Smart Forms - Q Requisitions (Requisition for Payment generally used for Vendor payments) and TR Requisitions (Travel requisition for payment). Smart Forms are only accessible after taking the Smart Forms Training Session, held once a month; the schedule for upcoming sessions can be found on our Training Page
Prior to completing Smart Form training, please use paper-based requisition forms (Manual Requisition form)
Benefits of utilizing Smart Forms for reimbursements:
Smart Forms are processed much more quickly than Manual forms.
Smart Forms can convert foreign currency transactions for you, otherwise you must go to the Oanda website to obtain the foreign exchange rate at the time of the transaction, print this and include it with your Manual Form or Smart Form.
FIA regulation: the traveler’s own expense should be separated out from other people’s expenses (for example, if three traveling members go out for supper, each member’s supper expense should be broken down and their employee ID # entered on the alternate vendor line). Also indicate on the receipt who was the other traveler/travelers in order to assist Accounts Payable to comply with FIA regulation.
The following accounts are considered as FIA Accounts:
A one-over-one signatory. This is normally a supervisor, manager or department head. Usually one of these people will have authority to sign off for the P/G being charged, but if this is not the case a third signature will be required.
Completed Q Requisition via Smart Forms or Manual Requisition with yourself as the payee; and use account code 712100.
Specify how many research subjects are required in the Description field and how much will be paid to each person. The PI is responsible for maintaining records on the actual disbursement of funds for audit purposing and for returning any unspent funds.