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UAB Financial Affairs
University of Alabama at Birmingham
701 20th Street South
921 Administration Building
Birmingham, AL 35294
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Forms   /  Forms

Forms are updated routinely and departments should NOT bookmark or print a specific version.

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Form Name Category Department This Form Is Used For Format
Certificate of Screening - Accounting Certifcation there is not equipment already located on campus that can be used for the grant or contract award PDF
Event Pre-Approval Form - Accounting Used to request approval for Events PDF
New Account Request - Accounting To request Oracle GL and GA Grant Related Income Accounts MSWORD
Object Code Request Form - Accounting To request a change to the Oracle Object Code Listing MSWORD
Org Code Request Form - Accounting To request a change to the Oracle Org Listing PDF
Petty Cash and Change Fund Agreement - Accounting Required to be completed upon establishment of petty cash funds PDF
Petty Cash and Change Fund Agreement Change of Custodian - Accounting To be completed and submitted to request a change of Petty Cash Custodian PDF
Petty Cash Fund Request - Accounting Used to request establishment of petty cash funds PDF
Petty Cash Reconciliation - Accounting Reconciliation form to be completed and submitted quarterly to General or Grant Accounting PDF
Service Center Interface Privileges - Accounting Used to request Service Center Interface Privileges in accordance with the Oracle Service Center Interface procedures. MSWORD
Petty Cash Termination - Accounting Used to terminate petty cash fund PDF
Visa Participant Debit Card Log - Accounting The log should be submitted when cards are ordered to track the card issuance PDF
Visa Participant Incentive Debit Card Approval - Accounting This form is submitted with each order; this form also indicates the quantity and denomination of amount of cards needed PDF
Visa Participant Incentive Debit Card User Application - Accounting This form is submitted with each order, and also used to track any changes. PDF
Cost Transfer Form - Accounting To request transfer of expenditures between accounts in accordance with the cost transfer policy PDF
Payment Action Form - Accounting PDF
Service Center Equipment Depreciation Waiver - Accounting To request a waiver of depreciation of service center affiliated equipment. PDF
Service Center Equipment Reserve Request for Transfer - Accounting To be used to request a transfer of funds from a service center equipment reserve. PDF
Cash Receipt-Cash - Accounting To prepare Departmental Deposits of cash remitted to either General Accounting or the Cashier's Office VND.OPENXMLFORMATS-OFFICEDOCUMENT.SPREADSHEETML.SHEET
Cash Receipt-Checks - Accounting To prepare Departmental Deposits of checks remitted to either General Accounting or the Cashier's Office VND.OPENXMLFORMATS-OFFICEDOCUMENT.SPREADSHEETML.SHEET
Cash Receipt-Visa, Mastercard, Discover - Accounting To prepare Departmental Deposits of processed Discover transactions remitted to either General Accounting or the Cashier's Office VND.OPENXMLFORMATS-OFFICEDOCUMENT.SPREADSHEETML.SHEET
Cash Receipt-American Express - Accounting To prepare Departmental Deposits of processed American Express transactions remitted to either General Accounting or the Cashier's Office VND.OPENXMLFORMATS-OFFICEDOCUMENT.SPREADSHEETML.SHEET
Org Change Checklist - Accounting This form is used to assist departments with changes in org structure PDF
Service Center New Account Request Form - Accounting To request a new Service Center account. MSWORD
Event Pre-Approval Routing Checklist - Accounting This form provides doucmentation requirements for Event Pre-Approval Forms. PDF
Membership Dues Information - Accounting This form is used to capture the UAB business purpose information required to process a request for an individual membership or dues. PDF
Payment Requests Supplement Forms - Accounts Payable
Oracle Recurring Payment Request Form Accounts Payable To request recurring payments MSWORD
Budget Modification - Budget Used when adjusting budgeted revenue and/or expense in a budgeted account; also to be used when actual dollars/funds are being transferred to or from a budgeted account, and a budget adjustment regarding such transfer is necessary VND.OPENXMLFORMATS-OFFICEDOCUMENT.SPREADSHEETML.SHEET
Request to Create/Reclssify Position Strings - Non-Faculty (Staff) - Budget PDF
Request to Create/Reclassify Position Strings - Faculty - Budget PDF
Vehicle Purchase Approval Form - Business Services This form is required to purchase a vehicle for UAB business.
