Note: We recommend bookmarking this page, to ensure you are always accessing the latest version of the form.
The separate forms pages (Accounts Payable, Procurement and Contracting Services, Mail Services, etc.) will be removed on 10/1/24, but all the forms on those pages are available on this page.
| Form | Format | Instructions and Information |
|---|---|---|
| AggieSurplus Pick-Up Request Form | Spreadsheet | This form is used to identify what items are being requested for pick-up by AggieSurplus and Services. |
| AggieSurplus and Services Request Form | AggieLogistics | This form is for requesting services from AggieSurplus and Special Services. |
| Airfare Exception Form | Use this form when requesting an exception to policy G-28 for Business or First Class airfare. | |
| Alcohol; Conditions of Use of Tax-Free Alcohol | This form must be posted where Tax-Free Alcohol is stored/used. | |
| Alcohol Custodian Request Form | AggieLogistics | Used to add, delete, or update alcohol custodians assigned to a department. |
| Alcohol Custodian Lookup | AggieLogistics | Used to identify a department's alcohol custodian. If a department doesn't have an alcohol custodian, use the Request Form above to add a department custodian. |
| Alcohol; Permit to Purchase Tax Free Alcohol in Excess of 25 Gallons Request | For authorization to purchase tax-free alcohol in excess of 25 gallons, a department must complete this form. | |
| Alcohol Stock Control Custodian's Inventory Records | This form can be used to keep a record of alcohol receipts and disbursements within a department. | |
| Bidding Guidelines | There are bidding guideline documents for: | |
| Bulk Mail Work Request | AggieLogistics | Used to request services from UC Davis Bulk Mail Services. |
| Cap and Gown New Order Form | AggieLogistics | The cap and gown order form is used to place an order for an individual faculty member or a group of faculty. |
| Capital Asset Form | Spreadsheet | This form is to be completed and attached to a Requisition in Aggie Enterprise when purchasing an item that meets the definition of a capital asset as well as items for a fabrication or add-on to an existing capital asset. |
| Card Application Form and Limit Increase Form | Online Form in AggieExpense | This form is used to apply for the Procurement Card and the Travel Card. Review the complete instructions before proceeding. This form is also used for requesting an increase to the default dollar limit on the Procurement and/or Travel Card. |
| Central Storehouse Returned Merchandise Authorization Form | Complete this form if returning items purchased from the UC Davis Central Storehouse. | |
| Certificate of Non-availability of U.S.-Flag Air Carrier Service | Use this form to document air travel on a foreign (non-U.S.) carrier. More information about the Fly America Act can be found on the Travel website or at the U.S. General Services Administration website. | |
| Check Copy Request | Online Form | If a check has been cashed and the recipient needs proof, use this form to request a copy of the cancelled check. |
| Chemistry Storeroom Request | AggieLogistics | Can't find what you want or need at the Chemistry Store? Use the AggieSupply Special Order request in AggieLogistics to request an item. |
| Confirming Order Justification | This form must be completed and electronically attached to the Aggie Enterprise Requisition for unauthorized purchases. | |
| Controlled Substance Receipt Authorization | Used to add, delete, or update controlled substance receivers assigned to a department. | |
| Covered Services Carve Out Request Justification | Online Form | The Covered Services information should be reviewed first. Then, the appropriate request should be completed if the department believes a covered service contract should be considered for an exception to Regents Policy 5402:
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| Customs Form | This form is required for international shipments via FedEx, UPS, or DHL. Note: For shipments sent through the US Postal Service, please complete the appropriate USPS Customs form. | |
| Cylinder Return Request | AggieLogistics | This form is used to request the pick-up of gas cylinders rented from the UC Davis Central Storehouse. |
| Declaration of Lost or Destroyed UCD Check (Webform) | Online Form | Used when a check is lost or destroyed, and there is a need to stop payment or have the check re-issued. |
| Declaration of Lost Receipt | Complete this form when all means to obtain an original receipt have been exhausted. This form is not to be used for travel reimbursements. | |
| Decontamination Form | Include, in addition to the AggieSurplus and Services Request form, when items contain, or were used to store, hazardous materials. Complete with the help of a departmental Environmental Health and Safety (EH&S) Specialist. | |
| Document Correction Request | Online Form | Used to request the correction or cancellation of an Aggie Enterprise invoice document in routing. |
| Equipment for Research - Sales Tax Reduction Worksheet | This form can be used to request a tax reduction for equipment purchases for research purposes in California; it is to be attached to the applicable Requisition in Aggie Enterprise. | |
| Equipment Loan Agreement Form | Used to document the loan of a supply or capital asset item from an outside entity to a university department. | |
| Equipment Loan Agreement Modification Form | Used to make updates to a previously-created Equipment Loan Agreement form. | |
| Excess Surplus Property Form | AggieLogistics | This form is used by departments that wish to consign or sell an item with a value exceeding $251.00. |
| Gift Card Distribution Log | This log is to be used to track the distribution of gift cards that have been purchased with a Procurement Card. | |
| Hazardous Material Information Sheet | This form is to be completed if shipping items that meet the criteria of hazardous as defined on the form. | |
