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| Form | Format | Instructions and Information |
|---|---|---|
| AggieSurplus Pick-Up Request Form | Spreadsheet | This form is used to identify what items are being requested for pick-up by AggieSurplus and Services. |
| AggieSurplus and Services Request Form | AggieLogistics | This form is for requesting services from AggieSurplus and Special Services. |
| Airfare Upgrade Justification | AggieExpense | The previous PDF has been replaced by fields in AggieExpense that are required when justifying Business or First Class airfare. The PDF is no longer required within AggieExpense, but if your department requires it, please use the current version of the form. |
| Alcohol; Conditions of Use of Tax-Free Alcohol | This form must be posted where Tax-Free Alcohol for research purposes is stored/used. | |
| Alcohol Custodian Request Form | AggieLogistics | Used to add, delete, or update alcohol custodians assigned to a department. |
| Alcohol Custodian Lookup | AggieLogistics | Used to identify a department's alcohol custodian. If a department doesn't have an alcohol custodian, use the Request Form above to add a department custodian. |
| Alcohol Permit | Online Form | Permit to serve alcoholic beverages at an official university event. |
| Alcohol; Permit to Purchase Tax Free Alcohol in Excess of 25 Gallons Request | For authorization to purchase tax-free alcohol in excess of 25 gallons, a department must complete this form. | |
| Alcohol Stock Control Custodian's Inventory Records | This form can be used to keep a record of alcohol receipts and disbursements within a department. | |
| Bidding Guidelines | The bidding guidelines are being updated at this time. | |
| Bulk Mail Work Request | AggieLogistics | Used to request services from UC Davis Bulk Mail Services. |
| Campus Interest Group Application | Online Form | Form used to request the establishment of a campus interest group, primarily UC Davis student groups. |
| Cap and Gown Order Form | AggieLogistics | The cap and gown order form is used to place an order for an individual faculty member or a group of faculty. |
| Capital Asset Form | Spreadsheet | This form is to be completed and attached to a Requisition in Aggie Enterprise when purchasing an item that meets the definition of a capital asset as well as items for a fabrication or add-on to an existing capital asset. |
| Card Application Form and Limit Increase Form | Online Form in AggieExpense | This form is used to apply for the Procurement Card and/or the Travel Card. Review the complete instructions before proceeding. This form is also used for requesting an increase to the default dollar limit on the Procurement and/or Travel Card. |
| Central Storehouse Returned Merchandise Authorization Form | Complete this form if returning items purchased from the UC Davis Central Storehouse. | |
| Certificate of Non-availability of U.S.-Flag Air Carrier Service | Use this form to document air travel on a foreign (non-U.S.) carrier. More information about the Fly America Act can be found on the Travel website or at the U.S. General Services Administration website. | |
| Check Copy Request | Online Form | If a check has been cashed and the recipient needs proof, use this form to request a copy of the cancelled check. |
| Chemistry Storeroom Request | AggieLogistics | Can't find what you want or need at the Chemistry Store? Use the AggieSupply Special Order request in AggieLogistics to request an item. |
| Conference and Event Services Event Application | Online Form | Used to reserve on-campus space for an upcoming UC Davis event. |
| Controlled Substance Receipt Authorization | Used to add, delete, or update controlled substance receivers assigned to a department. | |
| Covered Services Carve Out Request | Online Form | The Covered Services information should be reviewed first. Then, if the department believes a covered service contract should be considered for an exception to Regents Policy 5402, the Request for Covered Services Carve Out form must be completed. |
| Customs Form | This form is required for international shipments via FedEx, UPS, or DHL. Note: For shipments sent through the US Postal Service, please complete the appropriate USPS Customs form. | |
| Cylinder Return Request | AggieLogistics | This form is used to request the pick-up of gas cylinders rented from the UC Davis Central Storehouse. |
| Data and Technology Assessment Form | DocuSign Web Form | This form replaces the previous Software Approval Form. This form is required for purchases of technology, software or cloud-based services and must be attached to the applicable Requisition in Aggie Enterprise. The form addresses data sensitivity, bulk data rules, and digital accessibility of the proposed purchase. |
