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

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

Guidelines for Purchasing

• Plan Ahead: Contact DPS Administrative Team as early as possible for purchases, contracts, reservations, and other transactions.
• Business purpose & documentation: Be prepared to provide the business purpose, funding source, supporting documentation, and other information needed for review and compliance.
• Use approved purchasing channels: Follow UA purchasing procedures.
• Office Supplies and Other Purchases: 
  • The university’s new requirement of using Staples when purchasing anything that the store carries. 
  • Office supplies purchased with a personal credit card will not be reimbursed. 
  • Purchases from other retailers will be allowed only when items are not available through Staples.  
  • Items must be delivered to the UA campus addresses (Main and Chandler), and we will not be able to ship them directly to your home address.  
  • Please work with your program coordinator to purchase office supplies and other materials. 
• University Cards: UA transitioned to a new three-card model:
  • ProCard – small dollar operational purchases
  • TravelCard – travel related expenses (this card is assigned individually)
  • OneCard – limited group-travel

Purchases NEVER Allowed on the PROCard and TravelCard

Personal purchases ∙ Alcoholic beverages ∙ Gift cards/prepaid cards ∙ Capital purchases ∙ Firearms or ammunition ∙ Personal-vehicle gasoline ∙ Foreign services or software ∙ Payments to individuals/independent contractors ∙ Scholarships or student awards ∙ Cash awards or taxable awards ∙ Personal or holiday-related flowers/decorations ∙ Employee social/recreational events without a valid University business purpose ∙ Purchases from another University department ∙ Purchases over the transaction limit.

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

Business Travel Start to Finish

Travel Starts when an employee is traveling 35 miles out their duty post.
 

Travelers that depart without an approved Travel Request are in violation of University policy. Additionally, the Travel and Expense system does not allow Travel Requests to be back-dated for travel that has already occurred. 

1 Start: Set Up Travel & Expense Profile
Begin by setting up your Travel & Expense profile. Be sure to add any delegates or arrangers who may assist with your travel arrangements to streamline the process.

2 Complete International Travel Registry
If your trip is international, complete the International Travel Registry. This step ensures compliance with university policies and safety requirements for international travel.

3 Submit a Travel Request
Submit a Travel Request in Travel & Expense to obtain official approval for your planned travel. This is a required step before making any travel arrangements.

4 Supervisor and Fiscal Officer Approval
Your supervisor and fiscal officer will review your Travel Request in Travel & Expense. Approval from both is necessary before you can proceed with booking travel.

5 Receive Travel Request Approval
Once your Travel Request is approved, you will receive a notification. You can now move forward with booking your travel accommodations. 

6 Book Travel Accommodations
Utilize your TravelCard to make your travel bookings, including hotels, and other necessary accommodations according to U of A policy and your approved Travel Request. We recommend that you use the Travel & Expense booking tool to book your flights. Ensure all bookings comply with university guidelines. Contact your Program Coordinator if you do not have a TravelCard to assist you with travel booking.

7 Submit Receipts for University Card Purchases
If you use a University Card for travel purchases, submit all receipts and documentation in the Travel & Expense system within 3-5 days of the purchase. This helps expedite the reconciliation process.

8 Take the Trip and Make Purchases
Travel to your destination, making necessary business purchases as needed. Be sure to retain all itemized receipts and documentation for expenses incurred during your trip.

9 Gather Receipts After Trip
After returning from your trip, gather all receipts and documentation for expenses. This will be needed for the settlement process.

10 Create and Submit a Travel Expense Report in Travel & Expense
You or your delegate can create and complete a Travel Expense Report on your behalf in the Travel & Expense system. All University Card transactions, out-of-pocket expenses, and travel allowance (per diem) expenses and documentation should be included in the report. The Traveler must submit the Travel Expense Report in the Travel & Expense system within 10 working days of completing a trip.

11 Receive Reimbursement
Once your Travel Expense Report is processed and approved in Travel & Expense, you will receive reimbursement for allowable out-of-pocket expenses related to your business trip.