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Controller's Office

Forms

 

Student

The Office of Student Business Services administers billings for university tuition and fees and will bill the Agent for tuition and fees only. Payment must be received no later than the end of the semester or a $100.00 late payment will be assessed. Unless specified otherwise by the Agency, fees and charges covered by this Agreement include the per credit hour registration fee, laboratory fee, special student fee, transportation access fee, and other required fees. This office does not bill for off-campus housing; however, we are now able to bill for food service and books.

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This is a notice to cancel or change your Florida Prepaid College billing for one semester, and must be submitted no later than the fifth (5) day of each semester.

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For students requesting a CADIVI (Comisión de Administración de Divisas - Commission for the Administration of Currency Exchange) Letter.

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Request to delete a Garnet & Gold donation. This is a voluntary donation that you pledged to pay upon registering for classes. Having the charge deleted will have no negative effects for you whatsoever, the donation is entirely voluntary and your decision to have the charge deleted can be made at any time.

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Cancel and/ or request a check for disbursement by Student Business Services.

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Appeal form used to waive the late payment fee associated with failing to pay the tuition/ fees by the fee payment deadline. May only be waived in cases of University error or extraordinary circumstances.

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Appeal Form used to waive the late registration fee associated with registering for classes past the accepted deadline. May only be waived in cases of University error or extraordinary circumstances.

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Used to obtain approval for disbursement of Parent PLUS loan at scheduled disbursement dates via EFT (Electronic Fund Transfer), or check via mail to student.

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Document detailing Parent PLUS Title IV agreement and authorization for Florida State University to apply to any allowable charges. For more information contact Student Business Services directly.

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Application for waiver to be used for but not limited to Homelessness, Independent Living, Intern Participation Certificate, Line of Duty, Military Honor, Non-Resident, Wrongfully Incarcerated, etc. Student Business will work with State Agencies to waive tuition and fees only. Must be received prior to the fee payment deadline to avoid the Late Payment Fee.

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Affidavit to be used for those with a Homeless Status applying for Tuition-Fee exemption. Per the FL Board of Governors Regulation 7.008-11, "who lacks a fixed, regular, and adequate nighttime residence, excluding university housing, or whose primary nighttime residence is a public or private shelter designed to provide temporary residence for individuals intended to be institutionalized, or a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings."

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Used to deduct equal installments from your bi-weekly paycheck throught December 11. Deductions will occur on the specified dates in the form. Return this completed form to Student Business Services by fax, email, or in person by Thursday, August 27.

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Cashiering

The Revenue Deposit Form (Cash/ Check) is submitted to the Office of Student Business Services for departments who need to deposit revenue into their budget using the University Cashiering System. Revenue deposit forms are submitted to the Cashier's Section in the Office of Student Business Services with payment and all forms must be completed prior to depositing with the tellers.

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The Revenue Deposit Form (ACH/Wire/Credit Card) is used to make departmental deposits using electronic means. This form closely mirrors the use of the Revenue Deposit Form (Cash/ Check) which is used to deposit cash and checks. Departments which use credit card terminals may submit their batch deposit information using this form.

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The Expense Refund Form is submitted to the Office of Student Business Services for departmental deposits that are from an expense, travel or payroll reimbursement for a service or product. Expense refund forms are submitted with payment to the Cashier Department in the Office of Student Business Services. Departments will need to complete all information on the form prior to depositing.

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The Notice of Expected Electronic Transmission form is used to notify Student Business Services that an outside entity will be sending at least one (1) EFT or Wire to one of our accounts. By notifying our office, you are speeding up the time that it takes us to research and identify your payment.

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The purpose of the form is for departments to refund vendors or individuals for non-tuition payments received. Please allow up to three (3) days for refund processing.

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Instructions for requesting access to Student Business data screens.

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The Departmental Billing Form for Student Fee Pay Authorization is submitted to the Office of Student Business Services by departments who are using funds from an auxiliary or grant budget to pay for student tuition. Each department using a grant budget must receive budget approval from Sponsored Research Accounting Services in order for the billing to be processed.

This form is due to the Office of Student Business Services by no later than the third day of each semester. Departments must advise students who are receiving departmental billings that they should report these billings on their Financial Aid Student Toolkit, as these payments may have an affect their financial aid award. Departmental billing forms will not be accepted for prior term charges, accounts with cancelled schedules, or for monies drawn from an E & G fund.

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The OMNI Revenue Correction/ Transfer Form allows transfers from budget to budget. Complete this form if you would like to move money from one account to another.

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The Stop Payment Request Form is a means by which departments may request that a "stop-payment" be placed on a check. By placing a stop payment on a check, a department is requesting that we prevent the check from being deposited or cashed, effectively "cancelling" the check. Stop Payments will be processed after a mailed check has been missing for fourteen (14) days.

