For help using any new forms, please see the UITS tutorials.
- Fill out employee reimbursement form and submit form with receipts to Admin Associate for processing.
- Fill out employee reimbursement form and sign this form where indicated.
- Log into UAccess Financials and select the reimbursement tab and select Disbursement Voucher
- Fill in the electronic document description, explanation, accounting lines, etc
- Attach all original receipts, signed form and any additional business justification in the notes and attachments section.
- Submit the DV for routing.
- Accounting will review and reach out to employee if any additional information is required.
- Application for Purchasing Card
Before the application can be submitted, you will need to review the policies, take the P-Card exam as well as the Elevated Security Training. Once you have passed the pcard policy exam inform the Accounting Office that you have passed the exam and they will initiate the pcard application process. This application will begin the process of establishing a University of Arizona Purchasing Card to assist with purchases associated with University activities. A P-Card is used when ordering most operational supplies from vendors that accept Visa. Submit this form to Accounting or send any questions to Accounting via firstname.lastname@example.org.
- Purchasing Card Order Form
Form must be completed immediately after any purchase with the P-Card. The Accounting Office only has eight days from date of purchase to verify charge. Submit any receipts or Web printouts associated with charge that may display product information. Upload form to Z:\OSC PCard Transactions\FY23.
- Purchasing Card Policies
This page lists card policies as well as restricted items.
Purchase Orders and Requisitions
- Requisition Input/Authorization Form
To be completed when ordering goods or services from off-campus vendors requiring a purchase order. This form is for internal department use only. Please submit this form along with three quotes or sole source justification if purchases are over $10,000 to your Administrative Assistant for processing. If you don’t have an Administrative Assistant, please submit this form with required documentation to the Accounting Office via email to email@example.com.
- Sole Source Justification
To be used in connection with a requisition when a purchase exceeds $10,000 and should not go out to bid.
Stores Blanket Vendors
- Stores Vendors
Link to vendors that work with the University to provide necessary supplies. You may charge purchases under $10,000 directly to any University account which you are permitted to use for work-related expenses.
All official University travel activities must be authorized by the department prior to the start of the trip, even if the traveler will not be reimbursed upon return. This will ensure coverage by Risk Management in the event of an injury or accident. Travel Authorizations need to be submitted at least a week prior to departure date. Please provide any additional information you may have, such as a copy of the conference invitation, etc. Please write in the seven-digit account number in the Funding Source section of the form. The traveler does not need to sign unless requesting a travel advance.
Travel Authorization form needs to be submitted electronically. Do not open the form in the web browser however download and open the form with adobe. Once you have filled in the required information save the travel authorization form to your desktop. At the bottom of the travel authorization form there is an Adobe icon click on this and it will take you to a fillable adobe sign page. Once in the web page enter the email address for the PI/Faculty or supervisor approving your travel. The Fund Approver will be the Accounting office use the firstname.lastname@example.org email address. If you are requesting a travel advance the traveler will enter their email address in this section. Document Name should be Travel Authorization TXXXX (located on top right corner of Travel Authorization form) and last name of traveler. In Files next to each section click add file and upload each required form. Should you have any questions or require assistance please reach out to Accounting at email@example.com.
For help using any new forms, please see the UITS tutorials.
- Travel Authorization Form
How to Submit a Travel Authorization Electronically
All official University travel activities must be authorized by the department prior to the start of the trip, even if the traveler will not be reimbursed upon return. This will ensure coverage by Risk Management in the event of an injury. Please provide any additional information you may have, such as a copy of the conference invitation, etc. Please have the PI responsible for the funding of the travel sign at the bottom of this form before submitting it to the OSC accounting office. Also, this form does not have a place to indicate account number or amount of the trip. Please write in the seven-digit account number and estimated cost of the trip on the form. The traveler does not need to sign unless requesting a travel advance.
You will need to complete the international travel registry located at the following website at least 30 days prior to your departure date. You will receive a registry number that will need to be added to the travel authorization form prior to submission.If paying for travel using a federal grant you will need to abide by the Fly America Act when purchasing International Airfare. In order to see if a carrier is approved under this act you can check on the approved carriers on this page.
- Travel Expense Report
The travel expense report must be completed within 10 working days of your return from any official University travel. It is necessary to attach all original receipts upon submission of this form in order to be reimbursed. Please type the seven-digit account number in the Notes section under the Funding headline on this form. The traveler must sign this form. Submit the completed, signed travel expense report along with original receipts and documentation to the OSC accounting office for further processing.
The College of Optical Sciences receives daily deliveries from Federal Express, United Parcel Service and campus mail between 9:30 a.m. and noon. Federal Express returns around 4 p.m. to pick up outgoing packages, though FedEx Ground is not part of the 4 p.m. pick-up. Please see our office for FedEx Ground and UPS pick-up information.
The Accounting Office does not have boxes, packing slips, etc. for any outgoing mail. Please contact the administrative support staff of your research area for supplies.
- Exception/Shipping Report
If a package needs to be returned to the vendor, please complete the above form and drop it off with the Accounting Office (Meinel 641).