Forms

Accounting

2020 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016

Check the instructions for each form to determine the appropriate method for submittal.

Name/Description Help Contacts Format* Revision Date/Instructions
ChartField Value Request Form
See Security Access Form below.

ChartfieldRequest @ osu.edu

(614) 688-3218

Excel August 2014

File to be downloaded, completed, and returned via email to ChartfieldRequest @ osu.edu
Request for Exception to Expenditure Dollar Limits

ewing.6 @ osu.edu

(614) 688-3113

PDF July 2000

Form to be printed, completed and maintained in departmental expenditure files.
Conflict of Interest Disclosure

lister.5 @ osu.edu

(614) 247-1541

Word April 2011

Form to be printed, completed and maintained by Dean or VP offices on an annual basis.

* To view and print forms in PDF format, you must download and install, at no charge, the Adobe Acrobat Reader.


Accounts Payable

2010 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016

Check the instructions for each form to determine the appropriate method for submittal.

Name/Description Help Contacts Format* Revision Date/Instructions
ACH Vendor Setup Request
Form to request Accounts Payable to setup a vendor that will receive ACH Payment.

APHelpDesk @ osu.edu

(614) 292-6831

PDF June 2006
Compliance Form for Payments to B or W Visa Holders

APHelpDesk @ osu.edu

(614) 292-6831

PDF May 2010

Form to be printed, completed, attached to an OSU Request for Payment and forwarded to Accounts Payable.
Documentation Form for Non-Employee Work Arrangements APHelpDesk @ osu.edu

(614) 292-6831
Word January 2000

Form to be maintained by Departments.
IRS Form 8233
AP will only accept Form 8233 if it has been completed through the Glacier System. See Non Resident Alien FAQ's.

APHelpDesk @ osu.edu

(614) 292-6831

  Tax Summary Report and Form 8233, once completed in Glacier, needs to be signed and mailed to the address in the Glacier instructions.
Foreign Draft Request

APHelpDesk @ osu.edu

(614) 292-6831

PDF July 2007

Form to be printed, completed and forwarded to Accounts Payable.
Non-Resident Alien Payment Request

APHelpDesk @ osu.edu

(614) 292-6831

PDF April 2012

Form to be printed, completed and forwarded to Accounts Payable.
OSU AP Payment Compliance Form (Substitute W-9 Form)

APHelpDesk @ osu.edu

(614) 292-6831

PDF December 2012

Form must be completed in full by the vendor and submitted by fax to the appropriate business area (individual vendors to Accounts Payable; suppliers to the Purchasing Department).
Payment Request Form
Forms used to initiate a payment.

APHelpDesk @ osu.edu

(614) 292-6831

MS Word

PDF
February 2011

Form to be filled completely, printed, and returned to Accounts Payable.
Request for Stop Payment
Form to request Accounts Payable to place a stop pay on a check that has been cut
and is no longer to be presented for payment.

APHelpDesk @ osu.edu

(614) 292-6831

PDF June 2006
Electronic Funds Transfer Request
(Internal use only)
Payment request form to be filled out for ACH and WIRE payments.

APHelpDesk @ osu.edu

(614) 292-6831

PDF April 2012
Vendor Electronic Funds Transfer Form

apnotify @ osu.edu

(614) 292-6831

PDF July 2014

* To view and print forms in PDF format, you must download and install, at no charge, the Adobe Acrobat Reader.


Asset Management

2070 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016

Check the instructions for each form to determine the appropriate method for submittal.

Name/Description Help Contacts Format* Revision Date/Instructions
AM0001 Application for Asset Retirement Form

willis-berry.1 @ osu.edu

(614) 688-4788

PDF Jan 2010

Form to be completed, printed, and submitted to Asset Management.
AM0002 Additional Item Form

willis-berry.1 @ osu.edu

(614) 688-4788

PDF Jan 2010

Form to be completed, printed, and submitted to Asset Management.
AM0003 Equipment Interdepartmental Transfer Form

willis-berry.1 @ osu.edu

(614) 688-4788

PDF Jan 2010

Form to be completed, printed, and submitted to Asset Management.
AM0004 Agreement For Assignment of University Equipment
(Permission to Use Equipment Off-Campus Form)

willis-berry.1 @ osu.edu

(614) 688-4788

PDF Jan 2010

Form to be completed, printed and kept on file within the organization or department.
AM0005 Permanent Transfer/Sale of OSU Property Form

willis-berry.1 @ osu.edu

(614) 688-4788

PDF Jan 2010

Form to be completed, printed, and submitted to Asset Management.

