|Purchases from another campus billing unit||IB/SB||Unless billing unit uses an alternative order form.|
| || || |
|Request a Motor Pool vehicle||RMPV||To reserve a motor pool vehicle, complete the On-Line Vehicle Registration Form.|
|Arrange for a conference, workshop, retreat or business meeting sponsored or coordinated by a University department.||REQS||Refer to paragraph 5, Business Meeting Expense vs. Business Entertainment Expense for additional information.|
|Charter aircraft or bus services||REQS|
|Establish a blanket order with any vendor including UPI/UMC for patient care services||REQS|| |
|Establish off campus dial-up networking services from DakotaCom.net.||To set up an account and receive invoices for services with DakotaCom.net.|
- Contact by phone (745-3900, option 2) or stop by (4003 E. Speedway, Suite 111) M-F, 8am - 5pm
NOTE: DakotaCom.net electronic invoices prior to 12/31/2009 can be viewed at http://www.fso.arizona.edu/isw/ by clicking on the DakotaCom.net Icon and searching by FRS Account number.
Invoices billed after 1/1/2010 can be viewed at http://www.fso.arizona.edu/isw/ by clicking on the AP Invoice Document Images Icon and searching by Dakotacom.net account/invoice number.
Invoices received after 10/1/2011 can be found in UAccess Financials.
|Independent Contractor Services||REQS||If the independent contractor is an individual or a business entity without an Employer Identification Number, attach an Independent Contractor Form. See 9.12 for complete details.|
|Moving services for new employees||DV or REQS||See section 9.14, Relocation Policy for New Employees.|
|Ordering from vendors that accept Visa, except for prohibited items (see restricted list in the Purchasing Card Manual).||Purchasing Card||See Placing an Order in the Purchasing Card Manual.|
|Postage < $1,000||DV||Generally these expenses are prepayment of postage machines and invoice/receipt is not available. Initiate a DV and contact the Accounts Payable office to issue the disbursement via firstname.lastname@example.org. A check will be issued and the department is required to return the postage receipt within 3 business days.|
|Postage > = $1,000||REQS||Requisition indicating a prepay with check should be initiated - A PO will be issued. Accounts Payable will initiate the disbursement and contact the department to pick up the check. A check will be issued and the department is required to return the postage receipt within 3 business days.|
|Registration fees (local & travel related)||REQS OR||Forward registration form to Purchasing as an attachment.|
|Purchasing Card||Reconciler codes transaction with object code 5520. NOTE: When paying for an out of state class or conference, mark the transaction as a SERVICE when reconciling in order to avoid use tax.|
|When paying for packaging supplies, merchandise, custom fees a DV should be utilized|
|EDI||Ground and air shipments made on a UA Federal Express account are billed weekly (Friday) by Federal Express by sending a file feed thru UAccess Financials (Sunday evenings) and expensed via the default UAccess Financials account number identified by the department.|
|Recruitment Advertising||Purchasing Card OR||Click here for additional information re: advertising.|
|REQS||Mark Attachments "Y" and forward Ad Copy to Purchasing.|
|Subscriptions||REQS or DV OR||If new subscription, attach order form.|
If subscription renewal, attach invoice.(3)
|Purchasing Card||State the business purpose for the subscription in the COMMENTS section of the Purchasing Card screen.|
|Business related expenses (for example, membership fees, dues, accreditation fees, business entertainment expense)||DV or REQS||Attach invoice (3).|
|Commissions and royalties||DV||Attach contract and supporting calculations.|
|Cooperating (Mentor) Teachers||DV||Attach original Cooperating Mentor Teacher form signed by the Cooperating Teacher.|
|Departmental employee awards||Process in accordance with Employee Recognition procedures .|
|Entertainers > $1,000||DV||Attach Performance Contract.|
|Entertainers < = $1,000||DV||Attach Performance Arrangement.|
|Freight and Utility Invoices (telephone, cellular phone, internet services, electric, gas, water and refuse)|
|Initiate a Disbursement Voucher (DV) in UAccess Financials and write the eDoc number on the invoice and fax to FSO/Operations @ 520 626-1243|
|REQ||Initiate an annual Requisition and fax invoices to FSO/Operations @ 520 626-1243 with the Purchase Order number indicated on the invoice.|
|Pcard||Initiate payment via Pcard and submit the invoice(s) FSO Pcard Compliance.|
|Independent Contractor Expense Only Reimbursement||DV||Attach original itemized receipts (4). (Direct payments are not allowed for fees, a REQS must be issued, see 9.12.)|
|Manuscript Reviewers who will be paid $200 or less during the calendar year.||DV||Attach the Independent Contractor Form when paying a fee and original itemized receipts (4) when reimbursing expenses.|
|Manuscript Reviewers who will be paid more than $200 during the calendar year.||REQS||Refer to 9.12 for details.|
|Moving expenses < $5000|
DV or REQ
|Offer letter required for supporting documentation of expenses along with detailed receipts.|
|Moving expenses >= $5000 but less than $25,000||DV or REQ|
A minimum of 3 written estimates must be obtained by the new employee along with the offer letter and supporting documentation of expenses along with detailed receipts.
