Forms
Business Service Center
Procurement & Payment Services Forms
- Description: Used when making a purchase of an airline ticket or train ticket when using the UND Purchasing Card.
- Description: There are times when circumstances exist that a procurement cannot follow the entire competitive procurement process. This exists for sole source, limited competition and emergency procurements. A sole source means that the product or service is unique and that the vendor, to the best of the requestor's knowledge, based on the thorough research of the requestor, is the only vendor able to furnish the product or service. Limited procurement means requirements are restricted to some limited competition. For example, when products or services are exclusive to particular individuals or business entities are required and competition for the proprietary product or service exists or when circumstances require that commodities or services be provided by bidders or offerors within a specific geographic area. The University follows SBHE policy 803.1 for non-competitive purchases.
- Complete this form for purchases $10,000 and above.
Athletics Travel Advance Form ( Athletic Department use Only)
Athletic Team Trip Report ( Athletic Department use Only)
Athletic Meal Expense Form For Team ( Athletic Department use Only)
- Description: Used when requesting a bid / quote for purchases $10,000 or greater.
Certificate of Missing Receipt/Invoice
- Description: This form must be completed for missing receipt(s)/invoice(s) required as part of any reimbursement or Purchasing Card transaction.
Contracts
Contracts are needed for commodity purchases over $10,000 and service agreements over $50,000. UND recommends departments use the following standard agreement forms when hiring a consultant, guest speaker, or when a service is performed. These agreements have been pre-approved by the Attorney General’s Office ensuring timely processing of payments.
- Description: This contract needs to be completed any time a consultant is employed.
- *Agreement was revised August 14, 2015, please discard any copies of the previous version and use the current version. Contact Procurement & Payment Services if changes are needed to Insurance Requirements. Other changes made to the format will need to be approved by the Attorney General’s Office.
Guest Speaker Contract Template
- Description: This contract needs to be completed any time a guest speaker is employed.
*Agreement was revised August 14, 2015, please discard any copies of the previous version and use the current version. Contact Procurement & Payment Services if changes are needed to Insurance Requirements. Other changes made to the format will need to be approved by the Attorney General’s Office.
- Description: This contract needs to be completed any time a service is performed under $50,000. *Agreement was revised August 14, 2015, please discard any copies of the previous version and use the current version. Contact Procurement & Payment Services if the service is over $50,000 or changes are needed to Insurance Requirements. Other changes made to the format will need to be approved by the Attorney General’s Office.
If one of the above agreements is not used and an agreement from a consultant/guest speaker/vendor (third party) is used, it must be reviewed by the Attorney General’s Office. Using a third party agreement over one of UND's recommended agreements above may delay the payment process because the Attorney General’s Office approval is required.
If the purchase is under $10,000 for commodities or under $50,000 for services, UND departments can choose not to use the recommended agreements above or a third party agreement and use an invoice from the vendor. When doing so, the same information must be stated on the invoice that is required on the agreements (services performed, fees, other expenses, dates, etc.). Agreements are recommended because many individuals being paid for services do not have prepared invoices with the individual signature and using the pre-approved forms above will expedite the payment process.
Contact Procurement & Payment Services for the word format if needed. Changes made to the format will need to be approved by the Attorney General’s Office.
Determination of Worker Status
- To be completed by the department, assisting in determination individual of an employee or independent contractor
Direct Deposit Authorization Form - Accounts Payable - Vendor
- Description: Vendor payments by ACH (Direct Deposit), not paper check
Donation Receipt - Please contact the UND Alumni Association Foundation.
- Description: Used to process corrections or adjustments of funding on paid expense reports
- Emergency purchases are defined as purchases that UND cannot make within the required time that involve public health or public safety, or where immediate expenditures are necessary for repairs of state property to protect it against further loss or damage, or to prevent or minimize serious disruption in state services. Emergency purchases must be made with the level of competition practicable under the circumstances (NDCC 54-44.4-02.7).
- Description: Submit this form to asset management to request a new fabrication. Form must be submitted at least two weeks prior to the start date of the fabrication.
Completion of Fabrication Form
- Description: Submit this form to asset management at the completion of an approved fabrication.
- Description: Used when requesting a new fund to be created. Submitted to the Controller's Office, Stop 8364
Internal Revenue Service Form 8233
- Exemption From Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Non-Resident Alien Individual. To qualify for an exemption from withholding due to a tax treaty with a foreign country
- Description: Used when an individual is required to provide an invoice for services
- Description: Used when doing Journal Entries that have 10 or more lines. If less than 10 lines, please do transactions on a Journal Entry Form
- Description: Instructions and tips for completing a Journal Import
- Description: Example of how a Journal Import Form looks when completed
- Description: Used to make funding corrections on a voucher
- Description: Departments will use this form to initiate the transfer of major equipment to a new location or to report lost, stolen or traded items.
Major Equip Verification Report
- Description: Verification report form for inventory.
- Description: Departments will use this form to initiate the transfer of minor equipment to a new location.
Minor Equip Verification Report
- Description: Verification report form for minor inventory.
Moving Expense Reimbursement Authorization Form
- Description: Used to obtain pre-authorization by departments for moving expenses
- Description: 3 page form. Used when compiling moving expenses for reimbursement. Must be signed by the employee receiving the reimbursement. Must be attached to the Voucher. Submit the appropriate pages needed for reimbursement.
Non-Employee/Student Travel Expense Worksheet
- Description: Used to figure and show expenses reimbursed to a Non-Employee or Student and have the Traveler authorize their travel reimbursement .Must be signed by the person who traveled. Attach to payment voucher.
Perceptive Content Access Form
- Description: Perceptive Access/Modification/Removal
Purchasing Card Application Form
Purchasing Card Change Request
- Description: This form needs to be completed when a change needs to be made to your P-Card limits, default funding, adding a department reconciler or canceling a card.
Purchasing Card Travel Agreement
Purchase Order Changes/Cancellation/Closed
- Description: This form needs to be completed when a change needs to be made to a purchase order or when items need to be cancelled.
- Description: Used when requesting a new fund or project to be created. Is submitted to the Controller's Office, Stop 8364.
- Description: Used to list who is allowed to sign for each department
Statement for Visiting Non-US Residents
- Description: Used to record the participants when a meal advance was granted for travel
- Description: To provide the banking information when the department is making a payment by wire to a company/individual in the United States
Wire Transfer Form - International
- Description: To provide the banking information when the department is making a payment by wire to company/individual not located in the U.S.
Resource Planning & Allocation
Position Funding FormBudget Journal User eForm Request
Budget Module Access Request Form