GARAGE REPAIR AND FUEL SERVICE AUTHORIZATION

Table of Contents:

• Purpose
• General Information
• Exhibit and Instructions
• Form Requirements
  • Accessing GURU Forms
    • Web-based Documents
    • Converting Web-based Documents to PDF Documents
  • Exceptions:
    • Combining PDF Documents
  • Applying Digital IDs on PDFs (general instructions)
  • Creating a Proxy Digital ID
  • Applying Digital IDs When Document Contains Multiple Signatures
  • Clearing Fill-and-Print Form Field Entries
• Number of Copies and Ultimate Distribution
• Where To Send Completed Forms
• Contact Information
• Cross References

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Purpose:

The Garage Repair and Fuel Service Authorization form is used to establish, change existing information on, or delete an established Garage Repair and Fuel Service Authorization for vehicle maintenance, service, and fuel purchases when Direct Billed by the Office of Physical Plant.

This Authorization is subject to review by the Office of Physical Plant before a NEW vehicle assignment for Garage Maintenance and a Fuel Card Number may be issued to the department. Charges associated with work completed under this Authorization will be "direct billed" using Interface Posting to the budgetary distribution indicated and authorized on the form.

General Information:

• Use a separate Garage Repair and Fuel Service Authorization for each vehicle and Cost Object number


• Refer to Policy FN16 Interdepartmental Transactions and Procedure CR2069 Direct Billing for more information on the processing of direct billing financial activity information and the contention of any charges


• All established Authorizations with Office of Physical Plant are permanent but must be reviewed by the requesting department each fiscal year. Any changes or deletions must be documented through the use of this form only and submitted to the Office of Physical Plant

General Ledger Account Usage:

See the General Ledger Accounts and Payment Decision Matrix for appropriate GL to use. Options include:

• 52362410 Office of Physical Plant Garage Services - Fuel Direct Billed by OPP
• 52362420 Office of Physical Plant Garage Services - Maintenance Direct Billed by OPP

Exhibit and Instructions:

This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details. See Applying Digital IDs on PDFs for instructions on adding signatures.

For step-by-step instructions for completing the Terms of Offer of a Graduate Assistantship form, click on link below:

Garage Repair and Fuel Service Authorization Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see exceptions below), it will be necessary to convert these web-based documents to PDF documents (see Converting to PDF documents section).

Converting Web-based Documents to PDF Documents

There are two (2) options available to download forms:

Option 1 - To create a PDF for this document:

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Click Save
• Open the document from the saved location

Option 2 - To change system settings to always open documents with Adobe:

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Click Save
• The file will appear in the bottom left-hand corner of your browser window. Click the small up arrow to the right of the file name
• Click the "Always open with system viewer" option
• The form now opens as a PDF and can be completed
• All PDF files will now open in a separate window in Adobe

Exceptions:

Combining PDF Documents

There may be times when it is necessary to combine multiple PDF documents into a single document for submission. In those instances, complete the following steps:

• Click on the appropriate form in GURU
• Complete the fill-and-print boxes on the web-based form (do not complete the digital ID process at this stage)
• Click the print icon located in the upper right-hand corner of the screen
• Change Destination to Microsoft Print to PDF using the drop-down arrow
• Click Print at the bottom of that panel
• Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
• Click Save

Repeat this process for each document that will be combined (each file name must be different from the previous)

• Now, open one of the completed PDF documents and on the far right select combine files
• Click Add Files and select the files to be combined
• Click Combine
• The new document will have the title "Binder" - change the file name and save again
• Open the new document, apply digital ID signature (if appropriate), and save again

Applying Digital IDs on PDFs (general instructions):

This form has the Digital ID (applying an electronic signature to the document) process enabled. Complete all fill-and-print form fields before completing the signature process:

