Forms

Account Establishment

Request to Establish or Extend Account (Grant or Contract)
This form requests the establishment of a sponsored activity account in advance of a fully executed award or the continuation of an award that has expired or has a low balance and an amendment is pending. Revised 3/30/2016.

Request to Establish Account (UEI University Support Program)
This form requests the establishment of a University Support Program account. Revised 2/28/2022.

Signature Authorization
This form designates individuals with the authority to expend from an account. Revised 9/7/2017.

Account Maintenance

Budget Modification
This form is for budget revision requests that do not require sponsor approval. Revised 5/20/2016.

Cash Transmittal
This form is for the deposit of cash or checks to an eligible University Support Program account or for the return of funds to an expense line item. Revised 2/7/2023.

Credit Card Transmittal
This form is for the deposit of credit card transactions to an eligible University Support Program account or for the return of funds to an expense line item. Revised 2/7/2023.

Finance Enterprise User Request Form
This form requests the establishment of a Finance Enterprise User ID for access to UEI account financial information. Revised 2/22/2024.

PCI Compliance
This form is for the certification of compliance with UEI Payment Card Industry compliance procedures by individuals who handle hard-copy credit card information. Revised 4/30/2015.

Request to Transfer (budget or expense)
This form is used to request the transfer of income, budget, expenditures, or payroll postings to an allowable account or line item. Revised 10/4/2016.

Cost Sharing Documentation

Certification of Time Effort for Cost Sharing
This form is for the certification of project personnel whose time spent on the project is not paid directly from a sponsored activity account but designated as cost share to the sponsored activity. Revised 5/23/2016.

Cost Share Reporting Form for Sacramento State Contributions
This form is for reporting Sac State cost share contributions to Accounting Services. Revised 6/16/2021.

Inkind Contributions for Cost Share
This form documents and certifies project expenses not paid directly from a sponsored activity account but designated as cost share to the sponsored activity. Revised 7/19/2016.

Personnel

Direct Deposit Request
Employee authorization for the direct deposit of payroll earnings to a personal checking and/or savings account. Revised 7/31/2011.

Employee Action Authorization (EAA)
This form is used to perform personnel transactions such as new hire authorizations, rate changes, address changes, etc.

Faculty/Chair Agreement
UEI hiring document for faculty and chair employees of Sacramento State who receive additional employment through UEI. Revised 3/16/2017. – Summer 2023 and Academic Year 2023-24 Calendar for Additional Employment Use. 

Faculty Release Time Request
Use OnBase: This workflow is used for the release of faculty from their regular teaching/work assignments to work on grants or contracts or other accounts with UEI.

MPP/Exempt Staff Agreement
UEI hiring document for MPP and exempt staff employees of Sacramento State who receive additional employment through UEI. Revised 3/16/2017.

Staff Release Time Request
This form is used for the release of Sacramento State staff from their regular work assignments to work on grants or contracts or other accounts with UEI.

Separation from Employment
This form is for the separation of employees from UEI employment due to resignations, terminations, etc.

Timekeeping
For the reporting of daily work hours by UEI employees and for wage processing at the end of each pay period. All time is entered via the online time and attendance system.

UEI Payroll Calendar
Listing of UEI pay periods, timekeeping due dates, and paydays.

Vehicle Use
Link to forms required for the use of privately-owned vehicle for business purposes.

Volunteer Service Form
This form is for the documentation and authorization of a volunteer on a UEI project including sponsored activities. Revised 4/30/2012.

W-4
IRS form for employees to determine proper federal income tax withholding from pay.

Workplace Injuries
Link to forms required for the reporting of a workplace injury.

Expenditures

Check Request
This form is used to request reimbursement of expenses or payment of invoices. Revised 6/20/2024.

Consultants

Consultant Agreements must be reviewed and approved by UEI prior to services commencing. An assessment must be performed to determine worker classification as either an employee or consultant. Please contact Sponsored Programs Administration before initiating form at (916) 278-7565.
  • Independent Contractor/Consultant Request
    This form provides the necessary information for UEI to properly consider the classification of the work type (employee vs. contractor) before services begin. Revised 6/18/2021.
  • Consultant Sole Source Justification
    This form is for the justification of independent contractor/consultant services exceeding $50,000 for which three bids were not obtained. Revised 6/1/2022.
  • Consultant Invoice
    This form is used to request payment for independent contractor/consultant services. Revised 9/13/2018.
  • Subcontract Request Form
    This form is to request subaward development from UEI Sponsored Programs Administration. Revised 11/28/2023.

Agreement and Payment Request for Performers (previously Speaker Services)
This form is used for the services and payment of a speaker, entertainer, or performer at a campus or project-related event. Revised 2/22/2023.

Purchase Order Request
This form is for the acquisition of supplies from a vendor or services from a provider other than an independent contractor/consultant. Revised 4/17/2023.

Purchase Order Sole Source Justification
This form is for the justification of supplies or services through a purchase order exceeding $10,000 for which three bids were not obtained. Revised 5/9/2016.

Travel

For employees of Academic Affairs Colleges, Division & Programs, the UEI travel request form must be attached to your Concur request. See UEI Funded Travel - Concur steps here.

Student Travel Memo and Release Form (revised 7/1/2024)

For travel that occurred between 1/1/2024 and 12/31/2024:

  • Travel Request and Claim
    These forms are used in advance of travel to request approval of the trip and subsequent documentation and reimbursement for travel. Revised 3/21/2024.
  • Travel Claim Only
    This form is used to document and request reimbursement for travel. Revised 1/5/2024.

For travel that occurred between 1/1/2023 and 12/31/2023:

  • Travel Request and Claim
    These forms are used in advance of travel to request approval of the trip and subsequent documentation and reimbursement for travel. Revised 3/21/2024.
  • Travel Claim Only
    This form is used to document and request reimbursement for travel. Revised 3/7/2023.

International Travel

Additional compliance and approvals are required prior to travel.