Forms

Accounts Payable Forms

AAA Membership Request Form
Employees who travel frequently may be eligible for a Corporate AAA membership.  This form must be completed to request membership.

Advance Form
This should be used to request a travel or expense advance, replacing the check request form in this instance. Advances are only given in limited circumstances such as group travel or international travel.

Cash Distribution Form
This form may be used to gather signatures of student/athletes/research participants who were given a cash allotment.  The form should be attached to the check request form or the Travel and Expense form when requesting reimbursement or when settling a cash advance.

Check Request Form
For reimbursement, payment for goods or payment for services.

Direct Deposit Authorization Form
This form is required to receive expense and travel reimbursements deposited to a bank account. Student refund checks may be deposited directly to a bank account by completing the Student Direct Deposit Authorization and forwarding to Accounts Payable.

Gifts/Prizes/Awards Reporting Form
This form may be completed and attached to reimbursement requests when the reimbursement is for a gift that was purchased for a University employee or student.  The form may also be used to report gifts purchased on a University purchasing card and should be attached to the Pcard statement that is sent to Accounts Payable.

Independent Contractor Checklist
If your check request is to an independent contractor, you must complete and attach this form to your check request prior to sending to A/P.

MCC Card Code Addition Request Form
This form must be used whenever there is a need to add an MCC code to a purchasing or travel card.  The cardholder and supervisor must complete and sign the form and forward it to the Program Administrator before a change can be made.  The Program Administrator will make the final determination of whether or not a new MCC code can be added.

Missing Receipt Form
Must be used when a reimbursement receipt is missing and it was for more than $25.  For purchasing card charges, this form must be used for each missing receipt, regardless of the dollar amount.

Purchasing Card Application
The P-Card program enables card holders to quickly and conveniently purchase business-related goods directly from vendors that accept MasterCard.

Relocation Reimbursement Request
This form must be completed and forwarded to Accounts Payable to request reimbursement of any relocation expenses.  This is the only form Accounts Payable will accept for reimbursement of relocation expenses.  DO NOT use the check request or the Travel and Expense form for reimbursement of relocation expenses.  Please read the Relocation Reimbursement Guidelines posted under the University Guidelines section of our website for more information about relocation expenses.

Sam's Club Membership Application
The Sam's Club membership application is for individuals who may need to purchase goods or supplies for the University.  The membership may only be used for university business; personal purchases are not allowed.

Travel and Expense Report
This form is the traditional "paper" reimbursement form and if you use this form, you will slow down the processing of your reimbursement request.  To receive "PRIORITY" or "RUSH" processing of your reimbursement, you MUST use the new Travel and Entertainment Expense Reimbursement System, accessed through Banner Web at https://bannerweb.richmond.edu/. The traditional paper form should only be used for travel that exceeds 14 days.  The university does not provide reimbursement for any receipts older than 90 days.

The Travel and Entertainment Expense Reimbursement System
The Travel and Entertainment Expense Reimbursement System, available on BannerWeb, https://bannerweb.richmond.edu/, should be used instead of the traditional Travel and Expense report if travel is for 14 days or less.  Use of this form is more efficient and travelers will receive their reimbursements quicker than if they use the traditional travel form.  Receipts are required and cannot exceed 90 days.  Instructions for completing the form are available by accessing this link, http://controller/about/AP-T&EFormInstructions.pdf.

Travel Card Application
The Travel P-Card allows business travelers to charge business related expenses to a University credit card, rather than using their own personal card or funds.  The University pays the credit card company directly for all charges made on the card.

Vendor Direct Deposit Authorization Form
This form is required of Vendors who wish their funds to be deposited via ACH.

W-9
The University's completed W-9 form may be printed and sent to vendors requesting this information.  Vendors may also be given the web address to access this form.