Skip to main content.

Forms

Table of Contents

Request for Travel form

Download Excel version
Download PDF version

This form is needed when any of the following apply:

  • An employee, student or guest of the University travels overnight.
  • An employee, student or guest of the University has DAY-ONLY travel that EXCEEDS $500.
  • Payment is made to a lodging facility.
  • Payment is made for a conference or registration fee where travel is involved.

This form should be completed and signed by your Department Head IN ADVANCE, PRIOR to any travel purchases. [If multiple people are traveling, in an effort to save paper, ONE Request for Travel Form may be completed for all individuals traveling.  Simply complete one Request for Travel Form for the employee travel and attach a list of travelers (indicating the traveler status as student, employee, guest, etc.) to the Request for Travel Form.] Additional signatures may be required PRIOR TO CERTAIN TRAVEL PURCHASES AS INDICATED ON THE FORM. If the traveler plans to request multiple funding sources, complete the Request for Travel Form and get all required signatures EXCEPT the FOAP manager's signature(s). After the additional funding has been granted, take the signed Request for Travel Form and get FOAP manager's signature(s). REASON: If all funding sources have not been determined, then the traveler obviously cannot get all required FOAP manager's signatures; therefore, it is reasonable to get the FOAP signatures after the funding source is identified. All signatures--other than FOAP manager's signatures--are required on the form PRIOR to any travel purchases. If purchasing an airline ticket, the "demonstrated cost analysis" MUST be completed. The "Demonstrated Cost Analysis" section of the form must show three different price comparisons; however, all comparisons can be from the same "original source." For example, Travelocity.com will show numerous airlines (sources) with various prices; you must write three possibilities and CHOOSE THE LEAST EXPENSIVE ONE! You may need multiple copies of this form; originals are not necessary.

 

travel expense reimbursement request form

Go to the Travel Expense Reimbursement Form page and based upon your date(s) of travel, choose the correct form for your reimbursement request. You will also find instructions for completing the form.
This form must be used to request reimbursement for ANY TRAVEL expenses--even a $3 parking fee, for example.  Submit the completed and signed form (along with any other necessary forms) to the Accounts Payable department at Centre Court, Suite 104.  See Travel Policies for details.

 

reimbursement request form

Download PDF version

This form must be used for ALL reimbursement requests EXCEPT TRAVEL Reimbursement Requests.

 

invoice for direct pay request form

Download PDF version

This form must be used to request payment for the following:

  • Honorarium
  • Non-Employee Cash Awards (UMW Student Employees can be paid cash awards using this form.)
  • University Refund (Refunds are NOT the same as Reimbursements.  See the "University Refunds" section on the Direct Pay Table for details.)
  • Direct Pay Requests that are split-coded OUTSIDE of your FOAPAL security

 

business meal approval form

Please read the regulations at Business Meals where you will find a Business Meal Form and information to avoid out-of-pocket expenses. If you plan to be reimbursed for ANY meals OTHER THAN meals when traveling overnight, this form must be completed and you must submit ORIGINAL, DETAILED, ITEMIZED, receipts that shows items served--NOT just a total amount.

 

gift log form (non-cash gifts)

Download Excel version

This Gift Log Form must be used for any gifts that are given from UMW. (This form is NOT to be used for employee job performance recognition; contact Human Resources for employee recognition policies.) This form is an Excel Template. Print the form and complete after printing the form. Use the second tab labeled "Log Form" at the bottom of the Excel document to print copies of the log. If multiple pages are needed, print multiple pages and complete. The form MUST be completed as directed within the policy. Read "Gift Giving Policy and Procedures" for details. This completed Gift Log Form, along with a DETAILED, ITEMIZED RECEIPT, must be submitted to Accounts Payable (AP) within 15 days from the date the gift is purchased. Any gift must be distributed within 15 days from the date the gift is purchased.

 

vendor application form

Download PDF version

This form must be completed if you wish to be a vendor for UMW.

 

edi enrollment form

Download Excel version

This form must be completed once and submitted to the Accounts Payable department at Centre Court, Suite 104. Please read the EDI information for further explanation.

edi notification change form

Download Excel version

This form must be completed if your banking information changes. Please submit the completed form to the Accounts Payable department at Centre Court, Suite 104. Please read the EDI information for further explanation.

UMW Finance Card Employee Agreements

Review the PDF version listed below for the Employee Agreement/Purchasing Agreement that best describes your particular situation. NOTE: The person who uses the UMW Finance Card MUST sign the agreement in the presence of the issuer of the UMW Finance Card. The signature of the card user is INVALID on all of these forms UNLESS SIGNED IN THE PRESENCE OF THE ISSUER OF THE UMW FINANCE CARD.

Business Meal
This link will take you to the Business Meal web site so you can read the regulations. There is a link for the Business Meal Form on the site. The Business Meal Form has a UMW Finance Card section at the bottom of the form. The UMW Finance Card section MUST be signed in the presence of the issuer of the UMW Finance Card.

Study Abroad Employee Agreement
Read Study Abroad for details.

Other Student Travel Employee Purchasing Agreement
Read Other Student Travel for details.

Banner 8 Fund Employee Purchasing Agreement
Read Agency 8 Funds for details.

Debate Coach Team Travel Employee Agreement
Read Team Travel for details.

Athletic Coach Team Travel Employee Agreement
Read Team Travel for details.

Athletics Departmental Card Purchasing Agreement
Read Athletics Departmental Card for details.

OSACS/Student Activities Purchasing Agreement
Read OSACS for details.

Campus Recreation Purchasing Agreement
Read OSACS for details.

Honor Council Purchasing Agreement
Please read Honor Council for details.

Residence Life Purchasing Agreement
Please read Residence Life for details.

departmental card issuer annual employee agreements

Cashier ANNUAL Employee Agreement
(Business Meal, Agency 8 Fund, Study Abroad, Business & Finance)

OSACS Office ANNUAL Employee Agreement
(OSACS, Campus Recreation, Honor Council)

Residence Life Office ANNUAL Employee Agreement

Athletics Office ANNUAL Employee Agreement