Financial Services Formsforms

Contracts

Contract Routing Form This form is used to initiate the review and approval process for contracts between TCU and third parties for goods or services.

Deposits Pages

Departmental Deposit Form This form is used by departments to accompany deposits of cash, checks, or credit card payments with the TCU Cashiers.

Employee Reimbursements

Reimbursement Form This form is used for TCU employees to request reimbursement for TCU business expenses. If you encounter issues filling out the form see this page for assistance.

Approval Checklist for Reimbursement Forms This checklist may be used by departmental approvers to facilitate the internal review and approval process for employee reimbursement forms. Completion of this checklist is not required. This checklist does not need to be submitted to Accounts Payable with reimbursement forms.

Authorization Form for Personal Payment of Non-Travel Business Purchases This form must be completed and approved before any TCU business expense exceeding $500 can be incurred for which payment will be made using personal funds rather than direct payment by TCU. This form cannot be used to authorize personal payment for services on behalf of TCU. All payments for services must be made by Accounts Payable. This form must be filed with the employee’s Reimbursement Form.

Lost/Missing Receipt Form Employees must submit this signed form with their Reimbursement Form when seeking reimbursement for an expense between $25 and $75 for which the receipt is lost or missing and a duplicate receipt cannot be obtained. This form is not required for individual missing receipts less than $25.

Recipient Log for Awards/Gifts/Prizes This form must be completed when providing awards, gifts, or prizes to TCU employees, students, or patrons. The form must be signed by the individual receiving the award, gift, or prize. The form must be filed with an employee’s Reimbursement Form when personal funds have been spent to buy the award, gift, or prize.

Travel Request and Expense Estimate Form This form must be completed and approved before any overnight business travel expenses exceeding $1,000 can be incurred. After approval, the original copy of the travel request will be returned to the employee for subsequent filing with their Reimbursement Form upon completion of the travel.

Request for Travel Advance Form This form is used by departments to request Accounts Payable to issue a travel advance by check or direct deposit.

Vendor Payments

New Vendor Request Form This form is used by departments to request Accounts Payable to set up a new vendor for payment by TCU.

Departmental Check Requisition Form This form is used by departments to request Accounts Payable to issue a check to a vendor when a vendor invoice is not available.

Departmental Purchase Order Request Form This form is used by departments to request a Purchase Order to be issued to a vendor

W-9/Tax Exemption Certificate Request Form This form is used to request Financial Services to send TCU’s Form W-9 (Request for Taxpayer Identification Number and Certification) or tax exemption certificate directly to a vendor when the vendor requests documentation of TCU’s vendor/taxpayer ID number or tax exemption status.

Honorarium (Payment for Services) Request Form This form is used by departments to request Accounts Payable to issue a check to an individual as payment for services rendered to TCU if the individual does not provide an invoice for payment.

Request for Credit Application Form This form is used to request Financial Services to complete a vendor credit application and send the application directly to the vendor to establish a TCU account with the vendor so that departmental purchases may be billed to TCU by the vendor.

Vendor Check Disbursement Authorization Form All vendor checks must be mailed by the TCU Accounts Payable Department unless an exception is documented and approved via this form for either the vendor or an authorized TCU employee to pick up the check from the Cashiers office in Financial Services. This form must be completed by the applicable departmental employees requesting the exception and submitted to Accounts Payable with the vendor invoice or other payment documentation.

Visitor Travel Expense Form This form is used to request reimbursement for TCU business expenses by a visitor incurring expenses on behalf of TCU.

Wire Request Form This form must be submitted to the Accounts Payable Manager with the invoice or other supporting documentation when requesting a wire transfer of funds.

Miscellaneous

Lost/Stolen Property Form For purposes of TCU asset and inventory accounting, this form must be completed and submitted to the Financial Services office within 5 business days to report lost or stolen TCU property exceeding $500.

Request for New Department or Fund This form is used to request Financial Services to establish a new Department or Fund number within the TCU accounting system for budget tracking purposes.

Asset Disposal Form This form documents the disposal of a fixed asset whether by sale, obsolete and discarded, or given away.  Please refer to the Asset Disposal Policy (Financial Services website, Business Procedures Manuals) for further information on what items qualify as a fixed asset, and the asset disposal process.  This form is submitted when depositing proceeds received from the sale of a fixed asset.

Financial Services DocuSign Forms

Financial Services forms are in the process of being converted into the DocuSign PowerForm format. This makes signing and routing the forms much easier; and it also entails a different procedure for accessing and completing the forms. See this page for more information.

Marketplace uStore Access Request Form This DocuSign form is used by departments to request access to a TouchNet MarketPlace uStore. The creation of a new uStore site is facilitated by Information Technology . IT will provide technical assistance to the department as needed with the initial setup of the uStore.

Peoplesoft Budget Manager Access Request Form This DocuSign form is used by departments to request access to PeopleSoft. The form must be signed by the budget manager’s Supervisor or Dean before access is granted. Budget Manager’s must also attend Budget Manager’s Training before they can access PeopleSoft.