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 P-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.

General Accounting Forms

Index Request Form (Non-Student Organization)
Form to request an index for a non-student organization

Index Request Form (Student Organization)
Form to request an index for a student organization

Journal Voucher/Budget Re-allocation Form
Multiline Journal Voucher/Budget Re-allocation Form
Use one of these forms to reclassify charges made to an account, to reallocate your budget or for a transfer of restricted or special funds.

Payroll Forms

DC Tax (D-4)
District of Columbia Allowance Certificate

DC Certificate of Non-Residence
Certificate of Nonresidence in the district of Columbia

Faculty & Staff Direct Deposit Form
To be used by faculty and staff to initiate direct deposit of payroll and accounts payable payments

Foreign National Information
Used to gather information from international visitors to the University of Richmond

IRS Forms & Publications
Internal Revenue Service Web Site

MW 507
Maryland Withholding Exemption Certificate

Special Payment Request Form
Complete this form when requesting a payroll check issued outside the normal check run

Spidercard Deduction
Form needed to start payroll deduction to deposit funds into your Spidercard

Student Direct Deposit Form
To be used by students to initiate direct deposit of payroll and student refund payments

VA-4 State Tax
Virginia Income Tax Withholding Exemption Certificate

W-4 Federal Tax
Federal withholding Allowance Certificate

Web Time Entry Employee Instructions
Guidelines for staff on entering hours worked via BannerWeb Time Entry

Web Time Entry Approver Instructions
Guidelines for supervisors on approving staff hours worked via BannerWeb

Grants Accounting Forms

Faculty Summer Salary Request
Request form for Faculty to request Grant Summer Salary

Student Summer Research Stipend Request
Request form for Student Summer Research Stipends

Summer Stipend Request/Student & Staff Log Instructions
Instructions for Staff & Student Log Stipend Request

Student Log
Summer Grant Student Log

Staff Summer Research Stipend Request
Request for for Staff Summer Research Stipends

Staff Log
Summer Grant Staff Log

International Tax Forms

Foreign National Information Form (FNIF)
Form to be completed by Foreign Nationals visiting the university

Compliance Statement Form
Form to be completed prior to paying a Foreign National Honoraria or reimbursing travel expenses

Employee - Independent Contractor Checklist
For honorarium payments, HR requires that a determination be made between an employee and an independent contractor.  This form is used to show that a independent contractor relationship exists.

Nonimmigrant Visa Waiver Checklist
Foreign persons who have been determined to be eligible for a visa waiver through the State Department's Visa Waiver program will be designate WB or WT on their I-94 card when entering the U.S.  The qualifications to meet this designation are spelled out on this checklist.

Regulation of Non-Immigrant Visa Holding Student Employment Work Hours
International students must adhere to US Immigration and Customs Enforcement regulations which stipulate the maximum number of hours an international student is allowed to work each week.  International students will be required to sign this form stating that they understand the regulations.  Lack of adherence to this regulation is a breach of the student's visa status and will invoke loss of oncampus employment with the first violation.

Payment Guidelines

Memo -- Procedures for Payment to a Foreign Artist
Steps to follow in order to pay a foreign artist properly.

Memo -- Procedures for Payment to a Foreign Artist Group
Steps to follow in order to pay a foreign artistic group properly.

Memo -- Procedures for Payment of an Honorarium to a non-US Citizen
Steps to follow in order to pay an honorarium payment properly.

General Information

Social Security Administration
Directions to and general information about the Richmond SSA.

New Rules for Withholding on Wages of Nonresident Employees
The IRS set out new withholding rules for wages paid on or after January 1, 2006.

IRS Forms and Information

IRS Websites & Phone Numbers
Basic list for contacting the IRS with questions

IRS Forms & Publications
Internal Revenue Service Web Site

CWA's Reduce Withholding Burden on Nonresident Aliens, US Source Income
Document listing IRS CWA contacts

IRS Targeting Foreign Athletes and Entertainers
In October 2007, the IRS launched a compliance initiative aimed at foreign athletes and entertainers working in the US.

W-2
Sample copy for informational purposes

W-2 Codes
Explanation of codes used on the form

W-4
Employees Withholding Allowance Certificate

W-8BEN
Sample copy of the Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding

W-9
Sample copy of the Request for Taxpayer Identification Number and Certification

W-7
Application for IRS Individual Taxpayer Identification Number and instructions.

1040NR
Form 1040 NR (nonresident) for filing 2008 taxes.

1040NR Instructions
Instructions for filing Form 1040NR for 2008, including IRS mailing address

1040NR EZ
Form 1040 NR EZ (nonresident) "easy" short form for 2008 taxes.

1040NR EZ Instructions
Instructions for filing Form 1040NR EZ for 2008, including IRS mailing address.

1042-S
Sample copy for informational purposes

1042-S Codes
Explanation of Income, Exemption and Recipient codes used on the form

8233
Sample copy of the Exemption from Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual

8843
Sample copy and instructions of the 2007 Statement for Exempt Individuals and Individuals with a Medical Condition (including the IRS mailing address for those who are not filing a 2007 federal tax return.)

Virginia Tax Forms and Information

VA Tax Websites and Phone Numbers
Basic list for contacting the Virginia Department of Taxation with questions

VA-4
Employees Virginia Income Tax Withholding Exemption Certification

760
Virginia Resident Form, 2008 Individual Income Tax Return

760 Instructions
Instructions for filing form 760 for 2008, including tax return mailing addresses.

763
Virginia Nonresident Income Tax Return for 2008

763 Instructions
Instructions for filing form 763 for 2008, including tax return mailing addresses.

760 PY
Virginia Part-Year Resident Income Tax Return for 2008

760 PY Instructions
Instructions for filing form 760 PY for 2008, including tax return mailing addresses.

Visas

Visas -- Information Chart of Common Visa Types
Chart explaining common visa types and paperwork requirements for honorarium payments, independent personal service payments and travel reimbursements.

Visa -- Payment Chart
Listing of visas that can receive honorarium or personal service income payments.

Visas -- Tax Chart
Listing of visas, the percentage of taxation required by the IRS and whether the visa type is FICA exempt or not.

US Customs and Immigration Service

I-9
Sample copy of the Employment Eligibility Verification form, including instructions for completing the I-9 (with a list of acceptable List A, B and C documents.)

Cashier's Forms

Cash Receipt Form
This is a sample of a cash receipt form required for depositing funds to the cashier's office.

Petty Cash Form
This is a sample of the petty cash form needed to withdraw funds from on campus accounts.

Purchasing Card Forms

MCC 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 cardholders to quickly and conveniently purchase business related goods directly from vendors that accept MasterCard.

Purchasing Card Transaction Log
Keeps track of your purchasing card transactions. It will make allocating charges easier.

Purchasing Card Change Limit Request
This form must be used whenever there is a need to change the credit or transaction limit of a purchasing card.  The cardholder and supervisor must complete and sign the form and forward it to the Program Administrator before a change can be made.

Travel P-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.

Budgeting Forms

Budget Summary 2009

FY10 New Position Request Form - Faculty

FY10 New Position Request Form - Staff