T&E PowerForm Instructions (for prior approvals/additional approvals)
For Amherst and Lowell
- Open your campus dropdown.
- Click on the type of expense you are seeking an approval/exception for.
- On the first page of the form, manually input the name and email address of the correct approvers (refer to your campus approval matrix found above).
- Complete the DocuSign form as instructed.
- Include completed DocuSign form in submitted packet for reimbursement (expense report or any other required documentation).
For Boston, Dartmouth, UMass Chan, and President's Office
- Open your campus dropdown.
- Click the type of expense you are seeking an approval/exception for.
- Complete the DocuSign form as instructed (the correct approver will be automatically populated)
- Include completed DocuSign form in submitted packet for reimbursement (expense report or any other required documentation)
Please note: The timeframe for your prior approval or exception form solely depends on timeliness of your approvers signature. If you are experiencing a delay, please contact the approver directly. For more detailed instructions on the prior approval & exceptions process, please view the Prior Approval & Exception Guide.
Forms by Campus
Prior Approvals/Additional Approvals
All of the expenditures below require prior approval before the expense is made.
Events
- Events (with food and beverage, $500 or more)
Gifts/Awards
Exceptions
All exceptions (to BTE policy except for Non-travel purchase outside of BuyWays) require prior approval before the expense is made.
Other Forms
US Bank Declining Card Applications
- US Bank Declining Balance Card Application - Used to Purchase Gift Cards for Human Subject Participants
- US Bank Declining Balance Card Application - Used to Purchase Gift Cards (as allowed in the Campus Business and Travel Expense Policy)
Advance Request and Settlement Forms
- Controller's Office Advance Form for Human Subject Compensation
- Controller's Office Advance Form for International Travel
- Controller's Office Advance Settlement Form for International Travel
- Business Expense Form
- Cell Phone Agreement Form
The Amherst business expense form is required to be filed with other purchase documentation for purchases which could be considered entertainment or personal/dual use (meals, events, gifts/flowers) etc. which are purchased in Buyways or Bank card. The business expense form does not need to be submitted in the PS expense reimbursement module because the expense report takes its place.
The Amherst Campus has three DocuSign forms (in addition to the PowerForms hosted by the President's Office) which are also available to Campus DocuSign users for prior approval and exceptions as required in the BTE policy. These forms are very similar to the PowerForms, however, signing can be managed and tracked within DocuSign. In order to use these forms:
- Log into DocuSign
- Go to Templates -> Shared Folders ->Business and Travel Expense Forms
- Use the appropriate template based on additional approvals required
- Enter all of the required signers and delete any "optional signers" which are not required
- Send for approval
Non-Employee Travel Documentation
This form is to be used to document non-employee travel expenses incurred on UMass issued Bank Card and should be attached with the receipts and statement being loaded into BuyWays for approval and documentation purposes.
Prior Approvals/Additional Approvals
All of the expenditures below require prior approval before the expense is made.
Events
Gifts/Awards
- Sympathy or illness gifts
- Gift Card (Human Subject)
- Employee recognition (campus-wide)
- Employee recognition (department-level)
- Employee retirement gift
- Gift/award provided to external organizations
Cell Phones
Exceptions
All exceptions (with the exception of Non-travel purchase outside of Buyways) require prior approval before the expense is made.
Gifts/awards
- Employee recognition gift in excess of $100
- Employee retirement gift in excess of $400
- Exceeding maximum allowance for gifts/awards (for retirement or recognition gifts in excess of limits click the corresponding links above)
- Non-allowable gifts and awards
Non-travel
- Non-allowable cell phone expenses
- Non-allowable non-travel food and beverage expenses
- Non-travel expenses purchased by employee out of pocket and not using BuyWays or University Bank Card
- Professional dues and subscriptions for lifetime memberships
- Professional memberships and subscriptions on a sponsored project
Travel
Prior Approvals / Additional Approvals
All of the expenditures below require prior approval before the expense is made.
Events
Gifts / awards
- Sympathy or illness gifts
- Gift cards for human research subjects with sponsored funds
- Gift cards for human research subjects with non-sponsored funds
- Gift cards not for human research subjects
- Employee recognition (campus-wide program)
- Employee retirement gift
- Gift/award provided to an external organization (contributions)
Exceptions
All exceptions below (with the exception of Non-travel purchase outside of Buyways) require prior approval before the expense is made.
