Business Services Form - Prizes, Awards, Gifts, and Promotional Materials Pre-Approval Form
Form
Prizes, Awards, Gifts, and Promotional Materials Pre-Approval form can be completed using the following form in DocuSign:
Policy
Roles
- Submitter: Initiates the request and completes most of the fields on the form.
- Cost Center Manager or Principal Investigator (PI): The Cost Center Manager (or PI if using an external grant (FD0133 or FD0144)), for the funding string from which the prizes, awards, gift or promotional materials purchase is to be made. They will need to provide approval for the request. Contact your Department ADA or Chair if you are unsure of who this individual is.
- Business Services Approver: Reviews the request and approves or denies it. DocuSign will automatically route to this individual.
- Business Services Gift/Grant Approver (does not need to be entered): This approver will review forms that use fund FD0133, FD0144, or FD0233. DocuSign will automatically route to this individual.
Approval Process
Upon hitting the form link above, the submitter will need to provide their name and email along with the name and email of the Gift/Grant/Project/Program Manager of the funding string being used to purchase the prizes, awards, gifts, or promotional materials.
On the form, the submitter will include all of the requested information for the event. DocuSign will not allow the form to be submitted if certain fields are not filled out. Once all information is provided on the form, the form can be submitted. An email receipt will be sent to the submitter. Please keep track of this email as it can be used to track the progress of the form's approvals.
A second email will be sent to the Cost Center Manager/PI where they can review the information provided by the Submitter and can provide their signature approval and submit the form to Business Services for review.
If a fund FD0133, FD0144, or FD0233 are being used, DocuSign will send the form to the Gift/Grant Approver for them to provide their signature approval. If those funds are not used or the Gift/Grant Approver approves the document, the form is sent to the Business Services Approver for the final approval.
Once the final approval is issued, the submitter will receive an email indicating that the approval process has been completed and will include a link to the approved form. Please save a copy of the form for your records as soon as you receive it and save the email in case you need to review the original form. Any qualifications related to the approval of the form are noted on the second page of the form in the notes section.
Foundation Purchases- There are some purchase requests that go against University Policy and cannot be paid for using University funding but may be eligible to be purchased by the Foundation (i.e. alcohol at a fundraiser event). In cases where this is determined to be the case the Business Services Approver will check the following box on the form before returning it to the submitter and provide a note in the 'Approver Notes' section about why the purchase is against policy:
If the box is checked, you do not have permission to use any university funds to complete the purchase as doing so would violate university policy. If you wish to proceed with requesting the Foundation cover the costs, you will need to submit a spend authorization (in the cases where the cost will be paid via an expense report) or a purchase order (in the cases where the cost will be paid via supplier invoice requests). If the purchase would violate both University Policy and Foundation Policy, the form will likely be declined.
If the form is declined at any point in the process an email will be sent to anyone involved up to the point it was declined. That email will have a link to the declined form. The individual who declined the form must provide a reason for declining. You can access that reason by clicking the link in the email which will take you to the form. From there, use the 'Other Actions' pulldown in the top right and select 'View History'. Among the document history, there will be one record with 'Declined' in the Action column. The reason the document was declined can be viewed to the right of that.
Questions
Alternative Fillable PDF Form
If the DocuSign form cannot be used, please contact Business Services at businessservices@uwlax.edu.