Effort Recertification Form - Cost Analysis This form is for Departmental and School review and approval for the recertification of a previously-certified or revision of a delinquent effort report. PDF
ORC Review Request - Cost Analysis This form is used to make changes in % effort through the UAB Office of Research Compliance. PDF
Accountable Equipment Officer and Authorized Signors - Equipment This form is used to designate the departmental contact for equipment inventories and also to identify other personnel authorized to transfer or dispose of the department's equipment. PDF
Equipment Purchase Information - Equipment Required for capital equipment purchases and used to indicate contact, affiliation, location, and other pertinent information about the equipment PDF
Airline Ticket Request - Expenditure Review Services This document provides detailed instructions on creating an Airline Ticket PO Requisition for tickets issued by ADTRAV.
Foreign Travel Approval Form - Expenditure Review Services This form is used to request approval for business travel in a foreign country.
Hotel PO Guest Form - Expenditure Review Services This form is required to request a PO for Birmingham based hotels for volunteers, recruits, or guest speakers. PDF
Payment Requests and Object Code Edits - Expenditure Review Services This provides a listing of allowable and unallowable object codes by payment request type. VND.OPENXMLFORMATS-OFFICEDOCUMENT.SPREADSHEETML.SHEET
Guest Travel Template - Expenditure Review Services This form should be provided to all UAB guests (speakers, volunteers and recruits) to capture travel related expenses PDF
IPOD, PDA, IPAD Wireless Service Request for Approval Form - Expenditure Review Services This form is used to request wireless devices that require data capable service plans that are not provided by UAB Telecommunications. All other devices should be requested by contacting UAB Telecommunications directly. PDF
Expenditure Guidelines Matrix - Expenditure Review Services This matrix is intended to assist the user in identifying the appropriate method of payment for common university expenditures.
Group/Travel Advance Agreement - General For Student Group/Team Travel Advance Only MSWORD
At Risk/Pending Account Request - Grants This form is used to request an "At Risk" or "Pending" account for sponsored activity where the legal agreement has not been finalized PDF
Grant Related Income Balance Carry Forward Request - Grants Submitted to request carry forward of Grant Related Income balance PDF
Grants and Contracts Accounting Receipt Form - Grants To prepare Departmental Deposits of funds remitted to Grants Accounting PDF
Incentive Form For Research Subjects - Grants Used to request acquisition of incentives for Research Subjects of a Sponsored Project PDF
Rebudgeting Request - Grants To request rebudgeting of sponsored award
Residual Closeout Request - Grants To request closeout of fixed price account to residual account PDF
Sub Recipient Invoice Certificate -Sub Recipient Personnel - Grants Included with invoices submitted for sub recipient payment, per Sub-Recipient Agreements Policy (UAB) PDF
Sub Recipient Invoice Certificate -UAB Personnel - Grants Included with invoices submitted for sub recipient payment, per Sub-Recipient Agreements Policy (Non-UAB) PDF
Cost Sharing Commitment Form - Grants Used to document cost sharing commitments
Indirect Cost Revenue Redistribution Agreement - Grants This form is used to redistribute indirect cost revenue among departments
Grant Transfer of Petty Cash Fund - Grants Used to request transfer of petty cash fund to new grant PDF
Stop Payment Request Form - Payroll Stop payment on check issued through Payroll Services PDF
Work Study Request Form - Payroll PDF
Out of State Advantage Direct Deposit Change Form - Payroll Payroll direct deposit is required for all UAB employees including those working outside the state of Alabama. Out of state employees are required to complete an Advantage Payroll Services Direct Deposit Form. PDF
Trainee Determination Checklist - Payroll Used to determine if a non-US citizen will apply for an individual tax identification number (ITIN) or social security number (SSN) PDF
Campus Kronos Time Correction Form - Payroll To be completed by non-exempt employees requesting changes to their Campus Kronos timecard. PDF
International Student/Scholarship/Payroll form - Payroll Athletic Scholar Appointments PDF
UAB Trainee Fact Sheet - Payroll UAB Trainee Appointments PDF
Social Security Form SSA-131 - Payroll Employer reporting to the Social Security Administration special wage payments made to an employee for a prior year. PDF
