DOCUSIGN REQUEST FORMS - TABLE OF CONTENTS
Purchase Requests, Travel Requests, & Payment Requests (aka"Check Requests") 


DocuSign Forms (scroll down for Process Overview)
Instructions: Click the link to the form needed, based on the department to which the charge should be allocated (i.e. your department):

STUDENT INITIATED FORMS:

- Student Activities: Check Request
- PhD Student Practicum Medical Expenses Reimbursement: Check Request
- PsyD/PhD Dissertation (Internal) Grant Reimbursement: Check Request
- (External) Grant Related Reimbursement: Check Request

STAFF/FACULTY INITIATED FORMS:


Process Overview:

A Purchase Order (PO) is required for purchases $2,500 and greater (per transaction or annually). A Purchase Request (PR) form becomes a PO once it is fully approved and has been assigned a PO Number by the Finance Office. The requester will receive an email from DocuSign including a copy of the fully approved Purchase Order and an assigned PO#. Please provide your supplier with the PO# and ask them to include it on their invoice. When payment is due, divisions should submit a Check Request form, including the PO# on the form and attaching the invoice provided by the supplier. Please direct questions to the Purchasing Manager at administrativehotline@paloaltou.edu. 

A Travel Request (TR) is required when air travel and/or overnight lodging is involved with a university related business trip. Staff and faculty are responsible for submitting TR's for their own business trips, and are expected to make business trip related purchases only after a Travel Request number (TR#) has been issued. Once a TR is fully approved by the division, the Finance Office will review it and assign a TR#. The requester will receive an email from DocuSign including a copy of the fully approved Travel Request, and an assigned TR#. Staff and faculty may request reimbursement by submitting a Check Request form, including the TR# on the form and by attaching receipt copies for the out-of-pocket expenses. Meals may be expensed at the per diem rate (which does not require receipts) or for actual expenses by submitting itemized receipts. Please direct questions to the Purchasing Manager at administrativehotline@paloaltou.edu.

A Payment Request, aka "Check Request" (CR), is required to initiate a payment to a supplier after the acquisition of goods or services, or to initiate a reimbursement payment to an employee, faculty member or student for pre-approved university related expenses paid out-of-pocket. Departments may submit a Check Request, in advance, to pay suppliers for the acquisition of goods and services or once an invoice is received. If the cumulative annual amount exceeds $2,500 (for a particular item)  then a Purchase Request is also required prior to the acquisition of the goods and services ,and the PO# must be included on the CR. Staff, faculty, and students may also submit a Check Request to request reimbursement of university related expenses paid out of pocket. If the reimbursement is related to university related travel which includes an overnight stay and/or air transportation, then a Travel Request is also required prior to traveling, and the TR# must be included on the CR along with itemized receipts. Check Requests which are fully approved by Friday will be paid the following Friday. Please direct questions to the Accounts Payable Department at ap@paloaltou.edu.