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Forms and Manuals

Forms and Manuals

Addendum to PCard Application (Word)

This form is used to change information on an existing PCard account (i.e. change the PaymentNet reviewer, cardholder limits, billing address, etc.). It is also used when to close PCard accounts. Upon completion, this form should be submitted to the PCard administrator in the Purchasing Department.

Approval of Expenses Statement (Word)
Approval of Expenses Statement (PDF)

Complete and attach this form to the monthly statement to reflect transaction approval.

Bear e-Buy Entertainment Expense Form (Word)

Complete this form, obtain signature(s), scan, and attach as an internal document to a purchase order for entertainment in Bear e-Buy.

Bear e-Buy New Vendor Form (Word)

This form is used to add a new vendor to Bear e-Buy. Upon completion, email this form to BeB@shawnee.edu. You will be notified when the vendor has been added.

Bear e-Buy Approver Training Manual (PDF)

This training manual is for people with approval authority in Bear e-Buy.

Bear e-Buy Requestor Training Manual (PDF)

This training manual is for requestors who place orders in Bear e-Buy.

Cardholder Agreement (Word)
Cardholder Agreement (PDF)

Each cardholder must sign this form, which indicates their agreement to the terms and conditions of the PCard program, prior to obtaining a card.

Cardholder Application (Word)

Complete this form to request a Visa card for an employee.

Change of Address (Word)
Change of Address (PDF)

Conflict of Interest (Word)
Conflict of Interest (PDF)

Contract Intake Form (Word)

Submit a contract, along with this completed form, to contracts@shawnee.edu

Credit Confirmation (Word)
Credit Confirmation (PDF)

This form is used when a credit receipt cannot be obtained from the supplier. It helps identify the nature of the credit and states the amount received is ultimately correct. The completed form should be attached to the cardholder's monthly statement.

Equipment Action Authorization Form (PDF) NEW

This form is for used authorization of movable equipment relocation, transfer between departments, or to release obsolete equipment to surplus. Obtain signature and return to the Purchasing Office.

Grant Accounts Permission to Use P-Card Form ( PDF) NEW

This form must be approved prior to making a p-card purchase using grant funds.

Missing Receipt Affidavit (Word)
Missing Receipt Affidavit (PDF)

This form is for use with purchasing card or travel expense transactions when you have exhausted all means of obtaining an itemized receipt. Completed signatures are required to make this form acceptable. Important: This option should be used infrequently and must include your explanation and signature and the signature of the individual having approval authority for the PCard account. Any substantiating documents available should also be attached to the PCard statement.

OPERS Independent Contractor Acknowledgement (PDF)

PCard Manual (Word)
PCard Manual (PDF)

PCard Transaction Log (Excel)

Purchase Order Terms & Conditions (Word)

Request for Payment (Word)

Request for Waiver of Competitive Bidding (Word)
Request for Waiver of Competitive Bidding (PDF)

Statement of Disputed Items (Excel)
Statement of Disputed Items (PDF)

Student Permission to Spend Form (Word)

Supplier Non-Acceptance (Word)
Supplier Non-Acceptance (PDF)

This form is used to provide information about any vendor who does not accept the PCard. Submit it to the PCard administrator, who will work with the bank to gain future supplier acceptance.

Tax Exemption Forms (PDF)

These forms may be downloaded and printed as needed.

Ohio Present this form to show sales tax exemption in Ohio.
Columbus (city exemption) Present this form upon check-in, to claim exemption of lodging tax in the city of Columbus, Ohio.
   
Alaska No Sales Tax.
Colorado Colorado will allow out-of-state organizations to use the tax-exempt certificate from the state where they are located.
Delaware No Sales tax.
Kentucky Present this form to show sales tax exemption in Kentucky.
Florida Present this form to show sales tax exemption in Florida.
Montana No Sales Tax.
New Hampshire No Sales Tax.
Oregon No Sales Tax.
West Virginia West Virginia will allow out-of-state organizations to use the tax-exempt certificate from the state where they are located.

Transportation Contract (Word)
Transportation Contract (PDF)

Travel Expense Form - Blank (Excel)

This form is used to obtain reimbursement for University travel expenses. For instructions, click here

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