Controller's Office Forms
Accounting and Reporting Forms
GENERAL ACCOUNTING
| Form Name | Description | Link |
|---|---|---|
| Departmental Online Journal Entry Form & Addendum (Electronic Signature Required) | 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. | |
| Interdepartmental Requisition and Journal Entry (Electronic Signature Required) | 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. | |
| Chartfield Request Form | Used primarily to request additional Chartfields from General Accounting. Please fill out this form and email requests to General Accounting GeneralAccounting@admin.fsu.edu. | Form |
FINANCIAL REPORTING
| Form Name | Description | Link |
|---|---|---|
| Year-End Cash on Hand Form | 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. | |
| Year-End Accounts Receivable Form | 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). | Form |
| Year-End Inventory Purchased for a Resale Form | 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. | Form |
| Year-End Library Expenditures Form | 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. | Form |
| Year-End Unearned Revenue Form | 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. | Form |
Accounts Payable Forms
| Form Name | Description | Link |
|---|---|---|
| Allowable Encumbered Disbursements Form | Refer to this list for an overview of all Allowable Unencumbered Disbursements. | Form |
| Certification of Payment with Public Funds Form | This form is to be completed by the membership organization, signed, and returned to Accounts Payable. | Form |
| Departmental Refund Request Form | 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. | Form |
| Employee Cash Advance Custodian Setup Form | 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. | Form |
| Temporary Employee Cash Advance Form | This form is for temporary employees to receive a cash advance. | Form |
| Permanent Employee Cash Advance Form | This form is for permanent employees to receive a cash advance. | Form |
| Employee Cash Advance Human Study Log | Log to track human subject advances. | Form |
| ePRF Approver Authorization Form | 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. | Form |
| Honorarium Certification Statement Form | 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. | Form |
| Payment Request Form | 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. | Form |
| Payment Request Form - Foreign Vendor | 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. | Form |
| Peer Review Research Board - Committee Member Certification | When paying a research board or committee member, department representatives should fill out this form and attach it to the ePRF. See form instructions on page 1 for more detail. | Form |
| Supplier Setup and Changes | 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. | --- |
| Taxable Prizes and Gifts to Non-FSU Recipient Form | Form is used by departments to report taxable gifts and prizes to recipients who are not FSU students or staff. | Form |
| University Membership Justification Form | This form should be used to justify membership in an organization. Please complete, sign, and return to Accounts Payable. | Form |
Asset Management Forms
| Form Name | Description | Link |
|---|---|---|
| Capital Property Accountability Release Form and Addendum (Electronic Signature Required) |
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. |
|
| Attractive Item Additions Form (Electronic Signature Required) | 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. | Form |
| Capital Property Change Form and Addendum (Electronic Signature Required) | 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. | |
| Off-Site Capital Equipment Use Form | 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 | Form |
| Inventory Completion Certification Form & Addendum (Electronic Signature Required) | 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. | |
| Inventory Shortage Report Form (Electronic Signature Required) | 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. | Form |
| Property Management Role Designation Form (Electronic Signature Required) | 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. | Form |
| Property Decal Request Form (Electronic Signature Required) | 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. | Form |
| Vehicle Acquisition Form | Fleet Management now processes all vehicle acquisitions. Please click the link to access their form for vehicle acquisitions. | Link |
Auxiliary Services Forms
FORMS FOR BUYING DEPARTMENTS
| Form Name | Description | Link |
|---|---|---|
| Internal Change Order Form |
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). |
FORMS FOR SELLING AUXILIARIES
| Form Name | Description | Link |
|---|---|---|
| Customer Add/Update Form | 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. | |
| Custom Billing Reconciliation Template | 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. | Form |
| Custom Billing Upload Template | This workbook is a template for selling auxiliaries utilizing OMNI Auxiliary AR/Billing to use to generate their billable data. | |
| Custom Billing Upload Template for OBS Only | This workbook is a template for selling auxiliaries utilizing OMNI Auxiliary AR/Billing to use to generate their billable data. | Form |
| Pending Charge Template | This workbook is a template for selling auxiliaries to submit their pending charges to the Controller's Office Auxiliary Services team, who will research the issue and correspond with the customer on your behalf. |
