Procurement Services Forms and Instructions
Here you can download the forms needed for Procurement Services. File format is indicated for each.
Cash and Check Requests
- Check Request Form (.xlsx)
- Employee Advance Request Form (.docx)
- Employee Advance Request Instructions (.docx)
- Petty Cash Form (.xls)
Tax Form
Travel
- Employee Expense and Travel Reimbursement Form (.xlsx)
- Employee Expense and Travel Reimbursement Instructions (.docx)
- Rental vs. Mileage Reimbursement Calculator (.xls)
- Travel Request (TR) Form (.docx)
- Travel Comparison Worksheet (.docx)
Vendors, Independent Contractors
- Bid Waiver Request Form (.docx)
- Independent Contractor Agreement Form (.doc)
- Employee Payment EFT Setup Form (.pdf)
- Vendor Payment EFT Setup Form (.pdf)
- Request for Vendor Set Up (.pdf)
Wire/ACH Transfer
Purchasing from Amazon.com
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Purchasing Instructions to Order From Amazon.com
To place an order using the UDM Amazon Business account, please complete the following:
- An Amazon Business user profile must be set up. Send access requests to purchasing@udmercy.edu. Be sure to provide the email address(es) of all those requesting access.
- An Amazon email invite will be sent to requestor(s) that will guide through setup.
- Once setup is complete, a requisition MUST be submitted in Banner so that a Purchase Order can be generated.
- Go to to place your order. When you are ready to check out, the website will prompt you when to enter your Purchase Order number.
- A PURCHASE ORDER IS REQUIRED AT TIME OF CHECKOUT REGARDLESS OF THE FOAP BEING USED. Please note: Unlike other vendors, Amazon does not send out reminders of balances on Purchase Orders. Business managers and/or authorized users of the Amazon Purchase Orders must monitor the status on a continual basis.
- Please direct any user setup or purchasing related questions/concerns to purchasing@udmercy.edu.
Revised: Nov. 2020
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Accounts Payable Instructions to Process Invoices From Amazon.com
To process an invoice from the UDM Amazon Business account, please complete the following:
- Verify all items ordered were received by Department/College.
- Go to and print off the invoice(s) ready to be paid. Statements will not be accepted.
- Submit invoice(s) to Business Manager/Authorized Approver for Department/College to approve.
- Business Manager/Authorized Approver is required to write “Ok to Pay”, Purchase Order Number, and sign invoice(s) ready to be paid. Please Note: Regardless of where the funds are coming from, the payment will only be made via a valid Purchase Order. Accounts Payable will not accept check requests.
- Send approved invoices to accountspayable@udmercy.edu with the subject line of email stating: Purchase Order Number and Vendor Name. (Ex: P0111111 Amazon.com)
- Accounts Payable Department will process payment with adherence to net30 payment terms and current check process timelines.
- Please direct any invoice related questions/concerns to accountspayable@udmercy.edu.
Revised: Nov. 2020