DPS Business Center

DPS requires pre-checking all potential cooperating teacher/mentor are approved to receive payment. 

Requirements:
Faculty will provide a comprehensive list of Cooperating Teachers.

Cooperating Teacher Tracker

Graduate Teaching Assistant

To request hiring a Graduate Teaching Assistant, please obtain prior approval from the Department Head or the Grants & Contracts Team. Graduate Research Assistants can be hired on a semester by semester basis during the academic year, or over Summer Session as supplemental compensation. 

Hiring GTA Resources
Graduate Assistant/Associate GM Manual
GA Hiring Policy

GA Hiring Request

Hiring Limited Term Adjuncts LTAS / Staff 

Obtain prior approval from the Department Head or the Grants & Contracts Team.

If requesting to hire a new LTA/Staff, a job description must be drafted and then posted for a minimum of seven days. Download the job posting template, make the necessary modifications and email it to Liz. 

All (Returning and New Hire LTAS) must be requested.

Hiring LTAS/Staff Resources
Recruitment Resources
Designated Campus Colleague (DCC)

LTA Hiring Request

Things to know in advance

Before Purchase

• Obtain approval from your account officer before making any purchase. Confirm whether your account or funding source allows the specific type of purchase you intend to make, as some accounts have restrictions on allowable expenses.
• Purchases must generally be for academic or research purposes. Personal purchases are not eligible for reimbursement. (e.g. mini appliances, office decorations: area rugs, lamps, window treatments etc.)
• Reimbursement is not allowed for alcohol, tobacco, or medical products, per Financial Services Office policy.
• If you are submitting reimbursement for a meeting involving food, an itemized receipt is required. This must list each meal and drink purchased. If the restaurant does not provide one by default, be sure to request it.
• Reimbursements without itemized receipts will be denied, as there is no way to verify that alcohol was not purchased.
• Reimbursements cannot be processed for third-party expenses, such as paying for another individual's lodging.

Documentation Guidelines

• Receipts/Invoices: Must be itemized, showing:
  • Last 4 digits of card used
  • Purchase amount
  • Purchase date
  • Vendor name
  • Note: Order confirmations/acknowledgments are not considered final invoices.
• Business Meetings: Provide:
  • Itemized receipts
  • Meeting agenda or flyer
  • List of attendees and their affiliation with UA
  • Gratuity: Should not exceed 20%.
• Conference Registrations: Include:
  • Screenshot or document showing conference name, location, and date
  • Registration confirmation
• Business Purpose: A detailed explanation is required for all purchases, describing how the expense benefits the University of Arizona.

After Purchase

• Once the transaction is complete, upload all required documents—including itemized receipts/invoices and supporting documentation (e.g., agenda, flyer, or conference details) to the “Submit Receipts” See bottom of page.
• Receipts must clearly show the purchaser’s name and the amount charged.

Note: All invoices, including Amazon invoices, must indicate the item has been “Shipped” or “Delivered.”

For more information on expense reimbursements:
Employee Reimbursements
Itemized Receipt or Invoice 
Payment Reason Guidelines 
DV Notes & Attachment Guidelines

Submit Receipts

Download request form:

Service Request UA Facilities Management Form

Who Are Considered Independent Contractors?

Any individual who is not a University employee, student, or does not hold Campus Colleague status may be considered an Independent Contractor.  These individuals may be eligible for the following types of payments:

• Guest Lecturer Fee payments Expenses
• Guest Lecturer Honorarium
• Research Services Fees payable to an individual (not a company)
• Book Review, Editing, or Publishing Fees payable to an individual (not a company)
• Contracting Services Fee payable to a specific individual

Procedures For Payment

• The account officer or business manager must be notified before the individual performs any services. This ensures proper documentation and that the account has sufficient funds for the anticipated expenses.
• An Independent Contractor Form must be completed online, and it is routed via Adobe Sign for signatures.
• Invoices are not required for Guest Speaker Fees, Honorariums, or Research Services Fees.
• All other services must include an invoice with a description of the services rendered, attached to the Independent Contractor Form.

Additional Information

• Part I of the Independent Contractor Form must be completed in full.
• If the individual has a family member working at the University of Arizona, they must also complete a Conflict of Interest Form.
• Section I is required for all services.
• Only one section of Section II should be completed based on the type of service:
  • Section A – Guest Speakers and Honorariums
  • Section B – Research Services
  • Section C – All other services (e.g., book editors, illustrators)
• Note: Completing more than one section will result in a delay, as the paperwork will need to be redone.
• Part II must be signed and dated by the Independent Contractor via Adobe Sign.
• Part III must be signed by the faculty member who requested the services, also via Adobe Sign.

Information on Payment

Please inform the Independent Contractor that payment processing may take 3 to 4 weeks.

Payments will be sent to the mailing address provided on the form.

Download request form:

ICON Request

PCard Guidelines

A PCard is a university credit card used for traditional small-dollar purchases. Refer to the Financial Services PCard Start to Finish Guide for full details. 

Note: Do not use the PCard to purchase anything on Campus (Bookstore or Campus Food Services).

Things to know in advance

Before Making a Purchase

• Obtain prior approval from the account officer to ensure you have funds available.

