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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 Authorized Approver.
  2. Dean/VP if > $2,000

Signed copy with Voucher Number,

Follow the Records Retention and Disposition Policy

Business Meal Certification (.doc) When requesting payment or reimbursement for business meals (not travel meals).

For Petty Cash Voucher documentation.   

For other request, can be attached to Payment Voucher in the Integrated System.

  1. Payee
  2. Supervisor
  3. 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

Follow the Records Retention and Disposition Policy

Dean VP Designee (.doc) This form is no longer required.  Approvals for Business Meals, overage amounts on lodging and meals up to the published limits included on this web site, are generally approved by the Supervisor.
Employee Independent Contractor (.pdf)

This Checklist is to be completed by the department requesting the services of an individual or sole proprietor,  The information provided on this form will be analyzed to determine whether or not the service provider is an employee or independent contractor. 

  
Attach to Payment Voucher or Requisition in the Integrated System.
  1. Payee
  2. Department Head or Authorized Approver.

Signed copy with Voucher Number

Follow the Records Retention and Disposition Policy

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

Follow the Records Retention and Disposition Policy

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. Traveler if UVA Employee or Student.
  2. Supervisor.
  3. Supervisor's Supervisor if required.
  4. Additional approval if required.

Signed copy

Follow the Records Retention and Disposition Policy