* To view and print forms in PDF format, you must download and install, at no charge, the Adobe Acrobat Reader.


Endowment

2034 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016

Check the instructions for each form to determine the appropriate method for submittal.

Endowment Transfer Form
Name/Description Help Contacts Format* Revision Date/Instructions
Endowment Transfer Form

smith.8654 @ osu.edu

Ph: (614) 688-4201

PDF Apr 2014

Complete form including appropriate approvals. Submit to Endowment Administration via interoffice mail or attached to an email. See "Send to" instructions at the bottom of the form.

* To view and print forms in PDF format, you must download and install, at no charge, the Adobe Acrobat Reader.


Expediting

2008 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016

Check the instructions for each form to determine the appropriate method for submittal.

Name/Description Help Contacts Format* Revision Date/Instructions
PO Closure Request Form
Form is required to request PO Closure through Expediting.

POClosure @ osu.edu

Ph: (614) 292-9290

Link Enter requestor information and full PO numbers in open fields (maximum 14 per submittal).

* To view and print forms in PDF format, you must download and install, at no charge, the Adobe Acrobat Reader.


Payroll Services

2050 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016

Check the instructions for each form to determine the appropriate method for submittal.

Name/Description Help Contacts Format* Revision Date/Instructions
Change of Personal Information
Change of Record
For corrections or changes to Social Security Number, Name, or Date of Birth

taxoffice @ osu.edu

Ph: (614) 292-2311

PDF February 2010

Form to be printed, completed and submitted to Payroll Services
Direct Deposit/Payroll Card
Enroll for Direct Deposit Online
For direct deposit of student financial aid, contact Fees and Deposits.

taxoffice @ osu.edu

Ph: (614) 292-2311

Online March 2013

Access Employee Self Service Direct Deposit

Additional instructions can be found here.
Chase Payroll Card Application

taxoffice @ osu.edu

Ph: (614) 292-2311

PDF February 2010

Form to be printed, completed and submitted to Payroll Services
HR System Adjustments
Request for Retroactive Change in Job Data
Link redirects to the Offices of Human Resources website

payrolloffice @ osu.edu

Ph: (614) 292-2311

Online February 2010

Form to be submitted to Payroll Services online
Request for Off-Cycle Check
Link redirects to the Office of Human Resources website

payrolloffice @ osu.edu

Ph: (614) 292-2311

Online February 2010

Form to be submitted to Payroll Services online
Exception User Request

payrolloffice @ osu.edu

Ph: (614) 292-2311

PDF February 2010

Form to be printed, completed and submitted to Payroll Services
Payroll Processing
Timesheet
(departments may have their own versions of this form)

payrolloffice @ osu.edu

Ph: (614) 292-2311

PDF February 2010

Follow department guidelines for Timesheet submission
Application for Duplicate Payroll Check

BF-CTL-PR-Accounting @ osu.edu

Ph: (614) 292-2311

PDF February 2010

Form to be printed, completed and submitted to Payroll Services
Part-Time Exempt Employee Time Record

payrolloffice @ osu.edu

Ph: (614) 292-2311

PDF February 2010

Follow department guidelines for submission
Internal Supplemental Compensation Approval Form

payrolloffice @ osu.edu

Ph: (614) 292-2311

PDF July 2014

Return form to home employing unit or gather approvals electronically through HRA.
Relocation Check Request Form

BF-CTL-PR-Accounting @ osu.edu

Ph: (614) 292-2311

PDF February 2010

Form to be printed, completed and submitted to Payroll Services
Relocation Request Form

