Table of Contents
- Request for Travel Form
- Travel Expense Reimbursement Form
- Reimbursement Request Form
- Invoice for Direct Pay Request Form
- Business Meal and Food Approval Form
- Gift Log Form
- Vendor Registration Information Form AND Commonwealth of Virginia Substitute W-9 Form (for U.S. entities) OR applicable IRS Withholding Form (for foreign entities)
- UMW Finance Card Agreements and FORMS
- Moving and Relocation FORMS
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This form is needed when any of the following apply:
- An employee, student or guest of the University travels overnight.
- An employee, student or guest of the University has DAY-ONLY travel that EXCEEDS $500.
- Payment is made to a lodging facility.
- Payment is made for a conference or registration fee where travel is involved and the total cost for the travel, including the conference or registration fee, exceeds $500.
This form should be completed and signed by your Department Head IN ADVANCE, PRIOR to any travel purchases. [If multiple people are traveling, in an effort to save paper, ONE Request for Travel Form may be completed for all individuals traveling. Simply complete one Request for Travel Form for the employee travel and attach a list of travelers (indicating the traveler status as student, employee, guest, etc.) to the Request for Travel Form.] Additional signatures may be required PRIOR TO CERTAIN TRAVEL PURCHASES AS INDICATED ON THE FORM. If the traveler plans to request multiple funding sources, complete the Request for Travel Form and get all required signatures EXCEPT the FOAP manager’s signature(s). After the additional funding has been granted, take the signed Request for Travel Form and get FOAP manager’s signature(s). REASON: If all funding sources have not been determined, then the traveler obviously cannot get all required FOAP manager’s signatures; therefore, it is reasonable to get the FOAP signatures after the funding source is identified. All signatures–other than FOAP manager’s signatures–are required on the form PRIOR to any travel purchases. If purchasing an airline ticket, the “demonstrated cost analysis” MUST be completed. The “Demonstrated Cost Analysis” section of the form must show three different price comparisons; however, all comparisons can be from the same “original source.” For example, Travelocity.com will show numerous airlines (sources) with various prices; you must write three possibilities and CHOOSE THE LEAST EXPENSIVE ONE! You may need multiple copies of this form; originals are not necessary.
Travel Expense Reimbursement Request Form
Go to the Travel Expense Reimbursement Form page and based upon your date(s) of travel, choose the correct form for your reimbursement request. You will also find instructions for completing the form.
This form must be used to request reimbursement for ANY TRAVEL expenses–even a $3 parking fee, for example. Submit the completed and signed form (along with any other necessary forms) to the Accounts Payable department at Eagle Village Suite 480. See Travel Policies for details.
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This form must be used for ALL reimbursement requests EXCEPT TRAVEL Reimbursement Requests.
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This form must be used to request payment for the following:
- Non-Employee Cash Award (UMW Student Employees can be paid cash awards using this form.)
- University Refund (Refunds are NOT the same as Reimbursements. See the “University Refunds” section on the Direct Pay Table for details.)
- Direct Pay Requests for Honoraria, Non-Employee Cash Awards, and University Refunds that are split-coded OUTSIDE of your FOAPAL security
Please read the regulations at Business Meals where you will find a Business Meal and Food Approval Form and information to avoid out-of-pocket expenses. If you plan to be reimbursed for ANY meals OTHER THAN meals when traveling overnight, this form must be completed and you must submit ORIGINAL, DETAILED, ITEMIZED, receipts that shows items served–NOT just a total amount.
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This Gift Log Form must be used for any gifts that are given from UMW. (This form is NOT to be used for employee job performance recognition; contact Human Resources for employee recognition policies.) If multiple pages are needed, print multiple pages and complete. NOTE: Electronic signatures are not permitted. The form MUST be completed as directed within the policy. Read “Gift Giving Policy and Procedures” for details. This completed Gift Log Form, along with a DETAILED, ITEMIZED RECEIPT, must be submitted to Accounts Payable (AP) within 15 days from the date the gift is purchased. Any gift must be distributed within 15 days from the date the gift is purchased.
Vendor Registration Information Form AND Commonwealth of Virginia Substitute W-9 Form (for U.S. entities) OR applicable IRS Withholding form (for foreign entities)
The Vendor Registration Information Form must be completed if you wish to be a vendor for UMW. In addition to the Vendor Registration Information Form, US citizens, residents, and businesses must complete a Commonwealth of Virginia Substitute W-9 Form. Foreign citizens, residents, and companies must complete the appropriate IRS form for payments, including REIMBURSEMENTS, from UMW. Use the headings below to determine which forms must be completed.
US Citizen, US resident alien, US business or organization
The Internal Revenue Service (IRS) requires UMW to obtain a signed W-9 from each individual who is a US citizen or US resident alien and from each corporation, company, partnership, or association created or organized in the US or under the US laws. The Commonwealth of Virginia has a substitute W-9 that is required in lieu of the IRS W-9. If you fall into this category please download, complete, and sign the Commonwealth of Virginia Substitute W-9 Form.