General Purchase Process

• To complete a purchase, contact your assigned program coordinator to check out the Departmental PCard, during designated hours: Monday–Friday, 8:30 AM – 4:00 PM.
• All PCards must be returned the same day before close of business.
• Upload all itemized invoices/receipts via “Submit Receipts” within three (3) days of the purchase. See bottom of page.

• For business meals, conferences, and/or travel, upload applicable supporting documentation such as:

  • List of attendees
  • Agenda
  • Flyer or email announcement
  • Travel authorization

  via “Submit Receipts” see bottom of page.

Documentation Guidelines

• Receipts/Invoices: Must be itemized, showing:
  • Last 4 digits of card used
  • Purchase amount
  • Purchase date
  • Vendor name
  • Note: Order confirmations/acknowledgments are not considered final invoices.
• Business Meetings: Provide:
  • Itemized receipts
  • Meeting agenda or flyer
  • List of attendees and their affiliation with UA
  • Gratuity: Should not exceed 20%.
• Conference Registrations: Include:
  • Screenshot or document showing conference name, location, and date
  • Registration confirmation
• Business Purpose: A detailed explanation is required for all purchases, describing how the expense benefits the University of Arizona.

Purchase Do’s and Don’ts

✅ DO:

• Submit itemized receipts for all purchases.
• Provide appropriate supporting documentation (agenda, flyers, attendee lists).
• Keep gratuity at or below 20%.
• Include a clear business purpose with every transaction.

❌ DON’T:

UA Policy 9.10.

• Do not purchase alcoholic beverages.
• Do not share individual PCard with others.
• Do not store PCard information for future purchases   
• Do not save PCard information for auto renewal subscriptions
• Do not purchase foreign services or software on a PCard (per UA Policy 9.00 and FSM Purchasing Methods.).
• → Contact your program coordinator for guidance.
• Do not purchase hazardous or biohazardous materials on a PCard (per UA Policy 9.00 and FSM Purchasing Methods.)
• → Contact your program coordinator for guidance.
• Do not charge personal expenses to a PCard (UA Compliance FAQs).

For more information on PCard processes:
Itemized Receipt or Invoice
Documentation Requirements & Reconciliation 
Frequently Asked Questions - PCard

Download form to use the PCard:

Request for PCard

Submit Receipts

When purchasing items at the UA Bookstore please use the Service Billing form.

• Select "Service Billing Form".
• Sign in using your UA email address.
• Enter your name on the first line, and then the name of the fiscal officer of the account or grant funding account, then click “Send”.
• On the next page enter all information at specified areas.
• Click submit at the bottom of the page. If the submit button doesn’t show, then you are missing information.

You may request a small change for a course that has already been established. Do not use this form to request a new course.

To complete request download form:

Request for RCS Edits

Before Traveling 

Important: All official University travel requires an approved Travel Authorization (TA) before departure, regardless of funding source. Traveling without an approved TA is a violation of University Policy. 14.10 Travel Authorization 

Things to know in advance

Per Diem and Hotel Allowance 

• Per DPS hotels cannot be paid via PCard.
• Before booking, check your maximum lodging allowance per the  Financial Services Office's policy.

Exceptions:

• If your lodging is at the conference site, you may exceed the maximum lodging allowance with proper documentation (e.g., conference agenda or booking details showing the location).
• Failure to adhere to lodging allowances will result in partial reimbursement.     

Per Diem Rules: 

• For full travel days, the full-day Per Diem rate may be used without breaking down meals.
• If a meal is provided, subtract the value of that meal from the full-day Per Diem.
• For departure/return travel days involving an overnight stay:
  • Per Diem is limited to 75% of the full-day rate:
    • Departure: Based on destination.
    • Return: Based on the location of the previous night's stay.

After Travel 

Reimbursement Submission

• Upload receipts* using the “Submit Receipts” button below.
• Contact your assigned Program Coordinator within 60 days of return if seeking reimbursement.
• If you received a travel advance, settle it within 10 business days per Policy 14.11 Travel Funding.

*Documentation Required

• Upload the following to the “Submit Receipts”
• Itemized receipts/invoices
• Travel Authorization (if applicable)
• Supporting documentation (e.g., agenda, flyer, conference details)

Reimbursement Guidelines

Meals

• If Per Diem is requested, no receipts are required.
• Otherwise, submit original, itemized receipts. Non-itemized receipts may result in denial.

Lodging

• Never pay for someone else's lodging – it will not be reimbursed.
• Submit a lodging receipt, not an invoice.
  • A valid receipt shows payment method and/or states “Balance due: $0.00”.
• Reimbursement will not exceed the maximum Per Diem rate, unless:
  • Lodging was at a conference site and supporting documentation is provided.

Transportation

• Reimbursement covers basic transportation costs only.
• Non-reimbursable items include:
  • Seat selection fees
  • Upgrades
  • Overweight luggage (unless justified with a signed memo explaining academic necessity)

Additional Travel Expenses

• Submit original receipts and a brief explanation of each expense.
• The following items are not reimbursable:
  • Alcohol
  • Tobacco
  • Medical products

For more information on domestic and international travel:
Business Travel Start to Finish
Travel Policy 14.00 

Download request form:

DPS Travel – Additional Details

Submit Receipts