Employee Forms

Disbursements: Accounts Payable Forms

• Aramark Payment Authorization Form (NEW  01/31/2007) (XLS)
  This form is to be used to authorize all charges for Aramark (Webb Center and Ted Constant Convocation Center).  When submitting this form, be sure the form includes an original authorized signature.  You must also submit a Business Related Meal Expense Form at the time of submission.
  
  
• Expedited Accounts Payable Check Request Form  (NEW)
  This form is to be used to request an Expedited Accounts Payable Check. Click Manual Accounts Payable Check Policy for full information.
  
  
• Independent Personal Services Certification Form (IPSC) Previously called Certified Work Statement -- This form must be completed by a department each time they wish to pay someone as an independent contractor.  Attach either the Industry Practice (IP) Checklist or the completed/approved Worker Classification Review Questionnaire and procurement documentation before sending to Accounts Payable to request payment. The independent contractor must sign the form prior to submission, certifying eligibility to be paid as an independent contractor.  Please click on this link for complete information on Worker Classification (determining whether an individual can be paid as an independent contractor).
  
  
• Industry Practice (IP) Checklist (new form)
  For use when hiring individuals not currently employed in any capacity by ODU or the Commonwealth of Virginia.1) If the provider fits into the categories on this checklist, forward the IP Checklist and the IPSC to Accounts Payable with the appropriate procurement documentation. You do NOT need to complete the Worker Classification Review Questionnaire.2) If the provider does not fit into the categories on this checklist, you MUST complete the Worker Classification Review Questionnaire and submit it with the Independent Personal Services Certification Form (IPSC) to Human Resources for determination of worker classification.
  
  
  
• ODU Accounts Payable Travel/Petty Cash Reimbursement Direct Deposit Enrollment Form
  This form should be submitted by all employees who expect to receive either a petty cash reimbursement or a travel expense reimbursement.  Reimbursements are directly deposited into the employee's checking/savings account.  Employees who provide an active Old Dominion University e-mail address on this form (i.e., name @ odu.edu) will be notified via e-mail when a reimbursement is deposited.
  
  
• ODU Vendor Complaint Form
  To ensure that the University is in compliance with prompt pay requirements, when a department has a complaint about vendor performance that documents the reason for not paying an invoice, please complete this form.  For full information about vendor complaints, click here and read sections 10.5, 10.6, 10.7, and most importantly 10.17.
  
  
• Review Open Encumbrances Form - PDF - Word 
  This form is used by Budget Unit Directors to make liquidation requests on open encumbrances.
  
  
• Petty Cash Form (PC-1) (Word) (PDF)
  This form is used to request petty cash reimbursements. Receipts must be attached for each item listed. **If seeking reimbursement for food services, attach a list of attendees and provide the purpose. If seeking reimbursement for office supplies from a vendor other than the University's contracted office supply vendor, attach an explanation. If a department chooses to authorize use of the petty cash process, an explanation of why the SPCC was not used MUST be attached to the PC-1 form.
  
  
• PC2 - Commonwealth Departmental Petty Cash Fund Reimbursement Request Summary Available in both Word and PDF.
  When petty cash funds run low, request replenishment of cash on hand using this form - for Commonwealth petty cash funds.
  
  
• PC3 - Local Departmental Petty Cash Fund Reimbursement Request Summary - Available in both Word and PDF.
  When petty cash funds run low, request replenishment of cash on hand using this form - for non-Commonwealth petty cash funds.
  
  
• PC2A/PC3A - Continuation Sheet for PC2 and PC3 forms - Available in both Word and PDF
  
  
• PC4 - Departmental Petty Cash Fund Reconciliation Form - Available in both Word and PDF
  This form is used to reconcile departmental petty cash funds.  Required monthly if fund is $500 or more.  Required quarterly if fund is under $500.
  
  
• Twenty Factor Test
  This test can assist you in determining whether an individual might qualify to be considered an independent contractor. If you feel the individual should be paid as an independent contractor, complete the Independent Contractor Questionnaire. If they do not qualify to be considered an independent contractor, you must pay them through the Payroll process.
  
  
• W-8BEN - Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding
  (Rev. February 2006) This form must be on file with the Accounts Payable office before departments may order goods/services from an international vendor. Click here for Instructions for Form W-8BEN.
  