Severance Pay Tax Exemption Qualification - Payroll Lump Sum Severance Payments PDF
Temporarily Alter Salaried Employee Pay - Payroll PDF
Escrow Calculation Form - Payroll Assisting 9-mo employees in calculating escrow amounts MSEXCEL
Work-Study Placement Form - Payroll PDF
Excess Insurance Worksheet - Payroll MSEXCEL
W2 Balancing Worksheet - Payroll MSEXCEL
Out of USA User Work Location Checklist - Payroll ACT documents with the proposed work location of Out of USA, we have added a pre-submit process to ACT requiring this form to be completed. The purpose of this information is to determine the correct taxation, tax reporting, and composite fringe rates for these employees/trainees. Please complete the form and fax to Payroll Services (205) 975-7417. PDF
Out of State User Work Location Checklist - Payroll ACT documents with the proposed work location of Out of State, we have added a pre-submit process to ACT requiring this form to be completed. The purpose of this information is to determine the correct tax reporting. Please complete the form and fax to Payroll Services (205) 975-7417. PDF
Federal Employee Withholding Allowance Form: W-4 - Payroll Used by employees to adjust their federal withholdings. This form is completed via the Adminsystem Self Service. For instructions please go to: http://tinyurl.com/4xf6pu
Effort Report Policy ACT Checklist - Payroll ACT documents with a retroactive effective date prior to the effort report rolling date or submitted on employees with delinquent Effort Reports require Payroll Services to flag the conversation on the document prior to the Submit. The flag is to assist in complying with the Effort Report Policy and review for new charges to reportable A21 accounts. Please complete the form below and fax to Payroll Services (205)975-7417. PDF
Alabama Employee's Withholding Form: A-4 - Payroll form is used by employees to adjust their state tax withholdings. Please complete the form and fax to Payroll Services (205) 975-7417.
Student Loan Forbearance - Student Borrower must complete to apply for repayment forbearance.
State Nursing Scholarship Request for Cancellation - Student Borrower must complete to apply for cancellation of State Nursing Scholarship PDF
Hardship Form - Student Borrower must complete to apply for hardship deferment
Federal Perkins Loan Request for Cancellation - Student Borrower must complete to apply for postponement and/or cancellation of Federal Perkins Loan
Loan Cancellation Request Form - Student This form is used by students wishing to cancel any portion of a current disbursement of their Federal Subsidized Student Loan, Federal Unsubsidized Student Loan, Federal PLUS Loan, Federal Perkins Loan or other loans. PDF
Loan Forbearance - Student This form is used by students to request a loan forbearance PDF
W-9 Form and Instructions (Spanish) - Tax Form required to set up an individual who is a U.S. citizen or U.S. resident alien, legal entity created or organized in the U.S. or under the laws of the U.S., an estate (other than a foreign estate) or a domestic trust (as defined in Regulations section 301.7701-7) as a UAB supplier
UAB EIN Verification - Tax IRS Letter 147C confirms the legal entity name and tax identification number PDF
New Supplier Bar Code Form - Tax Instructions for completing the New Supplier Bar Code Form in Oracle
Tax Exemption Certificate - Tax This form may be sent to any outside party seeking validation of our Alabama sales tax exemption. Includes ALDOR notice regarding Legislative Act 2015-534 whereby UAB is exempt from obtaining an annual certificate of exemption as an Alabama public institution. PDF
W-9 Form for UAB - Tax Signed form W-9 for UAB. Note that the information at the bottom of the form should be completed with the UAB department's information for correspondence with the vendor. PDF
IRS Determination Letter - Tax Letter from Internal Revenue Service regarding tax exempt determination related to UAB PDF
W-9 Form and Instructions - Tax Form required to set up an individual who is a U.S. citizen or U.S. resident alien, legal entity created or organized in the U.S. or under the laws of the U.S., an estate (other than a foreign estate) or a domestic trust (as defined in Regulations section 301.7701-7) as a UAB supplier
W-8 Forms and Instructions - Tax Form required to set up foreign individuals or entities as a UAB supplier in Oracle. The most common Form W-8 is the W-8BEN for use by foreign individuals and Form W-8BEN-E for use by foreign entities. If prospective vendor does not believe either of the "BEN" forms is appropriate, they should determine which of the other Forms W-8 is appropriate. (i.e. Form W-8CE, Form W-8ECI, Form W-8EXP or Form W-8IMY).