|Moving expenses >=$25,000||DV||Direct payments are not allowed when the moving expenses will be > = $25,000, a REQS must be issued because competitive bids are required.|
|Officials for NCAA sponsored events||DV||Attach a copy of the NCAA's letter or form listing the designated officials for the event.|
|One time medical services provided by UPI/UMC||DV||Attach invoice (3)|
|Recruitment advertising billed by contracted agencies||DV||Attach invoice.(3)|
Click here for additional information re: advertising.
|Refunds to Sponsors||DV||Sponsored Projects or Financial Services Office use only.|
|Royalty and Permission Fees||DV||Attach one of the following: contract, letter of agreement, invoice or statement of distribution.|
|Scholarship awards to postdoctoral fellows and one time scholarship awards to students who are not currently enrolled||DV||Refer to section 13 for more information on payments to students.|
|Subject Pay||DV||Include SSN and home address of the individual. Exception: SSN not required if the subject will be paid <= $50 from all sources for the calendar year. See 9.12 for additional details. An Accounts Payable Subject Payment Form is required for all payments to human subjects. This form is available on e-Forms.|
|Temporary office personnel charges billed by contracted agencies||DV||Attach the invoice (3) and time sheets. Reference the Request for Quotation (RFQ) on the Disbursement Voucher.|
For additional information, such as available vendors, rates and numbers, and the current RFQ refer to: http://www.pacs.arizona.edu/temp_employment_services
|Temporary technical personnel charges billed by contracted agencies||DV||Attach the invoice (3) and time sheets. Reference the RFQ on the Disbursement Voucher|
For additional information, such as available vendors, rates and numbers, and the current Request for Quotation (RFQ) refer to: http://www.pacs.arizona.edu/temp_employment_services
|Visiting expert or guest speaker who will be paid < $600 in a calendar year and whose engagement will last < 3 days.||DV||The payee must sign the indemnity clause on the Disbursement Voucher. Attach a brochure or flyer and original itemized receipts (4) when reimbursing expenses. See 9.12 for additional details.|
|Visiting expert or guest speaker who will be paid < $10,000 in a calendar year and whose engagement will last < 14 days.||DV||The payee must sign the indemnity clause on the Disbursement Voucher. Attach original itemized receipts (4) when reimbursing expenses and the Independent Contractor Form when paying a fee and submit via the DV Cover sheet to FSO/Operations..|
|Visiting expert or guest speaker who will be paid > = $10,000 in a calendar year and whose engagement will last > = 14 days.||REQS||Refer to 9.12 for details.|
|(1) All payments made to or on behalf of nonresident aliens must have additional supporting documents.|
|(2) Subprojects will be considered one project for purposes of this section.|
|(3) The original itemized receipt or invoice should be provided to prevent duplicate payments.|
If the original is unavailable, a copy of the receipt or invoice, marked "copy" may be submitted. The unit manager is responsible for ensuring that the payee has not already been reimbursed. Some examples:
- Invoices made out to the payee or to the University
- Cash register tapes - include complete itemized receipt and circle (do not highlight) the item(s) to be reimbursed.
- Restaurant receipts - Must identify the restaurant and date of service. Business meeting and business entertainment expenses must also be supported with the general business purpose, location, and provide a list of attendees and their relationship(s) to the University of Arizona. Itemized receipts which delineate meals and drinks are required. Additionally, alcohol cannot be reimbursed on any University funds and must be deducted from the total bill along with any additional tip/tax costs included in the final bill. Tips are considered an allowable expense and should not exceed 20% of the total bill. Tips exceeding 20% of the total bill must include a written detailed business purpose explaining the determined amount. When the “total bill” includes a predetermined amount from the restaurant for gratuity, any additional tipping should not exceed 20% of the total bill.
- Phone bills - Please see 9.17 Communication Service Plans.
- Internet Purchases - The documentation should indicate what was ordered and that it was paid. For example, a paid itemized invoice would identify what was purchased and a charge card statement would show that payment was made.
|(4) Attach original itemized receipts when reimbursing expenses. If original receipts are unavailable, reimbursements will be considered a fee and will be reported to the IRS as earned income on IRS form 1099. The payee will receive a letter from Accounts Payable indicating the reportable amount.|