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Accounts Payable Forms

FormsWhen Form is RequiredHow to SubmitSignatures RequiredRetention
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.
Invoice Correction To request any invoice correction or modification, or to notify Accounts Payable that an invoice you have received does not belong to your department. Online Form None 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. Online Form None 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. Online Form None Submitter should retain email for record.

Payment Voucher

FormsWhen Form is RequiredHow to SubmitSignatures RequiredRetention
Approval for Honoraria (.doc) Demand payment of honoraria Attach to Payment Voucher in the Integrated System.
  1. Department Chair OR designee.
  2. Dean/VP if > $2,000
 Signed copy with Voucher Number, 3 years + current fiscal year
Business Meal Certification (.doc) 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.
  1.  Payee
  2. 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 (.doc) When Dean/VP delegates signature authority for expenditures to another person. Send original to Procurement Services - Accounts Payablepopup Transactions Manager 
  1. Designee
  2. Dean/VP
 Signed copy, as long as Designee still within the Department
Employee Independent Contractor (.pdf) Demand payment to any individual Attach to Payment Voucher in the Integrated System.
  1. Payee
  2. Department Head
  3. Dean/VP or Designee
 Signed copy with Voucher Number, 3 years + current fiscal year
Petty Cash Voucher (.doc) 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: 

  1. Recipient of Disbursement
  2. Petty Cash Custodian

On Report:

  1. Supervisor or Department Head
  2. Other as required by type of purchase
 Signed copy with Voucher Number, 3 years + current fiscal year
Travel Workbook (.xls) Reimbursement for lodging, meals, and other related expenditures incurred by ANYONE traveling on official University business.
  1. Attach to Payment Voucher in the Integrated System, if possible.
  2. Submit as paper documentation when the Integrated System Payment Voucher is approved.
  1. For overnight travel on state funds, Dean, Vice President, or Designee signature on Pre-Approval of Travel Estimate sheet before the expenditure.
  2. Traveler if UVA Employee
  3. Supervisor
 Signed copy, 3 years + current fiscal year