Cash Management and Banking Forms
| Form Name | Description | Link |
|---|---|---|
| Stop Payment Request Form |
This form is how Departments request a "stop-payment" on a vendor or travel expense-related payment. To place a stop on a payment originating in the Office of Student Finance, please use the Stop Payment Form found in the Office of Student Finance forms. |
Deposit Accounting Forms
| Form Name | Description | Link |
|---|---|---|
| Departmental Deposit Form | 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. | |
| Incoming EFT Payments Form | 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. | Form |
| Transact Refund Form | Use this form to request a refund for a customer who paid through a Transact eMarket. | Form |
| Transact Chargeback Withdrawal Form | Use this form when a cardholder wishes to withdraw a credit card dispute initiated through Transact. | Form |
| Payroll Reimbursement Form | Use this form to notify the Controller’s Office of incoming employee payroll reimbursement payments. | Form |
Merchant Services Forms
| Form Name | Description | Link |
|---|---|---|
| Payment Card Cost Worksheet | Use this form to estimate the costs associated with processing payment cards. | |
| Merchant Employee Change | Use this form to notify FSU of any changes in personnel who process and/or store sensitive cardholder data for FSU merchants. | Form |
| Application for Payment Card Merchants | Use this form to estimate the costs associated with processing payment cards. |
Payroll Forms
| Form Name | Description | Link |
|---|---|---|
| Club Usage Log Form | This form should be used to log the usage of membership in a club. Please complete, and return to Payroll. | |
| Direct Deposit Authorization Form | 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. | Form |
| Guest Travel | 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. | |
| Payroll Foreign Wire Request | This form should only be used when requesting payment to a payee with a foreign bank. | Form |
| Payroll NRA Payment Request Form | This form should be used when requesting payment for a non-resident alien. | |
| Paycheck Pickup Authorization Form | This form is used to authorize individuals to pick up pay warrants for the departments specified on the form. | Form |
| Taxable Fringe Benefits Form | This form should be used when requesting taxable fringe benefits. Please complete and return to Payroll. | |
| Training Grant Payment Form | This form is used for Training Grant payments to be paid bi-weekly via Payroll Services. Please submit completed form along with a completed Direct Deposit Form via SF case. | |
| Twelve-Month Payment Option Form (Login Required) | 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. Note: The enrollment period for the 2024-2025 Twelve-Month Payment Option Form is now closed. | Form |
Tax Administration Forms
| Form Name | Description | Link | |
|---|---|---|---|
| Cash Collection Point Application Form | 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. | ||
| Cash Management Employee Policy & Procedure Acknowledgment Form | Form used to confirm receipt of the indicated Cash Management policies and procedures. Complete and return to Treasury Management. | ||
| Internal Control Questionnaire | Form used for departmental cash handling internal controls. | ||
| Certification of Exemption from Florida Sales Tax | 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. | ||
| Unrelated Business Income Survey Form | Please fill out to completion, and return to Tax Administration. | ||
| Taxpayer ID Number Letter of Confirmation | IRS taxpayer ID Number letter of confirmation. | ||
| W-9 Taxpayer ID Number & Certification Form | W-9 taxpayer ID Number & Certification Form. | ||
| Departmental Student Payments Form | Use this form to authorize the transfer of funds to pay for a student's tuition and fee account. Funds may not be E&G based.(Download to desktop before filling out). |
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| Resale Certificates | Resale Certificate for 2024. |
Travel Forms
Travel
| Form Name | Description | Link |
|---|---|---|
| Contract Air Carrier Worksheet | This form is used by Florida State Employees to complete a contract for air carrier use. | |
| Department Documentation - Less Than Entitled to Form | This form is for travelers looking to be reimbursed for less travel expenses than entitled to per Florida Statute FS 112.061. | |
| Group Travel Roster Form | This form is used by FSU departments and employees traveling in groups. | |
| Guest Traveler Profile Form | 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. | |
| Mileage Log | Use the following form to record and date distance and locations traveled while on university business. | |
| Approver Delegate | Use the following form for departmental documentation of Concur Approval Delegates. | |
| Departmental Deposit Form | 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). |
Travel Card
| Form Name | Description | Link |
|---|---|---|
| Travel Card Application Form | This form is 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. | |
| Travel Card Cancellation Form | 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. | |
| Wells Fargo Dispute Form | This form should be used if an employee no longer needs the ability to perform travel transactions. The employer is advised to destroy the travel card after completing this form as soon as it is no longer needed. | |
| Certification of Exemption from Florida Sales Tax | 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. |