BF-CTL-PR-Accounting @ osu.edu

Ph: (614) 292-2311

PDF January 2014

Form to be printed, completed and submitted to Payroll Services
Payroll Processing Biweekly Checklist

payrolloffice @ osu.edu

Ph: (614) 292-2311

Online July 2014

Form to be printed, signed and retained with the required reports (reports can be electronically retained as PDFs).
Payroll Processing Monthly Checklist

payrolloffice @ osu.edu

Ph: (614) 292-2311

Online July 2014

Form to be printed, signed and retained with the required reports (reports can be electronically retained as PDFs).
Taxes and Deductions
Form W-4
Employee's Withholding Allowance Certificate

taxoffice @ osu.edu

Ph: (614) 292-2311

Online March 2013

Access Employee Self Service W-4 Tax Data
Form IT 4 NR
Employee Statement of Reciprocity for residents of IN, KY, MI, PA, WV

taxoffice @ osu.edu

Ph: (614) 292-2311

PDF February 2010

Form to be printed, completed and submitted to Payroll Services
Withholding Information for States Other Than Ohio

taxoffice @ osu.edu

Ph: (614) 292-2311

PDF March 2013

For employees working outside Ohio or claiming state reciprocity and are unable to update their state information on Employee Self Service.
Form 1040NR
US Income Tax Return for Nonresident Aliens with Dependents

taxoffice @ osu.edu

Ph: (614) 292-2311

PDF February 2010

Form to be printed, completed and submitted to Payroll Services
Form 1040NR-EZ
US Income Tax Return for Nonresident Aliens without Dependents

taxoffice @ osu.edu

Ph: (614) 292-2311

PDF February 2010

Form to be printed, completed and submitted to Payroll Services
Payroll Deduction of Other Fees for Graduate Associates

bursar @ osu.edu

Ph: (614) 292-0300

PDF June 2013

Form to be completed, signed, and returned to appropriate Human Resource staff member in your appointing unit.
Request for Job-Related Tuition Assistance Exclusion

BF-CTL-PR-Accounting @ osu.edu

Ph: (614) 292-2311

PDF January 2014

Form to be printed, completed and submitted to Payroll Services

Deadlines:
Spring Semester – 2/15
Summer Semester – 7/15
Fall Semester – 9/20

* To view and print forms in PDF format, you must download and install, at no charge, the Adobe Acrobat Reader.


PCard Program

2008 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016

Check the instructions for each form to determine the appropriate method for submittal.

Name/Description Help Contacts Format* Revision Date/Instructions
Application & Memorandum of Agreement
Form is required to initiate request for Service Center Card, Department Card, Individual Card and GET Card.
PCard @ osu.edu

(614) 292-9290
PDF July 2014

Submit completed Application Form and MOA by one of the following options:
  • Campus mail: 2008 Blankenship Hall | 901 Woody Hayes Drive
  • Fax: (614) 247-7121
  • Email attachment: PCard @ osu.edu
Card Pick-up Authorization Form
Form is necessary to validate card pick-up authorization.
PCard @ osu.edu

(614) 292-9290
PDF September 2013

Deliver to PCard Program Office when picking up new/replacement card.
Tracking Log
Form is required to track the whereabouts and usage of the Service Center and Department Card.
PCard @ osu.edu

(614) 292-9290
PDF September 2013

This form must be retained on file in the department's records to document Service Center and Department card tracking details.
Maintenance Form
Form is required to request changes to existing card accounts; cancellation of existing card accounts; and/or changes to Financial System Reallocator/Approver.
PCard @ osu.edu

(614) 292-9290
PDF September 2013

Submit completed maintenance form by one of the following options:
  • Campus mail: 2008 Blankenship Hall | 901 Woody Hayes Drive
  • Fax: (614) 247-7121
  • Email attachment: PCard @ osu.edu
eRequest
Form is required to document PCard purchases that are not travel related.
PCard @ osu.edu

(614) 292-9290
Link Form must be approved by appropriate fiscal authority.
eTravel
Form is required to document PCard purchases that are specifically travel related.
PCard @ osu.edu

(614) 292-9290
Link Form must be approved by appropriate fiscal authority.

