Forms

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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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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Unearned Revenue - Money received prior to year-end for a good or service that has yet to be provided or delivered. This includes credits that were issued that will not be used until next fiscal year.

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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 for full-time employees who need to be setup as a vendor before a cash advance request can be initiated. Please remember that graduate students and OPS employees are not allowed to be cash advance custodians. Handwritten forms cannot be accepted.

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This form is for temporary employees to receive a cash advance.

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This form is for permanent employees to receive a cash advance.

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Log to track human subject advances.

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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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When paying an honorarium recipient, department representatives should fill out this form and attach it to the ePRF. See form instructions on page 1 for more detail.

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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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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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This form should be used to justify membership in an organization. Please complete, sign, and return to Accounts Payable.

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Florida State University has partnered with PaymentWorks, a third-party onboarding platform, to establish a no-cost supplier onboarding process. If you need to invite a new supplier to connect with FSU via PaymentWorks or if an existing supplier needs to update any of their information, please visit PaymentWorks | Procurement Services (fsu.edu) for more information.

Form is used by departments to report taxable gifts and prizes to recipients that are not FSU students or staff.

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Payroll

This form should be used to log the usage of membership in a club. 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 should only be used when requesting payment to a payee with a foreign bank.

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This form should be used when requesting payment for a non-resident alien.

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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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This form should be used when requesting taxable fringe benefits. Please complete and return to Payroll.

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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.

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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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The purpose of this form is to set up a new Guest Travel Profile for individuals not currently employed by Florida State University. If a guest has traveled for FSU before and has an ID number beginning with any letter or number other than "G", you must complete this form. Only profiles that begin with the letter "G" are valid in Concur.

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

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Use the following form for departmental documentation of Concur Approval Delegates.

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Are you depositing a check(s), and is there an auxiliary invoice in OMNI for this payment? If so, you do not need to complete this form; simply submit the check(s) by delivery with remittance information included. All other deposits for revenue and expense should be processed using this form, except employee payroll/salary overpayment reimbursements (use the Payroll Reimbursement Form for this activity)

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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 Wells Fargo 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 2019-2024

Exemption Certificate FY 2014-2019

Exemption Certificate FY 2009-2014

Exemption Certificate FY 2004-2009

Forms for Buying Departments

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).

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Forms for Selling Auxiliaries

This form is used to add or update a customer in OMNI Financials. Please click on the form below to complete the information and submit the form to Auxiliary Services for processing.

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This workbook is a template for selling auxiliaries utilizing OMNI Auxiliary AR/Billing to use to reconcile their billable data back to their sales records. It should only be used by trained individuals.

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This workbook is a template for selling auxiliaries utilizing OMNI Auxiliary AR/Billing to use to generate their billable data.

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This workbook is a template for selling auxiliaries utilizing OMNI Auxiliary AR/Billing to use to generate their billable data.

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This workbook is a template for selling auxiliaries to submit their pending charges to the Controller's Office Auxiliary Accounting team, who will research the issue and correspond with the customer on your behalf.

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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). Once appropriate approvals have been granted, the department Property Manager may coordinate the physical disposal of capital items through Facilities. An approved Capital Property Accountability Release Form MUST be attached to any Facilities work order requesting the disposal of a capital item. Items under a Project must route to Sponsored Research Accounting Services. If purchasing equipment and trading in assets, attach the signed approved form to the SpearMart requisition 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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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 Capital Property 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 Asset Management 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 Asset Management 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 Asset Management whenever a department is acquiring a new vehicle.

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Tax Administration

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

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Form used for departmental cash handling internal controls.

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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 2019-2024

Exemption Certificate FY 2014-2019

Exemption Certificate FY 2009-2014

Exemption Certificate FY 2004-2009

Please fill out to completion, and return to Tax Administration.

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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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Departmental Student Payments

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Addendum

Resale Certificate for 2024

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Deposit Accounting

Use this form for non-auxiliary deposits for revenue and expense refunds. Departments depositing a payment for an auxiliary invoice in OMNI do not need to complete this form. Simply submit the cash or check(s) by delivery with remittance information included. For employee payroll/salary overpayment reimbursements, please use the Payroll Reimbursement Form.

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Addendum

Use this form to notify the Controller’s Office of incoming EFT (ACH or wire) payments and to provide the required information to record the deposit. This form can be used for a one-time payment or to establish a standing approval for recurring payments from the same customer or vendor.

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Use this form to request a refund for a customer who paid through a Transact eMarket.

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Use this form when a cardholder wishes to withdraw a credit card dispute initiated through Transact.

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Cash Management & Banking

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.

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Merchant Services

Use this form to estimate the costs associated with processing payment cards.

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Use this form to notify FSU of any changes in personnel who process and/or store sensitive cardholder data for FSU merchants.

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Use this form to apply to be an authorized payment card merchant at FSU, which will allow your department to process credit card transactions.

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Updated - 1/4/24