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Accounts Receivable

The Accounts Receivable Charge Input Request form is to be used by University departments who wish to add a charge, or series of charges, for a student or vendor to the University accounts receivable system.

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The Charge Adjustment form is used to request a charge amount to be adjusted or removed on the University accounts receivable system.

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Payment Card

For departments who wish to accept payment cards (debit, credit, and/or FSU cards) as a form of payment from their clients/customers for services, merchandise, or other business related items or for departments that would like to change the way that payment cards are currently processed. Note: Your department must first be a Cash Collection Point (see Step 2, Question #5).

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Used to assist departments in determining a realistic estimate of the costs associated with processing payment cards. Actual costs may differ.

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Used to notify the Controller's Office with any changes of personnel who process and/or store sensitive cardholder data for FSU Merchants. This includes any new hires or personnel who have just been assigned payment card processing and/or settlement duties or employees that have left their position as a payment card processor including supervisors.

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Used to notify Controller's Office of merchants/departments who will no longer process payment cards.

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To comply with PCI DSS, https://www.pcisecuritystandards.org/security_standards/pci_dss.shtml regulations and FSU policies toward payment cardholder information security and to centralize information for FSU compliance requirements.

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Student Business
1500A University Center,
Tallahassee, FL 32306
Email IconStudentBusiness@fsu.edu
Phone Icon (850) 644.9452
Fax Icon (850) 644.5142
 
Cashier Hours Icon Cashier Hours
Monday - Friday: 8:30am - 4:30pm (EST)
Office Hours Icon Main Office Hours
Monday - Friday: 8:00am - 5:00pm (EST)
Travel

Used by a Florida State Employees to complete a contract for air carrier use.

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For Travelers looking to be reimbursed for less travel expenses than entitled to Per Florida Statute FS 112.061.

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Used by FSU Departments and Employees traveling in groups

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This form is used to set up a new travel profile for individuals not currently employed by Florida State University.

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This form is used to request your department's preferences fo approval access and usage of the OMNI Travel and Expense Module.

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If an employee will be traveling for a period of time over thirty (30) continuous workdays this form should be completed, signed by the appropriate personnel and submitted with the Travel Authorization Request to the Travel Office prior to departure.

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Use the following form to record and date distance and locations traveled while on University business.

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This form is to be used for a purchaser seeking after the fact reimbursement for purchases made. Supporting documents and justification will need to be provided prior to reimbursement.

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Travel Card

Used by FSU employees to obtain a Travel Card. In order to be assigned a Travel Card applicant must take the required Travel Card Training and understand the rules and requirements of the Travel Card Program. A department must have an assigned Travel Representative and Travel Approver.

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This form should be used in the event that an employee no longer needs the ability to perform travel transactions. Employer is advised to destroy the travel card after completing this form as soon as it is no longer needed.

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This form should only be used in the case of disputing a charge with Bank of America in regards to unauthorized/ fraudulent charges, or clerical errors. Attempts should be made to settle a claim with the merchant directly. Please consult with the Travel Department as necessary.

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Travel Services
Florida State University
5607A University Center
Tallahassee, FL 32306-2394
Email Icon  Travel@fsu.edu
Phone Icon   (850) 644-5021
Fax icon  (850) 644-8137
Office Hours Icon   Monday - Friday: 8 am - 5 pm (EST)
General Accounting

Departmental Online Journal Entries (DOLs) are used primarily to adjust the ledger for already recorded transactions. This provides flexibility for University departments to authorize various interdepartmental transactions unique to the University and make corrections to the General Ledger as necessary. It is preferred that these forms be routed and ultimately submitted to General Accounting electronically. Completed and properly authorized forms can be forwarded to GeneralAccounting@admin.fsu.edu.

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Addendum

Interdepartmental Requisitions are journal entries used to record the sale of goods and/or services between two FSU departments. This form is used by the buying department to requisition goods or services from FSU's interdepartmental activities and to provide the necessary information to record revenue to a selling department and expense to a buying department. The buying department fills out all appropriate fields pertaining to the purchase of the goods or services including the quantity, description and unit price of the goods or services being requested.

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Upon reconciling appropriate General Ledger reports and supporting documentation, initial the corresponding Department ID and Fund Code to certify that the transactions have been reviewed for accuracy and that any discrepancies have been listed on the Ledger Reconciliation Correction Form.

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Upon reconciling appropriate General Ledger reports and supporting documentation, initial the corresponding Department ID and Fund Code to certify that the transactions have been reviewed for accuracy and that any discrepancies have been listed on this form.

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Used primarily to request additional Chartfields from General Accounting. Please fill out this form and email requests to General Accounting  GeneralAccounting@admin.fsu.edu.

