Bham Finance Forms

Birmingham (Bham) finance forms, primarily relevant to the University of Alabama at Birmingham (UAB) and its associated healthcare system, UAB Medicine, encompass a diverse range of documents used for financial transactions, reporting, and compliance. These forms facilitate processes like procurement, reimbursement, payroll, grant management, and financial reporting. Understanding these forms is crucial for faculty, staff, students, and vendors engaging in financial activities with UAB. **Procurement & Payment Forms:** * **Purchase Requisition:** This form initiates the process of purchasing goods or services. It outlines the details of the requested item, vendor information, and budgetary approvals. Different requisition forms might exist for specific purchase types (e.g., lab supplies, IT equipment). * **Invoice Processing Form:** Used for submitting invoices from vendors for payment. It ensures accurate coding and proper routing of invoices for approval and payment. * **Payment Request Form:** This form allows for requesting payments for specific situations like honoraria, registration fees, or stipends. * **ProCard Reconciliation Form:** UAB employees often use ProCards (university-issued credit cards) for small purchases. This form is used to reconcile ProCard transactions, providing receipts and justifying each expense. **Travel & Reimbursement Forms:** * **Travel Authorization Form:** Required before embarking on official university travel. It outlines the purpose of travel, destinations, estimated expenses, and funding source. * **Travel Expense Reimbursement Form:** Used to request reimbursement for travel-related expenses such as airfare, lodging, meals, and ground transportation. Detailed receipts and documentation are crucial. * **Non-Travel Expense Reimbursement Form:** Used for requesting reimbursement for non-travel related expenses like office supplies, professional development expenses, or other authorized out-of-pocket expenses. **Payroll & Human Resources Forms:** * **Direct Deposit Authorization Form:** Allows employees to authorize direct deposit of their paycheck into their bank account. * **W-4 Form (Employee's Withholding Certificate):** Employees use this form to indicate their tax withholding preferences to the IRS. * **Timesheet/Leave Request Form:** Employees use timesheets to record their hours worked, and leave request forms to request vacation, sick, or other types of leave. **Grant Management Forms:** * **Effort Reporting Form:** This form documents the percentage of effort employees dedicate to sponsored research projects, ensuring compliance with grant funding requirements. * **Cost Transfer Form:** Used to transfer costs between different funding sources or accounts, requiring detailed justification and approval. * **Budget Revision Form:** Allows for modifications to the approved budget of a sponsored project. **Other Important Forms:** * **Gift Acceptance Form:** Used to document the acceptance of gifts to the university, ensuring compliance with gift policies and regulations. * **Check Request Form:** Used for requesting a check for purposes not covered by other payment methods. * **Signature Authorization Form:** Designates individuals authorized to approve financial transactions on behalf of a department or unit. Accessing these forms is typically done through the UAB Financial Affairs website, Oracle Financials system, or departmental administrative offices. Accurate completion and timely submission of these forms are essential for maintaining financial integrity, complying with university policies and regulations, and ensuring efficient processing of financial transactions at UAB and UAB Medicine. Failure to adhere to these procedures can lead to delays in payment, audit findings, or even compliance issues.