Forms
The table below contains all financial forms. The search box can be used to look for keywords about the form. Note that some PDF forms have features that cannot be displayed in all browsers. If the form does not display properly within your browser, please right-click the link for the form and select Save link as or Save target as.
| Form Name | Description | Office |
|---|---|---|
| Advance Request Form | Use this form to request a Program, Research or Travel Advance. | Accounts Payable |
| Accounting Correction/Journal Entry [Excel] | Use this form to correct non-payroll expenses already posted to the General Ledger. | General Accounting |
| Bank Account Modification [Excel] | Used by departments to Open New Accounts as well as Close or Modify Existing Accounts. | Treasury Management |
| BobcatBUY Access Request [PDF] | Use this form to request access to BobcatBUY. Must be completed by Financial Manager. Note: You may need to use Adobe Acrobat Reader instead of your browser to view this form. To do this, download the PDF and open from your downloads folder. | Procurement |
| Budget Transfer [Excel] | This form is used to realign budgets to be more reflective of changes that can occur throughout the year. | Budget Planning and Analysis |
| CASHNet Access Request Form [PDF] | Use this form to request access to CASHNet. | Bursar |
| Chart of Accounts (COA) Segment Value Request | Use these forms to request new values for Entity, Organization, Activity and Function segments. | FAST |
| Change Order Request [Word] | Used to request changes on existing Purchase Orders. For use with Capital Projects only. | Capital Projects Finance |
| Comprehensive Independent Contractor Agreement [PDF] | Replaced by Services Agreement. Please fill out Exhibit A and provide to Purchasing for completion. | Contract Services |
| Contract Approval Routing [PDF] | Attached to all Comprehensive Independent Contractor Agreements and supplier provided agreements along with all pertinent information related to the contract, including approval signatures. For assistance on completing the form, see the routing and approval form instructions [PDF]. | Contract Services |
| Departmental Cash Collection Application | Use this form for departments seeking to collect cash (defined as currency, check, and/or credit card). | Bursar |
| Deposit Form [Excel] | Used for multiple accounts except Student Organizations and Foundation Accounts | Bursar |
| Direct Deposit Authorization - External Suppliers [Excel] | Use the Supplier/Payee Information Form | Accounts Payable |
| Direct Payment [Excel] | Use this form to make a direct payment to a supplier or to an employee for reimbursement (other than travel). Do not use this form to request a purchase order. For Payroll and student reimbursement use only, for all other payments use the Payment Request in BobcatBUY. | Accounts Payable |
| Entertainment Expense [Excel] | Used to request reimbursement for entertainment expenses. | Foundation Accounting |
| Equipment Status Change [Excel] | Used to report changes in the status of equipment to the Division of Finance by the department or PI that is accountable for the equipment. (Previously titled EI-8 form.) | Equipment Inventory |
| Exhibit A for Service Agreement [PDF] | Used to define the scope of work on the new Service Agreement. The Service Agreement is used to establish an agreement for complex services provided to the University by a supplier. (Replaces the Comprehensive Independent Contractor Agreement) This form opens best in the Internet Explorer browser. Users who experience issues opening the form in other browsers should right click on the document link and save the form to their desktop then open it with their PDF reader. |
Contract Services |
| External Billing Authorization [Excel] | Used when a University department wants to bill an external party for goods and/or services provided by the department. | Bursar |
| Foreign Source Affidavit |
Use the Foreign Source Affidavit in place of the W-8BEN (E) for vendors that will perform services from another country. For example if Person A will complete editorial services for a department from their home in Canada the Foreign Source Affidavit would be used in lieu of the W8BEN. |
Tax |
| Foundation Deposit Transmittal [Excel] | Used to make deposits to Foundation accounts only. | Foundation Accounting |
| Fundraising Clearance [Word] | Used to obtain approval for fundraising activities. This form must be completed and approval received prior to any fundraising activities. | Foundation Accounting |
| Group Travel Request Form | Complete this form to request group travel arrangements from Christopherson Business Travel. | Travel |
| Honorarium Agreement [PDF] | Used for payment as a token of appreciation for voluntary service not to exceed $1,500.00 (excluding travel). Honorarium agreements are intended for a one-time payment only. If the supplier will be used again in the future, please use the Short Form Services Agreement instead. | Contract Services |
|
Use the Honorarium or Travel Reimbursement Affidavit for any international visitor that will visit an OU campus and receive an honorarium or travel reimbursement. If the visitor will be receiving a travel reimbursement.in accordance with the accountable plan rules, only the Travel Reimbursement Affidavit may be used in lieu of the W8BEN. If the visitor is receiving an Honorarium Payment the Affidavit should be used along with a completed W8BEN. |
Tax | |
| Independent Contractor Agreement (IC EZ) [PDF] | Replaced by Short Form Services Agreement | Contract Services |
| Internal Award Account Maintenance [Excel] | Use to request changes in autoaccounting to the GL for existing Internal Awards | General Accounting |
| Internal Billing Authorization [Excel] | Use this form to charge another department for goods or services provided to them by your department. | General Accounting |
| Used by departments to request a loan from the University. Must meet the terms and conditions specified in the Internal Loan Guidelines. | Treasury Management | |