Business Associate Agreement - University Contracts PDF
Routing Forms - University Contracts The appropriate routing form should be submitted as the cover sheet to any agreement processed through University Contracts.
Huntsville Contract Routing Form - University Contracts This form is used to route Huntsville contracts for signature
Health System Contract Routing Form - University Contracts This form is used to route hospital and health system contracts for signature.
Affiliation for Preceptorship Education - University Contracts This form is used for establishing affiliation agreeements for preceptorship education.
Affiliation for Clinical Education - University Contracts
University Routing Form - University Contracts This form is used to route University contracts for signature.
Addendum to Agreement for Clinical Affiliation - University Contracts
Alys Stephens Center Contract Routing Form - University Contracts This form is used as the cover sheet for contracts between the Alys Stephens Center and external parties.
School of Dentistry Contract Routing Form - University Contracts This form is used by the School of Dentisty for contracts with external parties.
Student Affairs Contract Routing Form - University Contracts This form is used for contracts between Student Affairs and external parties.
Amendment to Fully Executed Agreement - University Contracts This form is used to alter a fully executed agreement between UAB and an external party.
Personal Services Form - University Contracts Used to apply for an individual or employee to be paid as an Independent Contractor per UAB's Personal Services Policy PDF
Hospital Advance PO Request - University Purchasing This form is used to request an Emergency Advance Purchase Order for Hospital. PDF
Vendor Disclosure Statement - University Purchasing This form is used to disclose any conflicts of interest related to purchases. PDF
PO Add A Line - Exceeds Quantity Checklist - University Purchasing Reconcile discrepancies between university purchase order and vendor invoice PDF
Car/Van Rental Form - University Purchasing Requesting approval for renting a vehicle for University related business PDF
P-Card Application - Organization - University Purchasing Requesting an organization P-Card PDF
P-Card Agreement - Organization - University Purchasing Agreeing to the terms required for an organization P-Card PDF
P-Card Account Maintenance Form - University Purchasing Requesting updates to existing P-Cards PDF
P-Card Log - Organization - University Purchasing Managing organization P-Card activity PDF
P-Card Agreement - Organization Card User - University Purchasing Agreeing to the terms required to use an organization P-Card PDF
P-Card Log (Excel) - Organization - University Purchasing Managing organization P-Card activity VND.OPENXMLFORMATS-OFFICEDOCUMENT.SPREADSHEETML.SHEET
LPO Pick Up Form - University Purchasing This form is used to identify departmental personnel authorized to pick up Limited Purchase Orders. PDF
Sample LPO Form - University Purchasing Limited Purchase Order forms may be picked up in Accounting Services (AB 620). PDF
LPO Authorization Form - University Purchasing This form is used to obtain approval for the use of Limited Purchase Orders PDF
University Advance PO Form - University Purchasing This form is used to request an Emergency Advance Purchase Order. PDF
Vendor Application Form - University Purchasing This form is used by vendors seeking to become a valid supplier for UAB PDF
Sole Source Justification Form - University Purchasing This form is used to provide a clinical or technical justification of sole source. PDF
Moving Estimate Form - University Purchasing This form is used to request an estimate for moving. PDF
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