   
• W9 (Request for Taxpayer Identification Number(s) and Certification - Substitute W-9 revised August 2007
  This form must be on file with the Accounts Payable office before departments may order goods/services from a vendor.
  
  
• Worker Classification Review Questionnaire (previously called Independent Contractor Questionnaire)
  If a provider does not fit the categories on the Industry Practice (IP) Checklist, Departments must complete this questionnaire to determine if an individual is eligible to be paid as an independent contractor before any contractor is engaged to perform services for the University. This questionnaire is to be used for all services not included on the Industry Practice (IP) Checklist.(See sample questionnaire). This form is not to be completed by the proposed independent contractor. All questions must be answered, and the appropriate departmental representative must sign the Questionnaire. A decision concerning the information on the questionnaire will be returned to you within 2 working days after submission to Human Resources.

Disbursements: Payroll Forms

• Classified Exempt Manual Timesheet (rev 04/16/09)
  Classified Exempt employees report exception time only (leave taken/compensatory leave earned when approved) via Web Time Entry.  Use the Classified Exempt Manual Timesheet for the following reasons:
  
  Report Leave Without Pay (LWOP) - required
  Worker's Compensation Leave Taken (WCL) - required
  
  Late WTE Timesheets.  Explanation required - i.e., timesheet not started (requires Manual Payroll Check Request Form), timesheet not submitted (requires Manual Payroll Check Request Form), timesheet not approved by supervisor/proxy).  Click here to access the  Manual Payroll Check Request Form ($50 fee). 
  
  Correction to original submission through WTE (attach copy of WTE timesheet).  Please click here to obtain more information about manual timesheets, including detailed instructions for submitting corrected timesheets.
  
  Other reason.  Explanation required.
  
  
• Classified Non-Exempt Manual Timesheet (rev 04/16/09)
  Classified non-exempt employees report all hours worked and leave taken via Web Time Entry.  Use the Classified Non-Exempt Manual Timesheet for the following reasons:
  
  Report Leave Without Pay (LWOP) - required
  Report Worker's Compensation Leave Taken (WCL) - required
  
  Late WTE Timesheets.  Explanation required - i.e., timesheet not started, (requires Manual Payroll Check Request Form), timesheet not submitted (requires Manual Payroll Check Request Form), timesheet not approved by supervisor/proxy).  Click here to access the Manual Payroll Check Request Form ($50 fee). 
  
  Correction to original submission through WTE (attach copy of WTE timesheet).  Please click here to obtain more information about manual timesheets, including detailed instructions for submitting corrected timesheets.
  
  
  Other reason.  Explanation required.
  
  
  
• E-1S (Student Employment Data Form)
  
  The E-1S Form is the hiring document for student workers.  There are now two E-1S forms - the E-1SU for student hourly employees (4025, 4026, 4028, 4029) and the E-1SG  for graduate assistants (4022, 4122, 4023, 4123). Failure to correctly complete any section of the form or to include any required documentation will result in the E-1SU or E-1SG  being returned to your department.  Until corrected paperwork is received, the student is not authorized to work and no payroll record can be created. 
  
  No FAX or e-mail submissions are accepted.  Original signatures required.
  
       Undergraduate Student Employment Data Form (E-1SU)  revised October 21, 2009
  
       Graduate Student Employment Data Form (E-1SG)  revised October 14, 2009
  
  
  
• Employee Payroll Direct Deposit Form
  Direct deposit of pay is mandatory (FORM REVISED OCTOBER 15, 2009).  This form is used to request that an employee's pay be deposited directly into a checking or savings account at a financial institution. This form is NOT to be used for direct deposit of travel or petty cash reimbursements.  Please use the ODU Accounts Payable Travel/Petty Cash Reimbursement Direct Deposit Enrollment Form found under Accounts Payable forms, below.
  
  Exceptions may be allowed under certain "extraordinary" circumstances.  However, to obtain an exception, you must write a letter explaining in detail why you cannot participate in direct deposit.  This letter must be forwarded to the Assistant Controller for Disbursements for review.  The letter is then forwarded to the State Director of Payroll at the Department of Accounts for their approval.  If the exception is not approved by the Department of Accounts, you must participate in direct deposit.
  
