Financial Affairs

Forms Directory

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204 & General Payee Setup


Payee Setup 204
Payee Setup Instructions
Vendor Electronic Funds Authorization

AP Checks


Special Check Handling
Vendor Checks: Stop Payment or Reissue Request

Authorizations & Access


CruzBuy Authorization
Entertainment Delegation of Authority
Entertainment Order Approver (EOA) Special Designation Request
FIS Authorization
Manual Signature Authorization and Approval
Rescind Entertainment Delegation Authority
Tier 2 Accountability Agreement

Cash


Annual PCI Certification
Change Fund Custodian
Change Fund Verification
Close Cash Fund
Establish Petty Cash Change Fund
Increase / Decrease Fund Amount
Petty Cash Fund Reconciliation
Petty Cash Bank Account Reconciliation
Petty Cash Voucher

Credit applications


Credit Application Commercial
Credit Application for Governmental and Non-Profit Organizations
Departmental Request to Extend Credit

CTE Card & Instant Card


CTE Card User Agreement
CTE Lost/Missing Receipt
CTE Repayment
Instant Card User Agreement

Entertainment


Entertainment Delegation of Authority
Entertainment Order Approver (EOA) Special Designation Request
Entertainment Reporting Addendum (Travel/Pro-Card)
Entertainment Reporting Form (ERF)
Meal Expense Tracker (MET)
Rescind Entertainment Delegation Authority

Equipment administration


Custody Code Custodian Maintenance
EIMR
EIMR Fabrication
Equipment Removal Notification (PDF)
Equipment Removal Notification (Excel)
Loan From Agency (PDF)
Loan From Agency (Excel)
Loan To Agency (PDF)
Loan To Agency (Excel)
Off Campus Equip Verification (PDF)
Off Campus Equip Verification (Excel)
Personal Property Liability (PDF)
Personal Property Liability (Excel)

External Forms

These forms are owned by outside entities and are not maintained by Financial Affairs.

Academic Initial Hire/Rehire (AHIR/AREH/AUHI/AURH)
Access to Information Statement
Certification of Academic Activity
CruzID Account Modification
Employee's Federal-State Withholding UC W-4/DE-4
IRS Form 8233
IRS Form 8233 Instructions
IRS Form W-7
IRS Form W-7 Instructions
IRS Form W-8BEN (individual)
IRS Form W-8BEN Instructions
IRS Form W-8BEN-E (entity)
IRS Form W-8BEN-E Instructions
Non-Resident Alien Employee's Federal-State Withholding UC W-4NR/DE-4
Personal Data Change UPAY 544
Personal Services Tax Treaty Articles
Personnel Out of State Tax Withholding UPAY 830
UC State Oath of Allegiance, Patent Policy, and Patent Acknowledgement
UC W-8BEN

Financial Controls


Financial Control Assessment
Ledger Review log
Ledger Transaction Calculation
Ledger Transaction Review Certification

Moving


Moving / Relocation Reimbursement

Non-US Citizens


Foreign National Hiring Memo
Foreign National GLACIER Checklist: Independent Personal Services Payment
Foreign National GLACIER Checklist for a Fellowship/Scholarship Payment
GLACIER Admin 2 Access Request
GLACIER Admin 3 Access Request
GLACIER Information, Initial
Statement for Independent Educational Activity Conducted Outside the United States
Statement for Services Performed Outside US

Payments & reimbursements


Direct Payment
Fellowship/Scholarship Worksheet
Subject Payment Advance Request
Subject Payment Log for Confidential Study
Subject Payment Receipt for Non-employees
Wire Transfer Request

Payroll


Alternative Pay Processing Request
Backup for Overpayment
Damage Payment Release
Damage Payment Report
Max Vacation Exception Request Form
Multi-Location Appointment-Interlocation One-time Payment Form
Overpayment Notice and Release
Payroll Records Request
Previous Employment Verification
Request for Stop Payment and/or Reissue of Payroll Check
Separation (AB2410) Payment (PDF)
Separation (AB2410) Payment (Excel)
Separation (AB2410) Supplement Payment (PDF)
Separation (AB2410) Supplement Payment (Excel)