1. Download the Garage Repair and Fuel Service Authorization Form
2. Complete all fill-and-print fields
3. Once the form is complete, click in the signature form field and either:
   • select your digital ID and click continue, or
   • create your digital ID, select your digital ID, and click continue
4. Review the information in the appearance box and click sign
5. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
   • The file name pop-up window will contain the name "garage-repair-and-fuel-service-authorization-SIMBA" in the file name field, add a dash and the vehicle # (i.e., garage-repair-and-fuel-service-authorization-SIMBA-123456789)
   • choose a location to save the file where you will be able to locate/retrieve this saved version
   • click save
6. Close the form version appearing on your screen
7. Open the version containing the vehicle #, saved in the previous step
8. Verify the digital ID appears on the document
9. Close the document

Creating a Proxy Digital ID:

If authority has been delegated to act as a proxy for signing forms, it will be necessary to create a "proxy digital ID." The individual authorizing another to act as their proxy must provide written documentation to the individual being proxied. The individual receiving the proxied authority must retain this written documentation for the duration of the proxy.

Complete the following steps to create a proxy digital ID:

1. Click in the signature form field
2. Click "Configure New Digital ID" in the "Sign with a Digital ID" box
3. Select "Create a New Digital ID" and click Continue
4. Select "Save to File" and click Continue
5. Enter "[Your name] proxy for [enter name]" in the Name field and complete the other fields (as appropriate) but the email address is required (this would be your email address) and click Continue
6. Select a location to save the new Digital ID (or leave as assigned), apply a password that you will use for signing, and click Save

Applying Digital ID's When Document Contains Multiple Signatures:

The Garage Repair and Fuel Service Authorization requires multiple signatures. Please complete the following process for obtaining those signatures:

1. The department initiating the garage repair or fuel service authorization request completes the form and saves the form using the naming convention defined above
2. The department initiator sends an email, with the above referenced document as an attachment, to the Budget Administrator/Executive (or delegate) for initial approval
3. The Budget Administrator/Executive (or delegate) opens the attachment, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document again (do not change the file name)
4. The Budget Administrator/Executive sends an email, with the above referenced document as an attachment, to the Business Area Financial Officer
5. The Financial Officer (or delegate) opens the attachment, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document again (do not change the file name)
6. The Financial Officer sends an email, with the above referenced document as an attachment, to the Office of Physical Plant to establish or update an Internal Service Request or the Direct Bill process
7. The Office of Physical Plant will establish or update the authorization file and initiate the direct billing process per Policy FN16 Interdepartmental Transactions. To support all directed billed amounts for Garage Repair and Fuel Service Authorizations, the customer will receive a copy of all garage repair orders and fuel purchases with a direct bill statement

Clearing Fill-and-Print Form Fields

This form has the "Clear Form" Bookmark enabled. To clear ALL form field entries:

• If left-hand column is not displayed on screen when document is opened, click the small arrow located at about the mid-point of the left-hand side of screen to reveal the column
• Click "Bookmarks" (looks like a ribbon)
• Click "Clear Form"

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request.

Number of Copies and Ultimate Distribution:

*Transitory copy is a University Records having temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineate on the Records Retention Schedule.

Where to Send Completed Forms:

Department to be billed - The Form On Demand is completed by the originating department. Once approved by the Budget Executive/Budget Administrator/Budget Assistant, the signed form is forwarded to the Financial Officer. The Financial Officer/Financial Assistant will approve, encumber if needed, and forward the signed Original (Form On Demand) to Office of Physical Plant (Service Garage Room 186A). The Financial Officer/Financial Assistant will retain a copy for their records; additional copies will be returned to the Budget Executive/Budget Administrator/Budget Assistant or originating office, if/as established between the respective areas.

The Office of Physical Plant will establish or update the Authorization file and initiate the direct billing process per Policy FN16 Interdepartmental Transactions. To support all direct billed amounts for Garage Repair and Fuel Service Authorizations, the customer will receive a copy of all garage repair orders and fuel purchases with a direct bill statement.

Contact Information:

For questions, additional details, or to request changes to this form, contact the Office of Physical Plant.

Cross References:

• Policy AD35 University Archives and Records Management
• Policy FN16 Interdepartmental Transactions
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Procedure CR2069 Direct Billing

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