Old forms page

This page contains commonly used financial forms as well as guides and instructional documents. The documents may require Adobe Reader, Microsoft Excel or Microsoft Word to open and use.

Students & Parents

Expense Reimbursements
Student Organization Expenditure Authorization
Expenditure Voucher Form
Missing Receipt Affidavit
Travel Advance Form
Travel and Entertainment Expense Form
W-9: Request for Taxpayer Identification Number and Certification
W-9 Instructions
W-8BEN Certificate of Foreign Status
W-8BEN Instructions

Purchases & Supplier Payments
Employee versus Independent Contractor Checklist
Expenditure Voucher Form
International Travel Authorization Form
W-8BEN Certificate of Foreign Status
W-8BEN Instructions
W-9: Request for Taxpayer Identification Number and Certification
W-9 Instructions
Missing Receipt Affidavit
Student Organization Expenditure Authorization
Travel and Entertainment Expense Form

Payroll Services
NC-4 Employee’s Withholding Allowance Certificate
W-2 Instructions
W-4 Federal Withholding
Direct Deposit Form



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Authorization For Use of Federal Title IV Financial Aid Funds
Students receiving federal (Title IV) student aid program funds should instruct the University how to manage the disbursement of these funds. This authorization form assists the University in providing efficient and convenient service to recipients of federal funds.

Business Expense Policy
This policy provides guidelines to University employees and students seeking reimbursement, requesting direct payment through an invoice or through transactions charged to the University Procurement Card. This policy describes the circumstances under which certain University paid or reimbursable expenses may be treated as taxable income to the recipient.

DEAC Lost Password Help
Instructions for resetting a password for the Deacon Online Account Center.

Expenditure Voucher Form
This form is used to request miscellaneous expenses that are not related to travel (e.g., honorariums, goods purchased with personal credit cards, services). This form should not be used for: travel, payments where an invoice has been provided and student awards.

Financial Information Release Form for Students with Third-Party Sponsors

Foreign National Information Form
If the University is doing business with an individual that is performing services in the United States and they are a non-resident alien, the individual must complete the Foreign National Information Form.

Guide to Student Payroll Services
A guide to using WF@Work, a web portal that offers student workers electronic access to their payroll and benefits information.

Missing Receipt Affidavit
If an employee or student loses a receipt required to process a reimbursement or P-Card statement, a duplicate receipt should be obtained prior to submitting the documentation to Accounts Payable. The Missing Receipt Affidavit should not be used for the following (In these cases, a copy should be obtained from the supplier): Auto Rental, Airfare or Lodging. In limited cases when a duplicate receipt cannot be obtained, an employee or student has one of two options:

1. Complete the Missing Receipt Affidavit form, or

2. Provide documentation in another form (e.g. credit card transaction detail with “Lost Receipt” written on it, or detailed information on the University P-Card statement in the business purpose “description” field)

Travel Advance Form
This form is for faculty, staff and students traveling on University business and total cash expenditures are $200 or greater and cannot be paid by invoice, reimbursement request or P-Card. For questions about this form, please contact ap@nullwfu.edu

Student Organization Expenditure Authorization
Signature approval designations for student organizations. To be completed once each academic year by student groups before payments can be processed. Should revisions to approval authorities be needed, complete and submit this form to Accounts Payable.

Student Disbursement form
Use this form if you need to disburse funds to a student that is related to the student’s educational experience. If the expenses incurred by the student are for University related business, please use the appropriate form: Expenditure Voucher Form or the Travel and Entertainment Voucher. If you have any questions about this form, please contact ap@nullwfu.edu.

Tax Forms
W-9: Request for Taxpayer Identification Number and Certification
W-9 Instructions
Use Form W-9 for US citizens and resident aliens that the University does business with. Generally, if Accounts Payable has a W-9 on file, another form is not needed. To verify if Accounts Payable has a W-9 on file, email ap@nullwfu.edu.

W-8BEN Certificate of Foreign Status
W-8BEN Instructions
Use Form W-8BEN (Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding) for any non-US citizens and non-resident aliens. Please complete this form when doing business with businesses or individuals in a foreign country. If the business or individual has an US ITIN or employer identification number, include that information on the form.

Travel and Entertainment Expense Form
Used to request reimbursement for travel, meals and entertainment related expenses.

