Forms & Prior Approval Matrices

This page contains the forms for business expenses that require require additional approvals per campus Approval and Exception Matrix (listed below).

T&E PowerForm Instructions (for prior approvals/additional approvals)

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

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

Advance Request and Settlement Forms

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:

  1. Log into DocuSign
  2. Go to Templates -> Shared Folders ->Business and Travel Expense Forms
  3. Use the appropriate template based on additional approvals required
  4. Enter all of the required signers and delete any "optional signers" which are not required
  5. 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 (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.

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.