Gifts / awards
- Employee recognition gift in excess of $100
- Employee retirement gift in excess of $400
- Exceeding maximum allowance for gifts/awards
- Non-allowable gifts and awards
Non-travel
- Non-allowable cell phone expenses
- Non-allowable non-travel food and beverage expenses
- Non-travel expenses purchased by employee out of pocket and not using BuyWays or University Bank Card
- Professional dues and subscriptions for lifetime memberships
- Professional memberships and subscriptions on a sponsored project
Travel
Prior Approvals / Additional Approvals
All of the expenditures below require prior approval before the expense is made.
Events
Gifts / awards
- Sympathy or illness gifts
- Gift cards for human research subjects with sponsored funds
- Gift cards for human research subjects with non-sponsored funds
- Gift cards not for human research subjects
- Employee recognition (campus-wide program)
- Employee retirement gift
- Gift/award provided to an external organization (contributions)
Exceptions
All exceptions below (with the exception of Non-travel purchase outside of Buyways) require prior approval before the expense is made.
Gifts / awards
- Employee recognition gift in excess of $100
- Employee retirement gift in excess of $400
- Exceeding maximum allowance for gifts/awards (for retirement or recognition gifts in excess of limits click the corresponding links above)
- Non-allowable gifts and awards
Non-travel
- Non-allowable cell phone expenses
- Non-allowable non-travel food and beverage expenses
- Non-travel expenses purchased by employee out of pocket and not using BuyWays or University Bank Card
- Professional dues and subscriptions for lifetime memberships
- Professional memberships and subscriptions on a sponsored project
Travel
Prior Approvals / Additional Approvals
All of the expenditures below (with the exception of one) require prior approval before the expense is made.
**denotes the expenditure where prior approval is not required but an additional approver is.
Events
Gifts / awards
- **Sympathy or illness gifts**
- Gift cards
- Employee recognition (campus-wide program)
- Employee retirement gift
- Gift/award provided to an external organization (contributions)
Exceptions
All of the exceptions below (with the exception of one) require prior approval before the expense is made.
**denotes the exception where prior approval is not required but an additional approver is.
Gifts / awards
- Employee recognition gift in excess of $100
- Employee retirement gift in excess of $400
- Exceeding maximum allowance for gifts/awards (for retirement gift in excess of $400 see above)
- Non-allowable gifts and awards
Non-travel
- Non-allowable cell phone expenses
- Non-allowable non-travel food and beverage expenses
- **Non-travel expenses purchased by employee out of pocket and not using BuyWays or University Bank Card**
- Professional dues and subscriptions for lifetime memberships
Travel
Prior Approvals / Additional Approvals
All of the expenditures below require prior approval before the expense is made.
Events
Gifts Cards and Employee Recognition
- Bank of America (BOA) Prepaid Cards Human Subject Request Form (Sponsored Funds)
- BOA Prepaid Cards Human Subject Request Form (Non-Sponsored Funds)
- Application for OneCard Gift Card for purchase of non-human subject gift cards
- BOA Prepaid Cards Non-Human Subject Request Form
- Employee recognition (campus-wide program)
- Employee retirement gift
- Gift/award provided to an external organization (contributions)
Exceptions
All exceptions below (with the exception of Non-travel purchase outside of Buyways) require prior approval before the expense is made.
**denotes the exception where prior approval is not required but an additional approver is.
Gifts / awards
- Employee recognition gift in excess of $100
- Employee retirement gift in excess of $400
- Exceeding maximum allowance for gifts/awards (for retirement or recognition gifts in excess of limits click the corresponding links above)
- Non-allowable gifts and awards
Non-travel
- Non-allowable cell phone expenses
- Non-allowable non-travel food and beverage expenses
- **Non-travel expenses purchased by employee out of pocket and not using BuyWays or University Bank Card**
- Professional dues and subscriptions for lifetime memberships
- Professional memberships and subscriptions on a sponsored project
Travel
Missing Receipt Form
If you are seeking reimbursement for a Bank Card or out of pocket expenditure with a missing receipt, please fill out a Missing Receipt Form.
State Employee Disclosure Forms
Conflict of interest law disclosure forms for state employees
Many exemptions to the conflict of interest law require a state employee to file a public disclosure form.
If you have questions about the conflict of interest law, whether you are eligible for an exemption, or how to complete a disclosure form, please contact the Commission's Attorney of the Day for advice.