Oracle Payment Request Additional Documentation Forms and Bar Code Fax Cover Sheet Procedures

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In Oracle, payment requests are made online in the UAB FN Document Entry/Approval or UAB Requisition Input responsibility. However, the University must maintain official records that include the evidentiary documentation to support each payment. Such documentation may include the Payment Request Documentation Form, invoices, receipts, contracts and other forms etc. The records are used to document the University’s compliance with Federal and State laws, regulations, and guidelines, and to satisfy audit standards. As a result, the records are made available to the examiners, auditors and program reviewers.

Payment Request Documentation Information may be found here

The Purchase Order, New Supplier, and Journal Entry forms require the creation of a Bar Code from the form on this page.

The Purchase Order Form must be used to submit additional documentation related to an Oracle requisition, which creates a P.O. Some requisitions that produce purchase orders may not have or require supporting documentation, but for those that do, the same procedures contained herein should be followed. Since you will not have a payment request number when requesting a P.O., you must provide the requisition number when completing the Purchase Order supplement form.

The forms are located in the tan bar column of this webpage.

Place each Bar Code Sheet at the beginning of all supporting documentation. Such documentation includes invoices, receipts, contracts, other forms etc. Examples of other forms are the Equipment Purchase Information form, which is required to issue a purchase order for capital equipment (i.e. equipment that cost $2,000 or more), and the Personal Service Form required for independent contractors

If any form requires signature(s), make sure that you obtain the appropriate signatures before faxing the information.

Fax to 64701.

Departments are required to keep the original documentation for at least 90 days.

To view documents in WebIT 3™, you must follow the instructions in the WebIT 3™ Manual. This manual will be available at http://www.uab.edu/adminsystems/. The Website to access WebIT 3™ is http://optidoc.ad.uab.edu/.