| Independent Contractor (Individual) Pre-Hire Information Form | Complete this form prior to initiating or renewing a contract for independent contractor (individual) services to ensure the appropriate process to complete. | |
| Individual Disclosure Statement for Proposed Sole Source Purchase | Each person involved in the recommendation for Sole Sourcing must complete the disclosure form. Both this form and the Source Selection & Price Reasonableness Justification form are to be electronically attached to the Aggie Enterprise Requisition document. | |
| Interest Charges Letter | Provide this letter to suppliers in response to a request to pay interest charges. | |
| Lodging Limit Justification | UCOP G-28 travel policy limits lodging nightly rates to a maximum of $333/night when traveling in the Lower 48 states for less than 30 days. If requesting reimbursement for more than this amount, please complete this form, obtain appropriate approvals, and attach the completed form to the AggieExpense report. | |
| Microscope Services Billing Look-Up | AggieLogistics | Review departmental charges associated with rentals processed though the Microscope Services unit. |
| Mileage Log Form 2024 | Mileage record sheet for those who turn in more than one mileage expense per report time (i.e. monthly). | |
| New Mail Stop/ID Request | AggieLogistics | This form is available in AggieLogistics, as the Mail Services Request form. Used to request the addition or deletion of a departmental mail stop or to update information on an existing mail stop. |
| Non-Profit Application Form | Accredited schools and non-profit organizations can complete this form to be considered for potential donations through AggieSurplus. Please email completed form to aggiesurplus@ucdavis.edu. | |
| Outgoing Mail Request Form | Form to be completed when mailing items out via USPS and needing a tracking number or proof of delivery. | |
| Payment Request | Complete this form to request a payment when there is no associated Purchase Order. | |
| Performance Agreement -information and agreement template | Performance services can be obtained by departments without Procurement & Contracting Services review/approval if this form is properly completed and attached to the applicable Aggie Enterprise Requisition document. | |
| Preferred Booking Program Form | Make local hotel reservations for individual or group travelers and entertainment events. | |
| Procurement Card Log | Use to record purchases made with the Procurement Card. | |
| Remote Use of University Resources Agreement | Used to document approval of university equipment and supplies being used remotely at non-university locations. | |
| Report of Proposed Transaction Involving Potential Conflict of Interest | Required if contracting with a current or former UC employee or near relative. Review the Conflict of Interest information. | |
| Revenue Agreement Request Form and Modify Revenue Agreement Form | This form is used for the request of creation or modification of a Revenue Agreement. | |
| Scientific Store Request | AggieLogistics | Can't find what you need at the Scientific Store? Use the AggieSupply Special Order request in AggieLogistics to request an item. |
| Scope of Work Requirements Worksheet | Required anytime the contract will cover services provided, regardless of whether the university is providing the service(s) or a contractor will be providing the service(s). | |
| Shipping Memo | Required for any outbound shipments not processed via AggieShip. | |
| Shredding Service Request | AggieLogistics | Used for confidential document shredding requests. |
| Small and Diverse Business Registration Form | Online Form | Register a certified small, diverse, woman- or veteran-owned business with UC Davis. |
| Software: Approval Form for Software and Related Services | This form is required for Procurement and Contracting Services to proceed with the contracting process for software or cloud-based services that are not on an existing university agreement or in a catalog in Aggie Enterprise. | |
Source Selection & Price Reasonableness Justification Form
| This form is to be used when a request is for a federally-funded purchase equal to or greater than $10,000, a purchase greater than $10,000 and Small Business First Program eligible, or other purchases equal to or greater than $100,000, and the transaction is not utilizing an existing Purchase Agreement or catalog in Aggie Enterprise, or as otherwise specified in the Bidding Guidelines. This form is also to be used for Sole Source Justification Requests; with additional required form, Individual Disclosure Statement, to be completed, and both forms attached to the applicable Aggie Enterprise Requisition. | |
| Special Messenger Request | AggieLogistics | Used to request a special mail pick-up for your department, in addition to the regular mail pick-up time. |
| Sponsorship Agreement - information and agreement template | A Sponsorship Agreement must be completed when the university makes a contribution in support of an event produced by another entity, and the university is receiving a benefit in exchange for the financial contribution; this form should be attached to the Aggie Enterprise Requisition document | |
| Stop Payment Request Form | Online Form | If a check is lost or stolen, complete this form to have the check cancelled or reissued. |
| Supplier Forms |
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| Transient Occupancy Tax Exemption Certificate for Governmental Agencies | Use this form to receive tax exemption from hotels, as applicable. | |
| UC Away Trip Registration | Online Form | This form is required each time an individual travels outside of California, unless reservations are made through AggieExpense or a ConnexUC travel partner (excluding SWABIZ: Southwest Business). |
| Wire Transfer Request | Online Form | Complete this form when an AggieExpense reimbursement requires a wire transfer. |
| W-9 Form |
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