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
  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
  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 Military Leave Taken (MLT) or Leave Without Pay (LWOP) - required
  
  Late WTE Timesheets.  Explanation required (i.e., timesheet not started, timesheet not submitted, timesheet not approved by supervisor/proxy).  Should be accompanied by the Manual Payroll Check Request Form ($50 fee). 
  
  Correction to original submission through WTE (attach copy of WTE timesheet)
  
  Other reason.  Explanation required.
  
  
• Classified Non-Exempt Manual Timesheet
  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 Military Leave Taken (MLT) or Leave Without Pay (LWOP) - required
  
  Late WTE Timesheets.  Explanation required (i.e., timesheet not started, timesheet not submitted, timesheet not approved by supervisor/proxy).  Should be accompanied by the Manual Payroll Check Request Form ($50 fee). 
  
  Correction to original submission through WTE (attach copy of WTE timesheet)
  
  Other reason.  Explanation required.
  
  
  
• Employee Payroll Direct Deposit Form
  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. FORM REVISED FEBRUARY 20, 2006.
  
  
• 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 Manual Timesheet
  Hourly wage employees (4021) report all hours worked via Web Time Entry.  Use the Hourly Wage (4021*) Manual 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, timesheet not submitted, timesheet not approved by supervisor/proxy).  Should be accompanied by the Manual Payroll Check Request Form ($50 fee). 
  
  Correction to original submission through WTE (attach copy of WTE timesheet)
  
  Other reason.  Explanation required.
  
  *Do not use the Hourly Wage Manual Timesheet for student employees.  Student employees in sub-accounts 4025, 4026, 4028 and 4029 will be going to Web Time Entry at a later date.  A manual form will be provided for their use at that time.  Continue to use the Student Hourly Wage Timeslip (see link below) until further notice.
  
  
  
• Manual Paycheck Request
  Use this form when requesting a manual paycheck -- fee applies.
  
  
• Opportunity for Full-Time Faculty to Select 24-Pay Option
  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.
  
  
• Request for Duplicate W-2 Form
  Use this form to request a duplicate Wage and Tax Statement form W-2.
  
  
• Student Hourly Wage Time Slip (revised May 2004 to include UIN) (Word) (PDF)
  This form should be used to report weekly hours for Student Hourly Workers only. The sheet should be printed in portrait format (8.5" x 11") and sheets cut in half before returning. Please be sure that the time slip size is 8.5" x 5.5". Failure to provide time slips in the proper format and size will result in a delay in processing and late paperwork charges could apply. Please refer to the Payroll Schedule for due dates. DO NOT USE THIS FORM TO REPORT HOURLY WAGE EMPLOYEE (4021) HOURS WORKED. 
  
  

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.

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 07/01/2008 -  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 - Please be sure your web browser security level AND the security level for Excel macros are both set to "medium" before opening this form. You must have Excel to access this form.  Each time you open this form, you must "enable macros" for the form to function properly.
  
  

  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.
  Travel Reimb Cont Sheet Tab - used when expenses won't fit on the Travel Expense Reimburement Voucher
  Per Diem M & L Rates tab - provides current meal per diems and lodging rates
  Required cell info - reference tab for error messages (defines required fields)

• Corporate Travel Card Application
  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 - Department Authorization - must be submitted to Accounts Payable.  The cardholder will be notified when the card is available for pick up (approximately one week after all forms are received in Accounts Payable).
  
  
• Corporate Travel Card - Department Authorization
  This authorization form must be completed and signed by the budget unit director (or an authorized signer higher in the organizational structure if the applicant is the budget unit director).  This authorization must be attached to the completed application when submitted to Accounts Payable.
  
  
• Corporate Travel Card - Employee Agreement (PDF)
  Corporate Travel Charge Card holders must complete this agreement annually.  Submit the form to the Travel Processing Supervisor in the Office of Finance.
  
  
• Business Related Meal Expense Form (Word)
  This form must be attached to the Travel Reimbursement Voucher for non-overnight, business meals (revised August 17, 2006).
  
  
• 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).