Pro-Card


Pro-Card Application
Pro-Card Agreement
Pro-Card Lost/Missing Receipt
Pro-Card Modify/Close Account
Pro-Card Repayment
Pro-Card Statement Submission
Pro-Card Transaction Review
Pro-Card Transfer Expense
Entertainment Reporting Addendum (Travel/Pro-Card)

Procurement & Supply Chain


After the Fact (ATF) Justification for Unauthorized Purchases
Approved Caterer Application
Contracting Out Request
Contract Payment
Independent Contractor Request
Ship-To Address Add/Mod Request
Source Selection (SSPR) & Price Reasonableness Justification
Source Selection (SSPR) Form Instructions
Transportation Charter Application
UC Supplier Conflict of Interest

Real Estate & Contracts


Childcare Provider Interest Form
Childcare Waitlist Placement Request Form
General Facility Use Permit Application
Sample Vendor Certificate of Insurance (COI)
Standard Lease Form
When to use a Lease, License, Easement

Recharges & Journals


Intercampus Order and/or Charge (IOC)
Intercampus Recharge Order Instructions
Recharge Form for Identification Card(s)
Transfer of Expense (TOE)
Transfer of Expense (TOE): Multiple Authorizers

training Enrollments


Contract & Grant Training
CruzBuy Trainings
CruzFly Trainings
CTE Card Trainings
Entertainment Policy & ERF Training
Financial Information System Trainings
Travel Training
UCPath Training

travel


Entertainment Reporting Addendum (Travel/Pro-Card)
Post Travel Expense 2024 (Web Form)
Post Travel Expense 2024 (PDF)
Post Travel Expense 2023 (PDF)
Travel Advance Request
Travel Cash Advance Repayment
Travel Mileage Expense Log for Multiple Trips
Trip Number Procedures