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General Accounting
Florida State University
6300A University Center
Tallahassee FL 32306-2394
   Monday - Friday: 8am - 5pm (EST)
Asset Management/ Surplus Property

When University property (capital and expendable) becomes obsolete, uneconomical, inefficient, or no longer serves a useful function, the department should request the property be classified as surplus. Property which is unsafe for further use should not be classified as surplus, but may be disposed of via recycling/scrap using the Accountability Release Form.

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Addendum

Attractive Items are identified as those items costing less than $5,000 but valuable or important enough to the department to warrant tracking. Monitoring and control of those items will be the sole responsibility of the requesting department.

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Property may be removed from campus locations only if it is required by a contract or grant, or if the use of the property in the off-campus location will further the goals of the University. Campus locations are buildings and areas owned or leased by the University. The removal of tagged property from campus locations must be authorized in writing utilizing the Equipment Use Request Form prior to removal.

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FSU policy OP-D-2-F I requires that all capital assets be physically inventoried annually. The Inventory Taker should verify each item in the beginning inventory detail provided by Property Services and confirm the assets' attributes in OMNI, including FSU Tag Number, Description, Location and Serial Number, are accurate. As many items as possible should be electronically scanned. Items that have been physically located and verified but which cannot be scanned electronically must be listed in the spaces provided on the form and/or on the Inventory Certification Addendum.

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Addendum

When University property (capital or expendable) is stolen, lost or maliciously destroyed, the FSU Police Department must be notified immediately. The Inventory Shortage Report should be supplied to FSU PD upon completion. In addition the department Property Manager must approve the Accountability Release Form and submit it to Accounting & Property Services along with a copy of the police report.

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The following form should be filled and submitted to Property Services to arrange the scheduling of transport for items. If the property is being transported to another department. Please fill out required fields and submit prior to transfer. For large transfers please include addendum with all submissions.

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Addendum

University policy OP-D-2-F B requires each Department to designate individuals for the Property Manager, Property Custodian and Inventory Taker roles. In general, in order to maintain adequate internal controls, these roles should be assigned to different individuals. For multiple departments, list a range of departments or list them out separately if they are not in sequence.

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All buildings/rooms/equipment must have an FSU scanning barcode. If, for any reason, they do not, use this form to
request a Duplicate Property Decal. Once you receive your duplicated decal, affix it immediately to the asset in question.

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Asset Management
Florida State University
6300A University Center
Tallahassee, FL 32306-2394

  CTL-PropertyServices@fsu.edu

  CTL-AssetManagement@fsu.edu
   (850) 644-9756

  Monday - Friday: 8 am - 5 pm (EST)

Accounts Payable

Refer to this list for an overview of all Allowable Unencumbered Disbursements.

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This form is to be completed by the membership organization, signed, and returned to Accounts Payable.

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The purpose of the form is for departments to refund vendors or individuals for non-tuition payments received. Please allow up to three days for refund processing.

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Employee Advances are authorized for the following uses:  Change funds for cashier functions, small petty cash funds required for on-campus operations, temporary advances for off-campus operations, Operating funds for overseas study centers, temporary advances for research studies.

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This form is to record your department’s preferences for approval access and usage of the OMNI electronic Payment Request
Form (ePRF) process. Please request the FSU_AP_PRF_APPROVER role in OMNI before submitting this form.

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You are encouraged to use a P-Card for this expenditure if allowable under the University P-Card Regulations. To find out if your expenditure is allowable please view the P-Card Manual found here.

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This form should only be used when requesting payment to a vendor located outside of the United States. Domestic wire requests will be
considered on a case by case basis.

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Disbursement Services will review all reimbursement justifications on a case by case basis, and will have the option to disapprove any request
that was not determined to be an emergency, did not occur while in travel status or when other means of acquisition could have been
obtained. This form must be faxed into RightFax at (850) 645-9501, or via Email with the supporting documents for the reimbursement request.

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Please complete, sign, and return to Accounts Payable

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To start, change or stop direct deposit for vendor payments received from Florida State University. This benefit is not available for vendor payments issued via Maximus/Facilities interface. Vendors may deposit to only one account. Please fill in all fields, with the exception of the OMNI Vendor #.

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Please refer to the IRS instructions and forms for foreign businesses found here and submit the correct IRS information. After completion of the required form, send the original, signed document to Payables and Disbursement Services. If you have any questions or concerns when dealing with foreign vendors please contact accounts payable.

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The request for your SSN or other Taxpayer Identification Number by FSU Finance and Administration is mandated by 26 U.S.C. 6041 and related IRS regulations. If you have questions about the collection and use of Social Security Numbers at FSU, please visit: http://policies.vpfa.fsu.edu/bmanual/safeguard.html. If the following form is not complete with accurate information, your payments may be subject to 28% federal income tax backup withholding.

