**Visa Policy for Employees of Student Affairs Only**

Authorization of Visa purchases

All purchases made on your University Visa must be preauthorized within the normal authorization process of purchases made. Your University Visa can only be used for purchases made on behalf of The University of Akron. Templates of forms used to facilitate this authorization process can be accessed through links at the bottom of this page.

Purchases

The Visa Requisition Request is used for all purchases from an outside vendor. This form should be completed with all pertinent information and given to the Departmental Budget Administrator for approval. Along with the form please provide any relevant documentation for the purchase. Documentation should indicate the estimated cost of the purchase.

The Departmental Budget Administrator will record the purchase and check the purchase against the University Department budget to ensure funds are available for the purchase. Once approved, a copy of the request will be returned so that you can initiate the purchase.

Please allow at least 48 hours to ensure that the Departmental Budget Administrator will be able to process your request consistent with any deadlines.

Please ensure that purchases follow the University process that has been put in place by the University Purchasing Department. For a complete narrative of the process click here.

After you have made the Visa purchase, attach the original Visa receipt to the requisition request form and forward back to the Departmental Budget Administrator.

Travel

The Travel Authorization is used for all travel that will be taken on behalf of the University. This form should be completed with all pertinent information for your requested travel. Along with the form, documentation should be provided to indicate the costs of the travel that you are requesting and the purpose of your travel. This would include conference brochure, online airline ticket prices and per diem travel amounts. You should also include your Leave Form with the dates of the professional leave needed.

The authorization form should then be given to the Departmental Budget Administrator for approval. The Departmental Budget Administrator will verify the costs and check the University budget and your individual travel budget to make sure funds are available for your trip. When this is noted, the authorization form will be forwarded to your Director for approval. Do not make your travel arrangements until you have received approval.

Please note that travel authorization may entail extra time for verification and it should be done well in advance of when it is needed, approximately 30-60 days. If, for unavoidable reasons, a 'rush' authorization is needed, please indicate the date needed at the top of the form.

Upon your return, after all travel purchases have been made, attach all original receipts to your Travel Authorization form and forward to the Departmental Budget Administrator.

Month End Statement

Once per week you should check your account at www.paymentnet.com. If you are in agreement with the charges as listed, please mark as reviewed.

Once every two weeks, the Department Budget Administrator will review your account at www.paymentnet.com. Receipts that you have provided will be matched to the corresponding charges, account numbers will be changed if appropriate, and your account will be marked as approved. The receipts will be maintained in your Visa file for future verification.

**This policy and linked forms are for University of Akron Employees Only**

Student Affairs Visa Authorization Forms