Tuition Refund Policy / Return of Financial Aid Policy
A student who officially withdraws or officially is granted continuous enrollment status (begins, but does not complete) a semester may be entitled to a refund of certain charges as outlined in the Refund of Charges Policy

Vehicle Accident Form

Faculty & Staff

Asset Management
Departmental Property Administrator Authority Form
Fixed Asset Update Form
Bill of Sale
Fixed Asset Addition Checklist
Fixed Asset Replacement Form
Equipment Loan Authorization Form
Equipment Location Record

Department Budgeting
FY14 Construction, Renovation & Renewal Request Form
FY14 Internal Fees Request Form

Financial Reporting
Journal Entry Template
Account Reconciliation Format
Travel and Entertainment Expense Form
Expenditure Voucher Form
Deposit Accruals
Deposit Revenue
Purchasing Requisition

Foreign Visitors
W-2 Instructions
W-4 Federal Withholding
IRS form SS-8
Form 8843
NC-4 Employee’s Withholding Allowance Certificate
NC-4 Instructions

Grants & Awards Management
Rebudgeting Form
Journal Entry Template
Summer Salary Form

Insurance & Risk Management
Vehicle Accident Form
Request for Certificate of Insurance

Invoices & Reimbursements
Travel Advance Form
Departmental Expenditures Authorization Form
Student Organization Expenditure Authorization
Employee versus Independent Contractor Checklist
Expenditure Voucher Form
Family and Guest Travel Form
Foreign National Information Form
International Travel Authorization Form
W-9: Request for Taxpayer Identification Number and Certification
W-9 Instructions
W-8BEN Certificate of Foreign Status
W-8BEN Instructions
Missing Receipt Affidavit
Research Participant Log
Wire Form

Payroll Services
NC-4 Employee’s Withholding Allowance Certificate
NC-4 Instructions
W-2 Instructions
W-4 Federal Withholding
Direct Deposit Form
Monthly Business Mileage Log
IRS form SS-8: Determination of Worker Status for Federal Employment Taxes & Income Tax Withholding
Foreign National Information Form

Procuring Goods & Services
Employee versus Independent Contractor Checklist

Project Management
Project Summary Request form

Travel
Travel Advance Form
Departmental Expenditures Authorization Form
Family and Guest Travel Form
W-8BEN Certificate of Foreign Status
W-8BEN Instructions
Missing Receipt Affidavit
Travel and Entertainment Expense Form
Wire Form

University P-Card
Missing Receipt Affidavit
P-Card Cardholder Agreement
Temporary/Part-Time Employee P-Card Provision
P-Card Application Form


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Asset Management

Bill of Sale
Capitalization Decision Chart
Departmental Property Administrator Authority Form
DPA listing
DPA Training Resources
Equipment Loan Authorization Form
Equipment Location Record
Fixed Asset Addition Checklist
Fixed Asset Inventory Procedures
Fixed Asset Replacement Form
Fixed Asset Policy & Procedures
Fixed Asset Update Form
Location Cheat Sheet
Perpetual Inventory Schedule: FY 12 through FY 15
Inventory Flow Chart
Is this a Fixed Asset Purchase?


Budget

Budget System Manual
FY14 Budget Calendar
FY14 Construction, Renovation & Renewal Request Form
FY14 Internal Fees Request Form
CFO Memo: FY14 Budget Process


Financial Reporting

Campus Financial Reporting Manual
Campus Financial Reporting Quick Guide
Cognos Financial Reporting Macros
Downloading and Installing Macros for Excel 2007
Downloading and Installing Macros doe Excel 2012
Demonstration Video: Using Excel Macros for Cognos 8.4 Reports

Capital Projects:
Asset and Capital Expense Accounts Overview document
Project Summary Request form

Fiscal Year End:
Fiscal Year-end Closing Procedures
FYE Administrative Procedure

Financial Reporting Macros
Deposit Accruals
Deposit Revenue

Journal Entry:
Example Journal Entries
Chart of Accounts Dictionary

Month-End Closing:
Journal Entry Template
Account Reconciliation Format
Closing Calendar


Insurance & Risk Management

Vehicle forms:
Request for Certificate of Insurance
Vehicle Accident Form

Safety Guides:
Buckle Up
Distracted Driving
Parking and Backing


Invoices and Reimbursements

Authorization and Approval Levels

Business Expense Policy
This policy provides guidelines to University employees and students seeking reimbursement, requesting direct payment through an invoice or through transactions charged to the University Procurement Card. This policy describes the circumstances under which certain University paid or reimbursable expenses may be treated as taxable income to the recipient.