alphabetical listing

After the Fact (ATF) Justification for Unauthorized Purchases
- Submittal of After the Fact CruzBuy requisitions.
Alternative Pay Processing Request
- Alternative Pay Processing is payment of regularly scheduled wages on a date in outside of the employee's regularly scheduled payday.
Annual PCI-DSS Certification of Relevant UC and UCSC Policies & Procedures
- Annual PCI-DSS Certification of Relevant UC and UCSC Policies & Procedures.
Approved Caterer Application
- Companies must submit this application plus a valid Certificate of Insurance and current County Health Permit to be added to the campus list of Approved Caterers.
Backup for Overpayment
- This form is used to report gross overpayment to the Payroll Office, and is for calculation and authorization of Net Overpayment.
Bus Charter Transportation Application
- Application form needed with current and correct Certificate of Insurance and PUC Certificate.
Change Fund Custodian - Petty Cash or Change Fund
- To accept custodianship of a petty cash/change fund.
Change Fund Verification
- Periodic certification of change fund balance required of the Change Fund Custodian.
Childcare Provider Interest Form
- For Childcare providers interested in partnering with UC Santa Cruz for priority openings.
Childcare Waitlist Placement Request Form
- Join the waitlist for UCSC employee-exclusive childcare openings.
Close Cash Fund
- To be completed and signed by fund custodian, then approved by Department/Unit Head.
Contract & Grant Training
- Contract & Grant Training
Contracting Out Request
- This Form is used to justify the need for contracting outside the university.
Contract Payment
- Purchase order payment, use only if supplier does not provide an invoice.
Credit Application Commercial
- This form is used by a commercial organization to request an extension of credit from the Regents of the University of California to facilitate the purchase of products or services from UCSC.
Credit Application For Governmental and Non-Profit Organizations
- This form is used by a Governmental agency or Non-Profit organization to request an extension of credit from the Regents of the University of California to facilitate the purchase of products or services from UCSC.
CruzBuy Authorization
- This Web Form is used to request access to CruzBuy, UCSC's e-Procurement application for ordering goods and services.
CruzBuy Trainings
- CruzBuy Training
CruzFly Authorization
- This Web Form is used to request access to CruzFly, UCSC's Expense Reporting system.
CruzFly Trainings
- CruzFly Training
CTE Card User Agreement
- Web Form to obtain a UCSC Corporate Travel & Entertainment card application (used to pay for business related travel and entertainment expenses).
CTE Lost/Missing Receipts
- This form is submitted in lieu of the original receipt and attests.
CTE Repayment
- Complete and submit this form to the Cashier's Office to repay Cash Advance funds or to repay unapproved/non-compliant Travel or entertainment Policy purchases.
CTE Card Trainings
- CTE Card Training
Custody Code and Custodian Maintenance
- Used to assign or change custodian responsibilities for inventorial equipment, or to request and/or discontinue a custody code.
Damage Payment Release
- This release will be used by location employees, who are recipients of a damage payment, stating that the recipient accepts the damage payment amount for his/her claim, and that recipient acknowledges the payment will be subject to tax/FICA withholding.
Damage Payment Report
- To be completed by employing department when a damage payment is required.
Departmental Request to Extend Credit
- To request authority from the Director, Student Business Services, to extend University Credit for the purposes of facilitating the sale of ancillary products and/or services.
Direct Payment
- This Web Form is used to request payment or reimbursement (not to be used for reimbursement of services).
Equipment Inventory Modification Request (EIMR)
- Equipment Inventory Modification Request
Entertainment Delegation of Authority
- Online entertaiment reimbursement/recharge form.
Entertainment Order Approver (EOA) Special Designation Request
- Used for a professional-level employee with a PPS grade of "J" or lower with the explicit approval of the relevant authorized senior campus officer and the Campus Controller in order to serve as the departmental Event Order Approver.
Entertainment Reporting Addendum (Travel/Pro-Card)
- To be used in lieu of an ERF when food or beverages are purchased with a Student Programming Pro-Card, or when entertainment expenses are incurred while on UCSC Travel status.
Entertainment Reporting Form (ERF)
- Online entertaiment reimbursement/recharge form.
Equipment Loan Agreement - From Agency (PDF)
Equipment Loan Agreement - From Agency (Excel)
- To record equipment loan agreements whereby equipment is lent to the university by external agencies or individuals for purposes of instruction, demonstration, experimentation, or research.
Entertainment Policy & ERF Training
- Entertainment Poliy & ERF Training
Equipment Removal Notification (PDF)
Equipment Removal Notification (Excel)
- Notification when removing equipment from the UCSC campus.
Establish Petty Cash Change Fund
- For units who have a need to provide change to customers, or to acquire low value goods on an immediate basis.