  NOTE:  A Pay Card solution is currently pending, and further information will be distributed as soon as plans are finalized.
  
  
• Employee Address Change Form
  This form is used to request changes to employee addresses used for payroll purposes with the Human Resources office.
  
  
• Employee's Withholding Allowance Certificate (Form W-4)
  Complete Form W-4 so that your employer can withhold the correct federal income tax from your pay.
  
  
• Employee's Virginia Income Tax Withholding Exemption Certificate (Form VA-4)
  Use this form to notify your employer whether you are subject to Virginia income tax withholding and how many exemptions you are allowed to claim.  You must file this form with your employer when your employment begins.  If you do not file this form, your employer must withhold Virginia income tax as if you had no exemptions.
  
  
• Hourly Wage/Student Hourly Manual Timesheet (revised 03/30/09)
  Hourly wage employees (4021) and student hourly employees (4025, 4026, 4028, 4029) report all hours worked via Web Time Entry.  Use the Hourly Wage/Student Hourly Manual Timesheet for the following reasons:
  
  Late hiring paperwork.  Should be accompanied by the Manual Payroll Check Request Form ($50 fee).
  
  Late WTE Timesheets.  Explanation required - i.e., timesheet not started (requires Manual Payroll Check Request Form), timesheet not submitted (requires Manual Payroll Check Request Form), timesheet not approved by supervisor/proxy).  Click here to access the Manual Payroll Check Request Form ($50 fee). 
  
  Correction to original submission through WTE (attach copy of WTE timesheet).  Please click here to obtain more information about manual timesheets, including detailed instructions for submitting corrected timesheets.
  
  
  Other reason.  Explanation required.
  
  
• Manual Paycheck Request
  Use this form when requesting a manual paycheck -- fee applies.  The appropriate back-up documentation must be attached (i.e., applicable manual timesheet with required signatures).
  
  
• Opportunity for Full-Time Faculty to Select 24-Pay Option (2009 form available)
  This form is used by Faculty members hired before July 25, 1999 to request a 24 pay period instead of the 20 pay period option. This option is available from May 16th to mid-July each year for implementation with the next academic year contract beginning July 25th.  Faculty members are notified when this option is available each year.
  
  
• Request for Duplicate W-2 Form
  Use this form to request a duplicate Wage and Tax Statement form W-2.
  

Accounts Receivable Forms

• Departmental Deposit Form
  This is the form used by departments to deposit money into internal accounts. Please cut sheet in thirds before returning.

Data Control Forms

• Accounting Service Request Form (PDF) (Word)
  This form is used to submit and track inquiries on transactions in Departmental Budgets. Please submit supporting documents with the form. For additional instructions, please contact Lanette Stone in the Data Control Office.
  
  
• Interdepartmental Transfer Request (PDF) (Word)
  When funds must be transferred between budgets at the University, an Interdepartmental Request (IDT) form must be completed and signed by both budget units affected. The IDT form is forwarded to Data Control inthe Office of Finance for processing. Transfers can be made for the following reasons: to reimburse a department for expenditures, to pay for services rendered, or to correct an original charge from one budget to another.
  
  
• Inderdepartmental Transfer Request Continuation  (pdf)  (Word)
  Use this continuation sheet when you need additional sheets for the IDT form.
  
  
• Request for Changes in System Table (PDF)
  This form is used by authorized administrators to request changes to Banner System Tables. Requires approval of the Budget Officer and the University Controller.Send forms to the Data Control Manager.
  
  
• Request for Establishment of a Sub-Account Code (PDF)
  This form is used by authorized administrators to request establishment of a sub-object code.  Requires approval by the Budget Officer and the University Controller.   Send forms to the Data Control Manager.  Upon final approval, Data Control will notify the requestor of the account number(s) to be used.
  
  
  
• Request to be Added to the Master Signature List (rev. 09/22/2009) (Excel)
  This form is used to authorize individuals to sign for expenditures for a department.  The form must be signed by the budget unit director.  If the person to be added to the master signature list is the budget unit director, someone higher in the organizational structure must sign the request form.  NOTE:  Signature authority will only be granted to Old Dominion University employees.

