Forms & Prior Approval Matrices

This page contains the forms for expenses that will require prior approval or an exception.
Please see your campus Approval and Exception Matrix listed below.

Form Instructions

For Amherst and Lowell

  1. Open your campus dropdown.
  2. Click on the type of expense you are seeking an approval/exception for.
  3. 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).
  4. Complete the DocuSign form as instructed.
  5. 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

  1. Open your campus dropdown.
  2. Click the type of expense you are seeking an approval/exception for.
  3. Complete the DocuSign form as instructed (the correct approver will be automatically populated)
  4. 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

Business Expense Form

To support expenditures purchased on bank card and/or PO for entertainment, business meals/events, tangible gifts, purchases which appear/personal dual use, etc.

Business Expense Form

Prior Approvals/Additional Approvals

All of the expenditures below require prior approval before the expense is made. 

Events

  • Events (in excess of $500 and/or with alcohol)

Gifts/Awards

Cell Phones

Exceptions 

All exceptions (with the exception of Non-travel purchase outside of Buyways) require prior approval before the expense is made. 

Form For All Exceptions

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.

Non-Employee Travel Documentation Form

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

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

Non-travel

Travel

 

Prior Approvals / Additional Approvals

All of the expenditures below require prior approval before the expense is made. 

Events

Gifts Cards and Employee Recognition

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

Non-travel

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.