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Accounts Payable
Florida State University
5607A University Center
Tallahassee, FL 32306-2391

  AccountsPayable@fsu.edu
   (850) 644-5021
  (850) 644-8137
  Monday - Friday: 8 am - 5 pm (EST)

Financial Reporting

Includes checks, money orders and cash in possession of the department on June 30th that were not deposited until July.  Excludes deposits in transit representing credit card transactions and any cash from the revolving fund. Please complete a form for each department for which you are responsible that contained Cash on Hand NOT recorded in OMNI at June 30th. 

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Includes amounts owed by external (non-FSU) entities for goods and services. Excludes amounts due from one University department to another, which should be reported on form FR-04 Year-End Amounts Due from University Departments. Amounts due from direct support organizations (DSOs) such as the Foundation, Research Foundation, Boosters, the Alumni Association, or Ringling should be included but reported separately on the second tab of this form (FR-02b - Year-End Accounts Receivable From Direct Support Organizations).

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Inventory Purchased for Resale - Includes goods held for resale rather than for use in operations. Please complete a form for each department for which you are responsible that contained inventory purchased for resale.

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Please provide a detailed listing of any improvements made and paid for by each department for which you are responsible during the fiscal year, EXCLUDING those improvements coordinated through FSU Facilities and any improvements that are not expected to cost at least $100,000.          

SUMMARIZE TOTALS BY JOB. If additional space is needed please utilize the tabs provided. This information will be used to update the University's Investment in Plant accounting records and will be reflected in the University's year-end financial reports.

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Library Resources - Books and other reference materials, such as journals, periodicals, audio/visual media, computer-based information, manuscripts, maps, documents and similar items. The capitalization threshold established by FSU policy for library resources is $250.

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Amounts Due from Other University Departments - Includes amounts owed to your department by other University departments. Excludes amounts due from direct support organizations (DSOs) such as the Foundation, Research Foundation, Boosters, the Alumni Association, or Ringling. These amounts should be reported separately on form FR-02b Year-End Accounts Receivable From Direct Support Organizations, which can be found on the second page of form FR-02.

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Financial  Reporting
Florida State University
2200A University Center
Tallahassee, FL 32306-2394

   (850) 644-9474
  (850) 644-1822

   Monday - Friday: 8:00 am - 5:00 pm (EST)
Payroll

Please complete, and return to Payroll.

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To start, change or stop direct deposit for all the following payments received from Florida State University: Payroll, Employee Travel Reimbursements, Nonresident alien non-qualified scholarships, Nonresident alien honorarium payments.

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Internal Revenue Service regulations indicate that travel and entertainment expenses incurred by an employee's family member or unrelated person, which lack a substantial business purpose, are taxable income to the employee if paid or reimbursed by the employer. The purpose of this form is to collect information about these transactions.

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This form is used to authorize individuals to pick up pay warrants for the departments specified on the form.

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The Retroactive Distribution of Funding (RDF) Form must be used to make any correction or change to the funding source of an individual employee for a prior pay period. The RDF Form may not be used for any retroactive changes in compensation, employment period, full-time equivalency, position, or status.

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Please complete, and return to Payroll.

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Payroll Services
Florida State University
5607A University Center
Tallahassee, FL 32306-2394

  Payroll@fsu.edu
   (850) 644-3813
  (850) 644-9403

  Monday - Friday: 8:00 am - 5:00 pm (EST)
Tax Administration

This certificate provides exemption from Florida Sales Tax for purchases made on behalf of the organization. All vendors and suppliers must be provided a copy of this certificate prior to making tax-exempt purchases.

Exemption Certificate FY 2014-2019

Exemption Certificate FY 2009-2014

Exemption Certificate FY 2004-2009

IRS tax exempt determination letter of confirmation.

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IRS taxpayer ID Number letter of confirmation.

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W-9 taxpayer ID Number & Certification Form.

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Tax Administration
Florida State University
2200A University Center
Tallahassee, FL 32306-2394

   (850) 644-5482
  (850) 644-1822
  Monday - Friday, 8 am - 5 pm (EST)

Treasury Management

Please note that a cash collection point is the actual physical location that cash is collected. Therefore, one department could have multiple cash collection points and, conversely, one cash collection point might collect cash for several different departments. If your department maintains multiple cash collection points, each one must be authorized separately.

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Please fill out to completion, and return to Treasury Management.

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Form used to confirm receipt of the indicated Cash Management policies and procedures. Complete and return to Treasury Management.

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Treasury Management
Florida State University
6300A University Center
Tallahassee, FL 32306-2394

   (850) 644-1823
  (850) 644-6201
  Monday - Friday: 8 am - 5 pm (EST)