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Controller's Office

Forms

 

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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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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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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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

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

Addendum Upload

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

This form is required in order for the department to be released from accountability when disposing of ALL capital items (with a cost of at least $5,000) and for ALL items, regardless of cost, that have residual value (even if in a non-working condition), as determined by the Property Manager.  Additionally, it is required when departments are disposing of ANY device containing a hard drive and ALL vehicles.

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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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This form is required to account for the transfer of capital property items (cost of at least $5,000) and ALL vehicles. Transfers of all other property items can be approved and coordinated by departmental Property Managers and DO NOT need to run through Accounting & Property Services. For "transfers" of property to Surplus, please complete the Accountability Release Form.

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Addendum

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, and it should also contain an acknowledging signature from the departments Dean or Departmental head. 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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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 university rooms and tangible personal property items with a cost of at least $5,000 (capital property) must have an FSU property decal (tag). If for any reason they do not, or if the existing tag can no longer be scanned, use this form to request a new decal. Once you receive your tag, affix it immediately to the asset in question.

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This completed form along with the additional information described therein should be delivered in person to Accounting & Property Services whenever a department is acquiring a new vehicle.

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

  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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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.  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/policies-and-procedures/records-information/policy-safeguarding-confidential-financial-and-personal-information. 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)

Internal Procurement

See form instructions on how fill out the Internal Change Order Form. For Internal Vendors, please send your Change Order Form to CTL-AuxiliaryAccounting@fsu.edu (If your vendor starts with "AUX", it is an internal vendor). For external vendors, submit your change order request through SpearMart.

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Forms for Billing Auxiliaries

Please see form instructions on how to fill out the Auxiliary Customer Add/Update Form.

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Auxiliary Accounting
Florida State University
6300A University Center
Tallahassee FL 32306-2394
   (850) 644-1824
   Monday - Friday: 8am - 5pm (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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The Payroll Foreign Wire Request Form.

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The Payroll NRA Payment Request Form.

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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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Please complete, and return to Payroll.

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The Estimated Deduction Calculator is a tool to assist in calculating the deduction amounts so the employee receives approximately equal net payments for twenty-four pay periods. The tool is only a guide in determining the amounts to be deducted.  Please see the Twelve Month Payment Option Form for the current Academic Year upon utilizing this tool.  Please see the Twelve Month Payment Job Aid for more details about using this document.  The open enrollment period for 2017-2018 is now open.

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The Twelve Month Payment Option plan is used by employees to receive an approximation of net payments for twenty four pay periods. The periods are outlined in the following form.  Please see the Twelve Month Payment Job Aid for more details about using this document.  The open enrollment period for 2017-2018 is now open.

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Payroll Services
Florida State University
5600A 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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This Form is the means by which Departments request a "stop-payment" on a vendor or travel expense related payment.  To place a stop on a payment originating in Student Business Services, please use the Stop Payment form found in the Student Business forms section of this page.

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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)