Departmental Expenditures Authorization Form
Signature approval designations for departments. Should revisions to your department’s approval authorities be needed, complete the form and submit to Accounts Payable.

Employee versus Independent Contractor Checklist

Expenditure Voucher Form
This form is used to request miscellaneous expenses that are not related to travel (e.g., honorariums, goods purchased with personal credit cards, services). This form should not be used for: travel, payments where an invoice has been provided and student awards.

Producing a Statement in Works

Monthly Departmental Sales Tax Form
Wire and ACH Fund Transfers Instructions
Wire and ACH Fund Transfers: Important Notice


Payroll

Direct Deposit Form
NOVAtime: See the NOVAtime website
WF@Work User Guide
WFU Payroll Calendar

Tax Forms
NC-4 Employee’s Withholding Allowance Certificate
W-2 Instructions
W-4 Federal Withholding
W-9 Request for Taxpayer Identification Number and Certification
W-9 Instructions
Use Form W-9 for US citizens and resident aliens that the University does business with. Generally, if Accounts Payable has a W-9 on file, another form is not needed. To verify if Accounts Payable has a W-9 on file, email ap@nullwfu.edu.

W-8BEN Certificate of Foreign Status
W-8BEN Instructions
Use Form W-8BEN (Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding) for any non-US citizens and non-resident aliens. Please complete this form when doing business with businesses or individuals in a foreign country. If the business or individual has an US ITIN or employer identification number, include that information on the form.

IRS form SS-8: Determination of Worker Status for Purposes of Federal Employment Taxes and
Income Tax Withholding

Foreign Visitors:
Foreign National Information Form
If the University is doing business with an individual that is performing services in the United States and they are a non-resident alien, the individual must complete the Foreign National Information Form.


Purchasing

Department Buyer List
P-Card Application Form
P-Card Cardholder Agreement
P-Card Manual
P-Card Statement Due Dates
Purchasing Requisition
Temporary/Part-Time Employee P-Card Provision

air-travel-and-group-travel – wfu_aladdin_agreement.pdf
visual-boards – marsh_contract_pricing_selected.pdf
visual-boards – markerboard_care.pdf
visual-boards – markerboard_care_spanish.pdf
mail-services – wfu_postage_charge_ticket.xls
shredding – containers.pdf
shredding – on-site.pdf


Travel

Business Expense Policy
This policy provides guidelines to University employees and students seeking reimbursement, requesting direct payment through an invoice or through transactions charged to the University Procurement Card. This policy describes the circumstances under which certain University paid or reimbursable expenses may be treated as taxable income to the recipient.

Business Purpose Quick Guide
Departmental Expenditure Authorization Form
Expenditure Voucher Form
Family & Guest Travel Form

Missing Receipt Affidavit
If an employee or student loses a receipt required to process a reimbursement or P-Card statement, a duplicate receipt should be obtained prior to submitting the documentation to Accounts Payable. However, in limited cases when a duplicate receipt cannot be obtained, an employee or student has one of two options:

1. Complete the Missing Receipt Affidavit form, or
2. Provide documentation in another form (e.g. credit card transaction detail with “Lost Receipt” written on it, or detailed information on the University P-Card statement in the business purpose “description” field)

The Missing Receipt Affidavit should not be used for the following (In these cases, a copy should be obtained from the supplier): Auto Rental, Airfare or Lodging.

Lost or Missing Receipts
Monthly Business Mileage Log

Travel Advance Form
This form is for faculty, staff and students traveling on University business and total cash expenditures are $200 or greater and cannot be paid by invoice, reimbursement request or P-Card. For questions about this form, please contact ap@nullwfu.edu

Travel, Meals and Entertainment Policy
This policy provides guidelines to University employees, students (for non-scholarship travel) and others who are traveling, entertaining or incurring meals expenses on behalf of the University.

Travel and Entertainment Expense Form
Used to request reimbursement for travel, meals and entertainment related expenses.

Suppliers

Working with Wake Forest
Employee versus Independent Contractor Checklist

Getting Paid
Travel and Entertainment Expense Form


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Employee versus Independent Contractor Checklist
Supplier Pre-qualification Form
IRS form SS-8: Determination of Worker Status for Purposes of Federal Employment Taxes and Income Tax Withholding