| Declaration of Lost or Destroyed UCD Check (Webform) | Online Form | Used when a check is lost or destroyed, and there is a need to stop payment or have the check re-issued. |
| Declaration of Lost Receipt | Complete this form when all means to obtain an original receipt have been exhausted. This form is not to be used for travel reimbursements. | |
| Decontamination Form | Include, in addition to the AggieSurplus and Services Request form, when items contain, or were used to store, hazardous materials. Complete with the help of a departmental Environmental Health and Safety (EH&S) Specialist. | |
| Dependent Care Travel Costs | DocuSign webform | Travelers are required to complete this form to obtain pre-approval of reimbursable dependent or dependent caregiver expenses. |
| Document Correction Request (for AP Invoice document) | Online Form | Used to request the correction or cancellation of an Aggie Enterprise AP invoice document in routing. |
| Equipment for Research - Sales Tax Reduction Worksheet | This form is used to request a tax reduction for equipment purchases for research purposes in California; it is to be attached to the applicable Requisition in Aggie Enterprise. | |
| Equipment Loan Agreement Form | Used to document the loan of a supply or capital asset item from an outside entity to a university department. | |
| Equipment Loan Agreement Modification Form | Used to make updates to a previously-created Equipment Loan Agreement form. | |
| Excess Surplus Property Form | AggieLogistics | This form is used by departments that wish to consign or sell an item with a value exceeding $251.00. |
| Federal Funds Checklist | This form is to be used for Grant/Cooperative purchases at or above $50,000, and contract purchases at or above $10,000. The completed form is to be attached to the Aggie Enterprise Requisition. | |
| Gift Card Distribution Log | This log is used to track the distribution of gift cards that have been purchased with a Procurement Card. | |
| Hazardous Material Information Sheet | This form is to be completed if shipping items that meet the criteria of hazardous. NOTE: Online training is required before shipping hazardous materials and required every 2 years to maintain shipping privileges. | |
| Independent Contractor (Individual) Pre-Hire Information Form | Complete this form prior to initiating or renewing a contract for independent contractor (individual) services to ensure the appropriate process to complete. | |
| Individual Disclosure Statement for Proposed Sole Source Purchase | Each person involved in the recommendation for Sole Sourcing must complete this disclosure form. Both this form and the Source Selection & Price Reasonableness Justification form are to be electronically attached to the applicable Aggie Enterprise Requisition document. | |
| Instant Card Non-Employee Cardholder Agreement | DocuSign | Used to authorize non-UC Davis individuals to receive an Instant Travel Card and acknowledge cardholder responsibilities. |
| Interest Charges Letter | Provide this letter to suppliers in response to a request to pay interest charges. | |
| Lodging Limit Justification | AggieExpense | UCOP G-28 travel policy limits lodging nightly rates to a maximum of $333/night when traveling in the Lower 48 states for less than 30 days. The previous PDF has been replaced by fields in AggieExpense that are to be used if requesting reimbursement for more than the default maximum amount. The PDF is no longer required within AggieExpense, but if your department requires it, please use the current version of the form. |
| Microscope Services Billing Look-Up | AggieLogistics | Review departmental charges associated with rentals processed though the Microscope Services unit. |
| Mileage Log Form | The mileage log is no longer available for use. Please use the Mileage - Google Maps Expense Type in AggieExpense. | |
| New Mail Stop/ID Request | AggieLogistics | This form is available in AggieLogistics, as the Mail Services Request form. Used to request the addition or deletion of a departmental mail stop or to update information on an existing mail stop. |
| Non-Profit Application Form | Accredited schools and non-profit organizations can complete this form to be considered for potential donations through AggieSurplus. Please email completed form to [email protected]. | |
| Outgoing Mail Request Form | Form to be completed when mailing items out via USPS and needing a tracking number or proof of delivery. | |
| Payment Request | This form is used to request a payment in many cases when there is no associated Purchase Order. Please note that this form is not generally used for honoraria or research participant payments. | |