Fabrication Tracking - Equipment Inventory Modification Request (EIMR)
- Fabrication tracking - inventorial equipment inventory modification request.
Fellowship & Scholarship Payment Worksheet
- Required for payment of fellowships or schlarships, must be submitted with Direct Payment form.
Financial Control Assessment
- To assist in evaluating the overall quality of controls over a department's financial process.
FIS Authorization
- Web Form to be completed by the employee's business office.
Financial Information System Trainings
- Financial Information System Trainings
Foreign National Hiring Memo
- Attach to top of the completed non-resident alien payroll forms.
Foreign National GLACIER Checklist: Independent Personal Services Payment
- Lists required documents that need to be submitted with Direct Payment Form.
Foreign National GLACIER Checklist for a Fellowship/Scholarship Payment
- Lists required documents that need to be submitted with Direct Payment Form.
General Facility Use Permit Application
- Application for the permit required to lease a UCSC facility.
GLACIER Admin 2 Access Request
- Granted to PPS Grade H or higher levels in order to establish new users, or modify or revoke user access.
GLACIER Admin 3 Access Request
- Gives authority to add new records and review existing entity records.
GLACIER Information, Initial
- Department must complete this form for the Foreign National, then notify the person to expect a future GLACIER-related email.
Increase or Decrease of Petty Cash or Change Fund Account, Request For
- To increase or decrease petty cash or change fund amount.
Independent Contractor Request
- The campus unit requesting services determines whether an individual should be hired as a University employee (via a personnel action) or as an independent contractor (via a purchase requisition and contract for services). The Independent Contractor Request is designed to assist the requesting unit in making this determination.
Intercampus Order and/or Charge (IOC)
- Recharge used for goods and/or services ordered between campuses.
Instant Card User Agreement
- Web Form to obtain a UCSC Instant card application (used to pay for business related travel and entertainment expenses when a CTE Card is not an option).
Intercampus Recharge Order Instructions
- Intercampus Order and/or Charge (IOC) forms should be initiated by the campus receiving the credit.
Ledger Review Documentation Log
- Monthly review of the general ledger is meant to provide a reasonable level of assurance that transactions comply with control standards.
Ledger Transaction Calculation Worksheet
- Use to ensure the ledger review sample size remains appropriate.
Ledger Transaction Review and Certification Assignment
- Delegation of authority to perform ledger review.
Loan Agreement - UC Property Loaned to an Outside Agency (PDF)
Loan Agreement - UC Property Loaned to an Outside Agency (Excel)
- Required prior to loaned property leaving the physical custodianship of the University of California
Manual Signature Authorization and Approval
- This Signature Authorization or Cancellation form is for written authorizations and approvals and does not cover online approvals.
Max Vacation Exception Request Form
- Payroll Operations form to request a maximum vacation exception.
Meal Expense Tracker (MET)
- Online entertaiment reporting form for divisional use.
Moving - Relocation Reimbursement
- Reimbursement request for moving/reloction expenses.
Off Campus Equipment Verification Worksheet (PDF)
Off Campus Equipment Verification Worksheet (Excel)
- All inventorial equipment located off-campus must be accounted for during the physical inventory process by completing this form.
Overpayment Notice and Release
- For use by the Payroll Office.
Payee Setup Request (204)
- The University of California, Santa Cruz requires a Payee Setup Form (204) from all new vendors doing business with the University. Vendors include companies and persons who supply goods or services to the University, and persons (including employees and students) who receive any non-payroll payments.
Payee Setup Form (204), Instructions for Completing
- Information on how to complete the Payee Setup form.
Payroll Records Request
- Use this form to request payroll records.
Personal Property Waiver of Liability (PDF)
Personal Property Waiver of Liability (Excel)
- To report personal property that is kept on campus.
Petty Cash Bank Account Reconciliation
- Reconciliation of checkbook to bank statement.
Petty Cash Fund Reconciliation
- For funds $500 or greater, this report must be submitted monthly to the Accounting Office. For funds under $500, submission is due quarterly.
Petty Cash Voucher
- For use when it is not practical or reasonable to ask a person to purchase an item for an event.
Post Travel Expense 2024 (Web Form)
- For reimbursement of travel expenses incurred while on official University business. This DocuSign enabled web form automatically calculates the mileage rate for the 2024 year.
Post Travel Expense 2024 (PDF)
Post Travel Expense 2023 (PDF)
- For reimbursement of travel expenses incurred while on official University business.
Previous Employment Verification
- 2005 through two years prior to current date.
Pro-Card Application
