Forms and App Usage Guidelines

Description

FORM AND APP USAGE GUIDELINES Unless otherwise noted the most recent copy of each of these forms can be located on the Purchasing Department website located at: https://www.wcsu.edu/purchasing/forms/ Disbursement Forms - **revised 3/24 Used for: Personal refunds/reimbursements Food reimbursements for food purchased off campus by individuals (for Sodexo please use Food Service Policy Form) *To authorize payments for PSA/Honorarium (please see updated form on the Purchasing Department website) Should only be submitted after services are rendered. After appropriate signatures are obtained, please forward original documents to the AP Office. If you have any questions, please call (203) 837-8378. PSA/Honorariums - **Revised 3/24 Used for: • • • • Lecturers Entertainers Speakers Training sessions These forms need to be submitted two weeks prior to an event. Requests for individuals require a W-9 be submitted with your request. Any current/retired State Employee are only eligible for up to a $99 reimbursement annually. Purchase Requisitions - **Revised 2/26/24 Used for: The acquisition of goods and services, Memberships/Subscriptions/Licenses After appropriate signatures are obtained send the requisition along with any supporting documentation to purchasing@wcsu.edu. The Purchasing Department will not accept hard copies via inter-office mail. Appropriate signatures from the Financial Managers should be the electronic digitally verified signature whenever possible. There is no need to send a copy of the purchase requisition to the Accounts Payable Department. 1 Travel Authorization Form Used For: • • • • • • • • Seminars Conferences Workshops Tickets – i.e., shows, museums, event tickets Conference Registrations Athletic Team Trips College Fair Registrations/tables Online Web conference registration/payments – where no travel is involved Please use the Travel App https://www.wcsu.edu/travel/travel-authorization/ Mileage Reimbursement Form Used For: In-State mileage/submitted monthly. Completed forms are sent to the Travel Office. https://www.wcsu.edu/travel/mileage/ Pre-Auth App The Pre-Auth App is available on the Purchasing Department website (under forms) and will require you to login to complete. Used For: • • • • • All contracts Facility Use Agreements Venue Rentals IT Hardware and Software Purchases and Renewals Certificate of Insurance (COI) Requests If this is a new vendor you will be asked to supply a W-9 for the business/person.