| Journal Entry Template (for JET application) | For departments implementing JET - Use this form for Journal entries including Accounting Corrections and Internal Billing Authorizations, in the new JET Application | General Accounting |
| Key Request and Agreement [Word] | Complete this form to request issuance of a departmental key for students. | Bursar |
| Lodging and Safety Questionnaire | Non-traditional lodging, such as hostels, field stations, and campgrounds must be approved by your planning unit (CFAO or designee) utilizing the Lodging Safety Questionnaire prior to booking | Travel |
| Ohio University W-9 | Used when Ohio University is the Supplier/Payee | Purchasing |
| Petty Cash / Change Fund Reconciliation Form [Excel] | Use this form to reconcile Petty Cash & Change Funds. Please note that there are 2 tabs in the Excel file titled Petty Cash Reconciliation & Change Fund Reconciliation. Please use the appropriate tab. | General Accounting |
| Petty Cash / Change Fund Request [Excel] | Used to open or reopen petty cash or change funds. Can also be used to request changes to or close an existing petty cash or change fund. | General Accounting |
| Preferred Supplier/Commodity Recommendation | Used to request new suppliers/commodities | Purchasing |
| Purchasing Card / Controlled Value Card Application [PDF] | Use this to apply for or request an update to a University Purchasing (PCard) or Controlled Value Card. Updates include spending limits, card type change, name change, or account closure. | Accounts Payable |
| Purchasing Card Credit Confirmation [PDF] | Used when a credit receipt cannot be obtained from the supplier for credits from a PCard purchase. | Accounts Payable |
| Purchasing Card Refund [Excel] | Use this form to deposit a refund for a PCard purchase. | Accounts Payable |
| Request for Procurement Exception [PDF] | Use this form to request a Procurement Exception from buying from a preferred supplier under the Affordability & Efficiency Purchasing mandate. Although not required, it is highly recommended that you use this form to document the need and reasons for the approved exception. Please refer to the Procurement Exception process. | Procurement |
| Quasi-Endowment Request Form | Use this form to request the creation of a quasi-endowment. | Foundation Accounting |
| Request for Waiver from Competitive Bidding [Excel] | Used to request a waiver from the competitive bidding process. Attach this form to a completed requisition. | Procurement |
| Request to Take Equipment Off-Campus [Excel] | This form must be filled out and a copy sent to the Equipment Inventory Office prior to taking equipment off campus, and again when the equipment is returned. (Previously titled EI-9 form.) | Equipment Inventory |
| Requisition [Excel] | Use this form to request the issuance of a Purchase Order. For use with Capital Projects only. | Capital Projects Finance |
| Research Subject Advance Request [Excel] | Use the Advance Request Form to request a Research Subject Advance, view our research subject advance procedures. | Accounts Payable |
| Revenue Producing Account Questionnaire [Word] | This form must be completed for all new activities in which revenue is generated from the sale of goods or the performance of services. It also must be completed when requested by tax compliance. It will be used to calculate unrelated business income tax (UBIT). | Tax Compliance |
| Sales Tax Exemption Certificates | To download certificates for the states who honor Ohio University's tax exemption status, please see our Tax Exempt Purchases page. | Tax Compliance |
| Sales Tax Form | This form is used to complete the Ohio Multi-County Sales Tax Report. | Tax Compliance |
| Short Form Services Agreement [PDF] | Use to establish an agreement with a Supplier who is not otherwise under contract with the University. This form should be used only for those categories listed under "Nature of Service" on the form. If the service is not listed, use the Services Agreement. Please read instructions prior to filling out the form. (Replaces the IC EZ form) | Purchasing |
| Shred-It Container Request Form [PDF] | Use this form to request new containers or set up a service with Shred-It for document destruction for confidential information. Please refer to the Shred-It process for the guidelines for using this service. | Purchasing |
| Sponsor Direct Billing Authorization [PDF] | Use this form to allow Ohio University to bill the student's sponsor or employer directly. | Bursar |
| Student Fee Proposal [Excel] | Used to propose new student/course fees or changes to existing fees. | Bursar |
| Student Payment Release [Excel] | Use this form to request payment directly to a student. For more information, please review the student payment release guidelines. | Bursar |
| Study Abroad Program Advance Request [Excel] | Use the Advance Request Form to request a Study Abroad Program Advance. | Accounts Payable |
| Substitute W-9 [PDF] | Use the Supplier/Payee Information Form and IRS W-9/W-8 | Accounts Payable |
| Supplier/Payee Information Form [PDF] | Used to set up external suppliers or modify supplier information in conjunction with the standard IRS W-9 or appropriate IRS W-8 form. This form is required to be on file in order for the University to make payments to the supplier. For help in using this form, refer to the Supplier/Payee Information Form - Quick Reference Guide. | Accounts Payable |
| Travel Advance Request [Excel] | Use the Advance Request Form to request a Travel Advance. | Accounts Payable |
| Used to request reimbursement for travel expenses during same-day, multi-day, and/or non-auto travel. To be used for student travel only; OHIO employees should use Concur for all travel reports. | Accounts Payable | |
| W-8 BEN [PDF] | Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting (Individuals) | Accounts Payable |
| W-8 BEN-E [PDF] | Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities) | Accounts Payable |
| W-9 [PDF] |
Request for Taxpayer Identification Number (TIN) and Certification. Used to request a taxpayer identification number (TIN) for reporting on an information return the amount paid. Use with the Supplier/Payee Information Form. |