General Accounting Forms

• Interdepartmental Transfer Request (PDF) (Word) When funds must be transferred between budgets at the University, an Interdepartmental Request (IDT) form must be completed and signed by both budget units affected. The IDT form is forwarded to Data Control in the Office of Finance for processing. Transfers can be made for the following reasons: to reimburse a department for expenditures, to pay for services rendered, or to correct an original charge from one budget to another.

Travel Forms

• Consolidated Travel Form (Excel) -  form revised 11/03/2009 - reflects the per diem rates in effect at ODU on 10/15/2009 and the personal vehicle mileage rate effective 01/01/2009 -  The consolidated form replaces the following old forms - Estimated Cost of Proposed Travel, the Excess Lodging Form, the Out-of-Country Travel Approval, Travel Expense Reimbursement Voucher, and the Travel Expense Reimbursement Continuation Form (2 continuation sheets available).  It also contains the current meal per diems and lodging rates.  The new form is in Excel and contains different tabs.  Required fields are noted and the respective forms that reside on the tabs cannot be printed unless all required information is entered.
  
  SPECIAL NOTES - You must have Excel to access this form.
  
  1)  If you are using the 1997-2003 version of Excel, please be sure your web browser security level AND the security level for Excel macros are both set to "medium" before opening this form. Each time you open this form, you must "enable macros" for the form to function properly.
  
  2)  If you are using Excel 2007, click the "Options" button on the "Security Warning" section of Excel.  A "Security Alert" dialog box will appear.  Select the "Enable this content" option and then click "OK" in order to enable the built-in macro functions."
  
  

  Welcome Tab - explains important details about the form
  Travel Estimate Tab - ODU Travel Estimate/Excessive Lodging/Out-of-Country
  Approval Form - This form must be completed in advance of any OVERNIGHT travel. The section for excessive lodging must be completed only if lodging costs exceed the published guidelines. Out of Country travel approval is required for all travel outside the United States. Certain information on this form links to the Travel Expense Reimbursement Voucher.
  Travel Reimb Tab - Travel Expense Reimbursement Voucher - This form is used to request reimbursement for expenses incurred as a result of University travel and must be submitted within 5 working days upon return - Includes personal vehicle mileage rate changed 01/01/2009.
  Travel Reimb Cont Sheet Tabs - used when expenses won't fit on the Travel Expense Reimburement Voucher - Includes personal vehicle mileage rate changed 01/01/2009.
  Per Diem M & L Rates tab - provides current meal per diems and lodging rates - rates effective 10/15/2009 
  Required cell info - reference tab for error messages (defines required fields)

• Corporate Travel Card Application - coming soon
  Full time employees who travel at least twice a year are eligible for the Corporate Travel Card.  The Corporate Travel Card Application and the Corporate Travel Card Employee Agreement must be submitted to the Corporate Travel Card Program Administrator in the Office of Finance.  Cards are mailed to the cardholder's address.
  
  
• Corporate Travel Card - Employee Agreement (PDF)
  Corporate Travel Charge Card holders must complete this agreement annually.  Submit the form to the Corporate Travel Card Program Administrator in the Office of Finance.
  
  
• Business Related Meal Expense Form (Word) Rev 08/17/06
  This form must be attached to the Travel Reimbursement Voucher for non-overnight, business meals.
  
  
• Travel Advance (Regular) (Word)
  Use this form to request a travel advance for out-of-pocket expenses (minimum $25). Submit this form 2 weeks before travel is to occur. The advance is prepared and available 3 working days before travel occurs. Traveler advances must be picked up by the traveler in person from Accounts Payable.  Travelers must bring their Corporate Travel Card when they pick up their advance so that the advance can be charged to the Corporate Travel Card. Travelers should stop at the Customer Relations desk in the downstairs lobby of Rollins Hall and ask that a Travel Processor be called.
  
  
• Travel Advance (Student) (Word)
  Use this form to request a travel advance for out-of-pocket expenses for student travelers (limited to $100). Submit this form 2 weeks before travel is to occur. The advance is prepared and available 3 working days before travel occurs.
  
  
• Traveler's Checklist (PDF)
  Travelers are responsible for understanding and complying with all Commonwealth of Virginia and Old Dominion University policies and procedures.  This checklist is intended to serve as a supplement to the full regulations, which are available on the Office of Finance web site as part of the Certificate in University Financial Management (Accounts Payable, Part 1: Travel).