* To view and print forms in PDF format, you must download and install, at no charge, the Adobe Acrobat Reader.



Tax Compliance

2020 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016

Check the instructions for each form to determine the appropriate method for submittal.

Name/Description Help Contacts Format* Revision Date/Instructions
City of Columbus Certificate of Exemption, Hotel/Motel Excise Tax

gill.414 @ osu.edu

(614) 292-7540

PDF April 2013

Form to be printed, completed and given to vendor.
Communications Excise Tax Exemption Certificate
Form to send to vendor of telecommunication services.

gill.414 @ osu.edu

(614) 292-7540

PDF September 2001

Form to be printed, completed and sent to the vendor.
IRS Form W-9

gill.414 @ osu.edu

(614) 292-7540

PDF January 2014

Form to be completed printed and sent to person requesting it.
State of Ohio Sales and Use Tax Blanket Exemption Certificate

gill.414 @ osu.edu

(614) 292-7540

PDF April 2013

Form to be completed printed and sent to the vendor.
Departmental State of Ohio Sales Tax Reporting Form

gill.414 @ osu.edu

(614) 292-7540

Excel April 2014

State of Ohio Sales Tax Reporting Form for use by Departments collecting and reporting Sales Tax. The form is due by the 15th of each month and is emailed to SalesTax@osu.edu.

* To view and print forms in PDF format, you must download and install, at no charge, the Adobe Acrobat Reader.


Travel Office

2008 Blankenship Hall
901 Woody Hayes Drive
Columbus, Ohio 43210-4016

Check the instructions for each form to determine the appropriate method for submittal.

Name/Description Help Contacts Format* Revision Date/Instructions
eTravel System Access Request Form
OCIO Security/Workflow and System
Access - refer to table and scroll down to Sequence #7 to select form. See further instructions at right to select format options.

Travel @ osu.edu

(614) 292-9290

Link Form must be approved by appropriate fiscal authority.

Note: The Access Request Form is hosted at OCIO website and is available in InfoPath format. If you experience difficulty opening the file with InfoPath, select alternate format (Word 97).
Business Leave Authorization Form
This form is an optional method to document a traveler's business leave authorization.

Travel @ osu.edu

(614) 292-9290

Link January 2012

Form to be completed and submitted on-line.
Mileage Log
Form to be used internally to document personal mileage activity and is required when requesting reimbursement.

Travel @ osu.edu

(614) 292-9290

PDF February 2011

This form should be maintained on file in the department's records for each mileage reimbursement.
Pre-Trip Worksheet
This worksheet is an optional tool that may be used to help organize a traveler's
pre-trip planning and subsequent entry into the eTravel system.

Travel @ osu.edu

(614) 292-9290

PDF February 2009

This form or other pre-trip planning documentation should be maintained on file in the department's records for each trip.
Post-Trip Worksheet
This worksheet is an optional tool that may be used to help organize a traveler's post-trip reimbursement and subsequent entry into the eTravel system.

Travel @ osu.edu

(614) 292-9290

PDF December 2009

This form or other post-trip planning documentation should be maintained on file in the department's records for each trip.
Travel Agency Feedback Form
This form provides users of the university's designated travel agencies the ability to provide feedback regarding their experiences.

Travel @ osu.edu

Ph: (614) 292-9290

Link September 2011

Form to be completed and submitted on-line. Feedback received will be reviewed with the agency by the Travel Office.

* To view and print forms in PDF format, you must download and install, at no charge, the Adobe Acrobat Reader.


Other Forms

Check the instructions for each form to determine the appropriate method for submittal.

Name/Description Help Contacts Format* Revision Date/Instructions
Request for Reimbursement for Internet Services Office of the CIO

ITPolicy @ osu.edu

Link Form to be maintained by Departments.
Financial Access Request Form
Form for use by the Financials System Security Team to provide access to a new ORG. It is required in addition to the New ChartField Value Request Form, above, when requesting a new ORG value.
OIT

8help @ osu.edu

(614) 688-help

Link  

* To view and print forms in PDF format, you must download and install, at no charge, the Adobe Acrobat Reader.



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