- This Web Form is used to collect information that has been requested by US Bank to use for security and verification purposes.
Pro-Card Agreement
- This Web form outlines the policies that govern the use of the card.
Pro-Card Lost/Missing Receipt
- Serves as an affidavit and is submitted in lieu of the original receipt.
Pro-Card Modify/Close Account
- This Web form collects information that has been requested by US Bank to use for security and verification purposes.
Pro-Card Repayment
- Used to repay any excess travel cash advance funds.
Pro-Card Statement Submission
- This Web form provides a tempalte for uploading, signing, and routing the monthly statement to the Pro-Card Office.
Pro-Card Transaction Review
- To determine if Pro-Card transactions are properly authorized, comply with policies and restrictions, are reviewed and signed by cardholder and supervisor, given necessary sales and use tax considerations and treatment, and are monitored for misuse by the campus unit and corrective action taken if necessary. Also, tracks statements to ensure all are received.
Pro-Card Transfer Expense
- Journal form used to transfer purchasing card expenses from the default foapal to other foapals.
Recharge Form for Identification Card(s)
- Electronic recharge form for obtaining an ID Card.
Request for Stop Payment and/or Reissue of Payroll Check
- Form to be completed for lost/missing payroll checks.
Rescind Entertainment Delegation Authority
- Memo to rescind EEC or EOA authority.
Sample Vendor Certificate of Insurance (COI) (PDF)
- A sample Vendor COI document to provide guidelines for standard event insurance requirements.
Separation (AB2410) Payment (PDF)
Separation (AB2410) Payment (Excel)
- Payroll final pay time-reporting worksheet.
Separation (AB2410) Supplement Payment (PDF)
Separation (AB2410) Supplement Payment (Excel)
- To be used for prior period adjustments with final pay.
Ship-To Address Add/Mod Request
- Form to request an addition of, or modification to, an address in the list of UCSC Ship-To Codes and corresponding addresses.
Source Selection & Price Reasonableness Justification Form
- This form is to be completed by requesting departments for all federally funded purchases of $10,000 and above, and non-federally funded purchases of $100,000 and above (excluding tax), to substantiate the appropriateness of source selection and price reasonableness.
Source Selection & Price Reasonableness Justification Form, completion Instructions
- Information on how to complete the form.
Special Check Handling
- Used when mailing an enclosure with a check, or to have held for pick-up, or to send to a temporary address.
Standard Lease Form
- Real Estate & Contract Services standard form for leasing a facility.
Statement for Independent Educational Activity Conducted Outside the United States
- Non-Service Scholarship or Fellowship Recipients
Statement for Services Performed Outside US
- Annual PCI-DSS Certification of Relevant UC and UCSC Policies & Procedures.
Subject Payment Advance Request
- To be submitted with Direct Payment Form when making request.
Subject Payment Log for Confidential Study
- Use in lieu of Subject Payment Receipt form for confidential experiments.
Subject Payment Receipt for Non-Employee
- To be signed by recipients of subject payments and kept to reconcile funds advanced.
Tier 2 Accountability Agreement
- FAST Divisional/departmental accountability agreement.
Transfer of Expense (TOE)
- Journal form to move expenses from one foapal to another within the same department.
Transfer of Expense (TOE) Multiple Authorizations
- Journal form to move expenses from one foapal to another not in the same department.
Travel Advance Request
- Used to request a trip number, or to request a payment in advance of travel.
Travel Cash Advance Repayment
- Used to repay any excess travel cash advance funds.
Travel Mileage Expense Log for Multiple Trips
- For multiple one-day trips with no other expenses besides parking and mileage. Any expense of $75 or more requires an itemized original receipt. Submit with completed Post Travel form.
Travel Training
- Travel Training
Trip Number Procedures
- How to obtain a trip number for travel.
UCPath Training
- UCPath Training
UC Supplier Conflict of Interest
- This form is required to request approval to purchase goods and/or services from a UC employee, former UC employee, or near relative.
Vendor Checks: Stop Payment or Reissue Request
- Form to be completed by the campus unit's business office. Applicable only for requests related to Vendor (including Separation (AB2410))checks.
Vendor Electronic Funds Authorization
- Authorizes UCSC to make payments to a business or individual electronically.
Wire Transfer Request
- To request funds be transferred electronically outside of the Direct Deposit (ACH) process.

external form Links

These forms are owned by outside entities and are not maintained by Financial Affairs.

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Forms Directory

​204 & General Payee Setup

AP Checks

​Authorizations & Access

Cash

Credit applications

CTE Card​ & Instant Card

​Entertainment

​Equipment administration

External Forms

​Financial Controls

​Moving

​Non-US Citizens

​Payments & reimbursements

​Payroll

​Pro-Card

​Procurement & Supply Chain

​Real Estate & Contracts

​Recharges & Journals

​training Enrollments

​travel