to vendor
UVA's W-9 Information	When vendor needs UVA's IRS W-9 information.	Fax, send hard copy, or email as attachment to vendor
Virginia Sales & Use Tax Exemption Certificate * Other States Sales & Use Tax Exemption Certificate * Required login to NetBadge	May be required by merchant when claiming the exemption from sales tax.	Present to merchant
Communications Sales and Use Tax Certificate of Exemption