Disbursements

Forms

• Affidavit for Duplicate Check (Vendor/Travel)
  A department must complete this if an employee’s check has been lost or destroyed. A stop payment will be utilized when the original check is not in the possession of University Disbursement Services or the department.
• Alternate Check Delivery
  For checks that are sent to an alternate address or held for pickup in Elmore Hall.
• Bank Wire Form
  Complete this form to request a bank wire.
• Cash Expense Refund
  Cash expense refunds are reimbursements (including reimbursements from employees), rebates, and other moneys returned from a vendor.
• Cell Phone/Similar Wireless Reimbursement Request Form
  Requests by faculty or staff members for reimbursement on the acquisition of cellular devices and monthly service charges when it is required for their job duties.
• Cell Phone Usage Log
  Form required to track monthly personal and business-related cell phone usage.
• Concession Fund Requisition for Payment
  Used when employees request to pay for concessions (i.e. beverages, food and games) that support a University business purpose.
• Construction Purchase Order Change Request
  Form to be used when requesting a Construction PO change; contains the option to request a cancellation, increase, or decrease. Also requires PO line numbers, fund codes, and budget references. Note: Non-Construction Purchase Orders can be changed using the Change Order Request Form within myUF Market.
• Consumer’s Certificate of Exemption – Sales Tax Exemption Certificate
  This form certifies which vendors and suppliers are exempt from the payment of Florida sales and use tax on real property rented, transient rental property rented, tangible personal property purchased or rented, or services purchased.
• Department ID myUFMarket Authorized Approver Request
  This form is to add or remove approvers to specific 8-digit Department IDs in myUF Market.
• Disclosure of Outside Activities and Financial Interests Form
  Information on this form must be reported and approved prior to engaging in outside activities or holding financial interests.
• Electronic Payment Authorization (ACH) Form
  This form can start, change, or stop electronic payment for all payments an employee receives from the University of Florida.
• Equipment Loan Form
  Form required of University departments to loan equipment.
• Gift Card Disbursement Log
  Documentation of gift cards distributed to research participants.
• HSC-PHI Voucher Cover Sheet
  The purpose of this form is to protect private health information by including supporting documentation to substantiate that the expenditures listed are maintained in the department.
• Invoice for Immigrant Petition for Alien Worker
  U.S. Citizenship and Immigration Services processing fees for the University of Florida to submit a form to petition an alien to work in the U.S. on a permanent basis.
• Invoice for Nonimmigrant Petition for Worker
  U.S. Citizenship and Immigration Services processing fees for the University of Florida to submit a form to petition for a nonimmigrant worker to come to the U.S. temporarily to perform services or labor or receive training.
• myUF Market PCard Access – Requestor Access to Cardholder PCard
  This form is used when an employee gives another employee the approval to use their PCard in myUF Market.
• myUF Payment Solutions Dept ID Request
  Use this form to request Department ID security for new and existing approvers or reviewers.
• myUF Payment Solutions Unassigned Queue Notification Request
  Use this form for requesting unassigned queue email notification with a department specific distribution list.
• Request for Approval of Perquisite or Sale of Goods and Services Form HR-400
  Form to be used when requesting perquisites or requesting the sale of goods and services; requires a specification of staff to which request applies, annual cost per FTE, and basis for cost determination.
• Request for Approval to Pay Moving Expenses
  Form to be used when requesting an approval to pay moving expenses; requires a type of appointment, justification, and estimated cost to the university.
• Revenue Refund
  Revenue refunds are processed the same as an unencumbered voucher. A revenue refund is a return of previously recorded revenue to a governmental agency, a return of fees or charges, etc.
• Sole Source Certification
  This form is submitted as a request for an authority to purchase, without bidding, the items available from only one source.
• Transaction Authorization Form
  This form must be completed when no invoice can be produced.
• UF Foundation Inc. Disbursement Form
  Complete this form to request a disbursement from the UF Foundation.
• UF Request for Taxpayer Identification Number and Certification (W-9)
  University required form to conduct payments.
• Vehicle Use Record
  Form required to track drivers of University owned vehicles.
• Supplier Application Form
  This form is required for businesses using a Federal Tax ID, businesses with a DBA (doing business as) name operating under a Social Security Number, and foreign vendors; Aids the department in gathering the required information needed for the addition of a vendor into the system.
• Supplier Tax Information Form
  This form is required to be on file for all vendors using a Federal Tax ID (not required for reimbursements or refunds). It is used for gathering information on individuals providing services or participating in a research study.
• W-8BEN – Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting
  For payees who are individuals.
• W-8BEN-E – Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting
  For payees that are entities or organizations.

Resources

• Creating an Invoice from a Purchase Order
  Document providing instruction on creating an encumbered invoice, invoices processed in the myUFMarketplace system against a Purchase Order.
• Creating a Non-Purchase Order Invoice
  Document providing instruction on creating an unencumbered invoice, invoices processed in the myUF Marketplace system that are not against a Purchase Order.
• MPS Instruction Guide for Declining an Invoice
  Document providing instruction on how to decline invoices and check requests that meet specific criteria.
• MPS Instruction Guide for Encumbered Invoices
  Document providing instruction on creating an encumbered invoice, invoices processed in the MPS system against a Purchase Order.
• MPS Instruction Guide for Unencumbered Invoices
  Document providing instruction on creating an unencumbered invoice, invoices processed in the MPS system that are not against a Purchase Order.
• PCard Instruction Guide
  Document providing instruction on how to add images to PCard transactions.
• Supplier ACH Payments
  An Excel spreadsheet containing all ACH payments to vendors from the previous month to the present.