Commonly Used Forms

(Scroll down to the form you need)

Request for Travel Form (Excel version) PDF version
This form is needed when any of the following apply:
1. An employee, student or guest of the University travels overnight,
2. An employee, student or guest of the University has DAY-ONLY travel that EXCEEDS $500,
3. Payment is made to a lodging facility,
4. 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). 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 Form (This link will take you to the Instructions page that has links for the actual forms. REASON: Travel dates determine which form is required.)
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
This form must be used for ALL reimbursement requests EXCEPT TRAVEL Reimbursement Requests.

 

Invoice for Direct Pay Request Form
This form must be used to request payment for the following:
1.  Honorarium
2.  Non-Employee Cash Awards (UMW Student Employees can be paid cash awards using this form.)
3. University Refund (Refunds are NOT the same as Reimbursements.  See the "University Refunds" section on the Direct Pay Table for details.)
4.  Direct Pay Requests that are split-coded OUTSIDE of your FOAPAL security.

 

Business Meal Approval Form
If you plan to be reimbursed for ANY meals OTHER THAN meals when traveling overnight, you must complete this form AND HAVE an ORIGINAL, DETAILED, ITEMIZED, receipt that shows items served--NOT just a total amount. (This link will take you to the Instructions page that has a link for the actual form. REASON: We want you to read the regulations regarding Business Meals to help you avoid out-of-pocket expenses.)

 

GIFT LOG FORM (Non-Cash Gifts)
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.

 

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

 

EDI Enrollment Form
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 of Change Form
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.