Purchasing/Spending Process: Forms
Accounts Payable Split Coding Form. The Accounts Payable Split Coding Form may be used in place of the accounts payable stamp imprint when an accounts payable transaction must be split coded between multiple cost objects and/or multiple general ledger accounts. The form provides space for the coding for each combination of cost object and general ledger account used, and provides a space for the signature of each cost object responsible person to whose cost object a portion of the expense is being charged.
Application for Employer Identification Number (SS-4). Form SS-4 Application for Employer Identification Number may be completed to apply to the IRS for a Federal Employer Identification Number (FEIN). See the form instructions for information on how to apply online or by telephone. It is recommended that the person applying online or by telephone first complete a printed form so that he/she will have the necessary information available at the time the online or telephone application is completed. The FEIN is issued immediately when the online or telephone application is used.
Airfare Situation Report. The Airfare Situation Report must be submitted to Travel and Transport, Inc. in advance of travel when a UNK business traveler finds a quotation for airfare that is less than it may be booked through Travel and Transport, Inc. Travel and Transport, Inc. will then follow up and either arrange for airfare at the same price, or forward the Airfare Situation Report to Business Services for the purpose of notifying the University that the traveler has permission to book the airfare independently. Upon receipt, Business Services will ratify Travel and Transport Inc.'s permission for the traveler to book the airfare independently. The final Airfare Situation Report must be attached to the University of Nebraska Travel Expense Statement from SAP Automated Travel when the traveler submits his claim for reimbursement of the airfare. The Airfare Situation Report form must be completed online.
Blanket Request for Employee Piloted Air Travel. A Blanket Request for Employee-Piloted Air Travel form must be completed for the purpose of documenting advance department authorization for an employee to pilot an airplane for regularly recurring air travel to one destination and for one business purpose during the University's fiscal year.
Blanket Travel Request. The Blanket Travel Request must be completed to obtain authorization to travel on recurring University business for a single and ongoing business purpose. This form may not be used if there are multiple funding sources used to pay for the recurring trips. A new authorization must be completed and signed for each fiscal year during which the travel occurs.
Employee Non-Travel Expense Voucher. The Employee Non-Travel Expense Voucher form must be submitted when the only expenses for which reimbursement is being claimed are non-travel expenses.
Expense Reimbursement Log. The UNK Expense Reimbursement Log is a form that may be used by a UNK employee to accumulate and document for his/her department's Travel Coordinator the information needed to submit a claim for reimbursement of any business-related out-of-pocket expenses. Generally, original receipts for claimed expenses must be attached. Note: When reimbursement for non-travel expenses only is being claimed, please use the Employee Non-Travel Expense Voucher form above.
Mileage Log. The Mileage Log must be completed if mileage will be claimed on a single expense reimbursement claim for the use of a personal vehicle for multiple trips or for one trip with multiple destinations and purposes. The completed form must be attached to the University of Nebraska Travel Expense Statement from SAP Automated Travel.
Moving Expense Reimbursement Agreement. The Moving Expense Reimbursement Agreement form must be used to document a moving expense reimbursement agreement between the (future) employee and his University college/division. Once the move has occurred the Moving Expense Reimbursement Agreement must be submitted to Accounts Payable to claim payment for the moving expenses.
Nebraska Withholding Certification of Nonresident Individuals (W-4NA). In certain circumstances, the Form W-4NA Nebraska Withholding Certification of Nonresident Individuals must be completed by the University to determine the Nebraska income tax withholding implications of payments to non-Nebraska vendors providing services in Nebraska. A portion of the form must be completed by the service provider to identify the nature of the payment requested, and to provide appropriate information about the vendor's tax-reporting status. For further information contact Accounts Payable.
Non-Employee Service and Expense Reimbursement Agreement. The Non-Employee Service and Expense Reimbursement Agreement form is designed to facilitate the documentation of a service or expense reimbursement agreement between UNK and a non-employee (independent contractor). The completed form may be used to submit a claim for payment of the contracted services in accordance with the terms of the agreement.
Notice to Out-of-State Provider of Personal Services. The Notice to Out-of-State Provider of Personal Services form is to be completed by any out-of state provider of personal services when those services are provided in the State of Nebraska. The form should be completed by the service provider and attached to the completed Nonemployee Service and Expense Reimbursement Agreement or other written contract for services.
Request for Payment from Foundation Funds. The Request for Payment from Foundation Funds form may be used to submit claims for expenses to be charged to a department's foundation reimbursement account.
Request for Taxpayer Identification Number and Certification (W-9). The Form W-9 Request for Taxpayer Identification Number and Certification must be used when when a vendor record cannot be found in SAP and the vendor's taxpayer identification number and business type must be obtained from the vendor to facilitate further processing of the vendor invoice in SAP.
Request for Travel by Personally Rented/Privately Owned Airplane or Charter. The Request for Travel by Personally Rented/Privately Owned Airplane is used to obtain pre-trip authorization for air travel other than that booked through regular commercial airlines.
SAP Automated Travel Split Funding Worksheet & Mileage Calculator. The SAP Automated Travel Split Funding Worksheet & Mileage Calculator may be used by department travel coordinators to allocate travel costs to multiple cost objects and expense types for the purpose of entering the allocated amounts and percentages into SAP Automated Travel requests and expense reports.
Travel & Transport Traveler Profile. The Travel & Transport Traveler Profile may be used to create or update the necessary Traveler Profile with Travel and Transport, Inc. that enables the traveler to book business travel reservations with Travel and Transport, Inc. (This form may also be completed online at the Travel & Transport, Inc. website.)
Travel Comments Template. The Travel Comments Template may be copied and pasted at the end of the Comments section in an SAP Automated Travel Request or Expense Statement or the file itself may be imported into the Comments section in an SAP Automated Travel Request or Expense Statement for the purpose of providing travel approver instructions on a split funded trip.
U.S. Citizenship Attestation Form. A properly completed, signed U. S. Citizenship Attestation Form must be submitted to Accounts Payable before any contract payments are made to independent contractors whose contract with UNK was signed on or after October 1, 2009.