| Performance Agreement -information and agreement template | Performance services can be obtained by departments without Procurement & Contracting Services review/approval if this form is properly completed and attached to the applicable Aggie Enterprise Requisition document. | |
| Preferred Booking Program Form | The Preferred Booking form is no longer available. Local hotel reservations for individual or group travelers and entertainment events are now made directly with the hotels. Learn more about the Preferred Booking Program. | |
| Procurement Card Log | Use to record purchases made with the Procurement Card. | |
| Purchasing Category Spreadsheet (Aggie Enterprise) | Spreadsheet | Contains information on each of the (Purchasing) Category Names in Aggie Enterprise, along with the routing, taxability, and natural account assigned to each Category. |
| Purchasing Process Flowchart | Visually displays the purchasing process for purchases at or above $15K and the requirements for federal versus non-federal funds. | |
| Remote Use of University Resources Agreement | Used to document approval of university equipment and supplies being used remotely at non-university locations. | |
| Report of Proposed Transaction Involving Potential Conflict of Interest | DocuSign webform | Required if contracting with a current or former UC employee or near relative. Review the Conflict of Interest information. |
| Repro Graphics Work Project Request Form | Online Form | Used to request services from Repro Graphics for copying, printing, and promotional goods branding. |
| Revenue Agreement Certification | DocuSign webform | This form is for business revenue transactions less than $50K per year without an approved recharge rate. |
| Revenue Agreement Request Form and Modify Revenue Agreement Form | This form is used for the request of creation or modification of a Revenue Agreement. | |
| Scientific Store Request | AggieLogistics | Can't find what you need at the Scientific Store? Use the AggieSupply Special Order request in AggieLogistics to request an item. |
| Scope of Work Requirements Worksheet | Required any time the contract will cover services provided, regardless of whether the university is providing the service(s) or a contractor will be providing the service(s). | |
| Shipping Memo | Required for any outbound shipments not processed via AggieShip. | |
| Shredding Service Request | AggieLogistics | Used for confidential document shredding requests. |
| Small Business Registration Form | Online Form | Register a certified small, small disadvantaged, woman- or veteran-owned business with UC Davis. |
| Software: Approval Form for Software and Related Services | This form has been replaced with the Data and Technology Assessment Form. | |
| Sound Permit | Online Form | Permit to request amplified sound at a campus event. |
Source Selection & Price Reasonableness Justification Form
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| Special Messenger Request | AggieLogistics | Used to request a special mail pick-up for your department, in addition to the regular mail pick-up time(s). |
| Sponsorship Agreement | This form is to be completed when the university makes a contribution in support of an event produced by another entity, and the university is receiving a benefit in exchange for the financial contribution. The completed form is to be attached to the Aggie Enterprise Requisition document Review the instructions on completing a Sponsorship Agreement before completing the form. | |
| Stop Payment or Cancel Check Request Form | Online Form | If a check is lost or stolen, complete this form to have the check cancelled or reissued. |
| Supplier Forms |
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| Transient Occupancy Tax Exemption Certificate for Governmental Agencies | Use this form to receive tax exemption from hotels, as applicable. | |
| UC Away Trip Registration | Online Form | This form is required each time an individual travels outside of California, unless reservations are made through AggieExpense or a ConnexUC travel partner (excluding SWABIZ: Southwest Business). |
| Unauthorized Purchase Statement | DocuSign | This form is to be completed for any employee or supplier payment requests associated with an unauthorized purchase. NOTE: For Davis campus departments and School of Medicine/School of Nursing, this form is not required if the unauthorized purchase was made using the UC Davis Travel Card or an employee’s personal funds, unless the requested amount for reimbursement is over $10,000. |
| Wire Transfer Request | Online Form | Complete this form when an AggieExpense out of pocket reimbursement requires a wire transfer. Prior to submission:
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| W-9 Form |
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