Note that the Commonwealth of Virginia Substitute W-9 Form should be returned to the UMW Accounts Payable Office and NOT to Richmond as instructed on the Commonwealth of Virginia Substitute W-9 Form. Please mail completed forms to University of Mary Washington, ATTENTION: Accounts Payable, 1301 College Avenue, Fredericksburg, VA 22401. Contact Accounts Payable at 540-654-1226 or firstname.lastname@example.org with any questions.
Download BOTH REQUIRED FORMS
Foreign individuals and businesses
In general, foreign individuals and businesses are subject to US tax at a 30% rate on income and/or reimbursements they receive from US sources. However, foreign individuals or businesses who wish to claim various exemptions from this withholding and to notify UMW of their foreign status are required to file a Withholding Certificate Form. These forms can be found on the IRS website using the link below.
In order to receive payment from UMW, a foreign individual or business must complete the appropriate form and mail it to University of Mary Washington, Accounts Payable, 1301 College Avenue, Fredericksburg, VA 22401. Contact Accounts Payable at 540-654-1226 or email@example.com AT LEAST ONE MONTH in advance of having a foreign vendor or non-resident alien provide a lecture or other service to UMW, or to request a reimbursement from UMW. Contact Accounts Payable if you have questions or need help.
Download appropriate form from the IRS website link at:
Review the list below for the UMW Finance Card Agreement that best describes your particular situation. NOTE: The person who uses the UMW Finance Card MUST sign the agreement in the presence of the issuer of the UMW Finance Card. The signature of the card user is INVALID on all of these forms UNLESS SIGNED IN THE PRESENCE OF THE ISSUER OF THE UMW FINANCE CARD.
UMW Finance Card Agreement for Business Meals
Go to the Business Meal website to read the regulations and download the Business Meal and Food Approval Form. The Business Meal and Food Approval Form has a UMW Finance Card section at the bottom of the form. The UMW Finance Card section MUST be signed in the presence of the issuer of the UMW Finance Card. ANY exceptions must have the written approval of the Associate Vice President for Finance and Controller.
UMW Finance Card Agreement for Cards that are checked out to Card users
Download PDF version of agreement form.
Read Student Activities for details.
Read Campus Recreation for details.
Read Honor Council for details.
Please read Residence Life for details.
Read Other Student Travel for details.
Read Agency 8 Funds for details.
UMW Finance Card Agreement for Cards that are issued in the NAME of an individual
Download PDF version of Agreement Form.
- For Cards relating to a specific Study Abroad program, read Study Abroad for details.
- For Cards relating to Team Travel, read Team Travel for details.
- For Cards relating to a specific Faculty-Lead Travel program, read Faculty-Lead Travel Programs for details.
- For Cards that are NOT listed above AND have an individual’s name on it AND are used for payments that are made from local funds, read Card Processes for details regarding responsibilities associated with your Card.
Departmental Card Issuer Annual Employee Agreements
Moving and Relocation
BEFORE offering Moving and Relocation to any candidate, CAREFULLY read the details regarding the IRS and Commonwealth of Virginia requirements and regulations found at Moving and Relocation. NOT all candidates will meet the IRS requirements and therefore CANNOT be offered Moving and Relocation. Complete Moving and Relocation IRS Mileage to determine eligibility to offer Moving and Relocation to a job candidate. For those who meet the IRS requirements and were offered Moving and Relocation to further induce a candidate to accept a position at UMW, TWO forms are required by the Commonwealth of Virginia for EVERY Moving and Relocation:
FORM #1: A Moving and Relocation Agreement Form
IMPORTANT: This form MUST be signed and dated by all parties and returned to UMW PRIOR to any house hunting expenses, contracting with common carrier, or renting a moving vehicle.
Use the appropriate Moving and Relocation Agreement based upon the position that is being filled as defined below:
An ACADEMIC Dean is defined as the Dean of the College of Education, the Dean of the College of Business, or the Dean of the College of Arts and Sciences. EXAMPLE: Use this form for a biology faculty position where the position reports directly to the department chair but ultimately reports to Dean of the College of Arts and Sciences. The dean’s office will complete this form including the dean’s signature/date PRIOR to sending to the new employee.
Use this form for positions that do NOT ultimately report to an ACADEMIC Dean. (An academic dean is defined as the Dean of the College of Education, the Dean of the College of Business, or the Dean of the College of Arts and Sciences.) EXAMPLE: Use this form for a new provost hire, a new dean hire, a new hire in Student Activities or Residence Life, etc. The hiring department will complete this form (as indicated within the form) preferably with Cabinet Member’s signature/date prior to sending to Human Resources. See Moving and Relocation for further details.
FORM #2: A Moving and Relocation Expense Summary Form
This form is completed AFTER the move has taken place. Accounts Payable will gladly complete this form for the new employee after the new employee has submitted all required documentation found at Moving and Relocation Procedures.