Online Forms & Intructions

From this page, FSU employees may open several Accounts Payable forms in Microsoft Excel spreadsheets or Adobe Acrobat. Please always open these forms from this website to ensure you are using the current version of the form. In addition, this page includes instructions for using each of the forms in Microsoft Excel and for submitting the completed forms for processing. Any questions on using the forms should be directed to the Accounts Payable Office at extension 4324 or 4325.

Travel Request, Expense and Advance Forms

Click above to open in Microsoft Excel for current Travel Request, Expense, and Advance Forms that departments are to use. Anything submitted on an old form, or any incomplete forms, will not be processed and will be returned to the department. If you do not have Microsoft Excel, use the Adobe Acrobat Form. A department or project signature is required on the Advance form for any Advances that are not Travel or Salary.

To use these forms:

  1. Double click the link to open the downloaded form in Microsoft Excel.
  2. Fill out the yellow shaded areas of the form.
  3. Save the form under a name of your choice if you want to keep an electronic copy.
  4. Print the completed form.
  5. Obtain the necessary signatures.
  6. Attach the appropriate receipts and supporting documentation.
  7. Send it to the Accounts Payable Office to the attention of Linda Burl.

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For and Against Forms

Click above to open in Microsoft Excel for For and Against Forms that departments are to use. Please always open these forms from this website to ensure you are using the current version of the form. Anything submitted on an old form, or any incomplete forms will not be processed and will be returned to the department. If you do not have excel, use the Adobe Acrobat Form. The payee must sign the form to certify that the claim is just and correct and payment has not been received.

To use these forms:

  1. Double click the link to open the downloaded form in Microsoft Excel.
  2. Fill out the yellow shaded areas of the form.
  3. Save the form under a name of your choice if you want to keep an electronic copy.
  4. Print the completed form.
  5. Obtain the necessary signatures.
  6. Attach the appropriate itemized original receipts and supporting documentation.
  7. Send it to the Accounts Payable Office.
A couple of special rules to remember when using this form
  • Fill out the nine digit social security number or the seven digit employee id without any dashes or spaces. It will automatically format.
  • Fill out the seven digit Department or Project number and the six digit account without any dashes, spaces, or any other special characters. Any forms without complete accounting information will not be processed and will be returned to the department.
  • The individual requesting reimbursement must also sign the form. If the requester is also the account manager then their supervisor must sign the form as account manager. A requester can not approve a payment to themselves.
  • Make sure all necessary signatures are obtained before sending to Accounts Payable (Manager, Budget, and/or Grant Accounting).
  • Itemized original receipts and/or other supporting documentation must be attached including the business purpose.
  • Sales tax will not be reimbursed.
  • Meal / Food Reimbursement will not be made in excess of the meal reimbursement rates set in the USM Reimbursement Policy.
  • Reimbursement for food served on campus will not be made without a written exception from the Office of Administration and Finance.
  • A list of attendees is required for all food or entertainment reimbursements.
Special note on the use of a "For and Against" Form

A "For and Against" form, with original receipts, is used to reimburse employees for emergency purchases only. All normal procurements should be made by either using a Procurement Card or a Purchase Order. Using a "For and Against" form for normal purchases causes several problems.

  1. You are paying sales tax because you are buying the merchandise as an individual. When going through the normal procurement process the University is exempt from sales tax. You will not be reimbursed for any sales taxes paid.
  2. You are bypassing the State's liability offset programs.
  3. You are bypassing the reporting of 1099 taxable income for the vendor. Instead, this gets reported to the IRS as 1099 taxable income to you as the payee if the payment was for a 1099 reportable service.
  4. You are bypassing vendor payment tracking.

You should never pay an employee or student for a service and request for reimbursement. We won't be able to reimburse you. This must be paid directly to the individual through Payroll because of tax liabilities. Additionally, you should never pay a vendor and request for reimbursement for anything that would be considered 1099 taxable, typically any type of service (i.e. almost anything in object 08, food from restaurants, catering, printing, honorariums, performers, repairs, etc.) To do so would cause this to get reported to the IRS as taxable income to you.

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Performer/Lecturer/Consultant Forms

Double click the links above to open in Microsoft Excel the Request for Contract Form and Reimbursement Form for Performers, Lecturers, and Consultants. Please always open these forms from this website to ensure you are using the current version of the form. Any requests for reimbursements submitted on old forms, or any incomplete forms will not be processed and will be returned to the initiating department. If you do not have Microsoft Excel, use the Adobe Acrobat Forms.

To use these templates:

  1. Double click the link to open the form in Microsoft Excel.
  2. Fill out the yellow shaded areas of the form.
  3. Save the form under a name of your choice if you want to keep an electronic copy.
  4. Print the completed form.
  5. Once you have printed the completed request form send it to Procurement.

    OR

    Once you have printed the completed reimbursement form including Purchase Order number, obtain any required signatures, attach the appropriate receipts and supporting documentation, and send it to the Accounts Payable Office.
Procedures

All Contract requests for Performances, Lectures, Consultants, etc. requires a requisition in addition to the request and reimbursement forms. Complete the requisition just like you would any other requisition. In the description enter that this is a contract request for (name of the function) and the dates of the function. Put any special comments in the header comments. On the distribution line make sure you fill in the appropriate account for the service you are requesting (082100 for Management Studies & consultants, 089939 for Performing Artists & Musicians, and 089973 for Honorariums). Once you have entered the requisition write the number on the completed contract request form in the space provided and send the form to the Procurement Office. The Department/Project and Budget approvals are via the on-line requisitioning process in PeopleSoft. Once Procurement receives the request form and the approved and budget checked requisition they will draw up a contract and send it to the vendor for signature. Once the signed contract is received the requisition will be rolled to a Purchase Order and the original contract will be sent to Accounts Payable. Once a purchase order is issued you may send the completed reimbursement request form with the Purchase Order number recorded on it to Accounts Payable. Once Accounts Payable has the original contract and the reimbursement form with Purchase Order number on it they can process the paper work and send it to the State for payment.

For any departments that have the authority to prepare their own contracts for performances, a requisition is still required but a request form is not. In the description just put the name of the function and the dates. In the header comments enter that a signed contract has already been completed. On the distribution line make sure you fill in the appropriate account for the service you are requesting (082100 for Management Studies & consultants, 089939 for Performing Artists & Musicians, and 089973 for Honorariums). Once the requisition is approved and budget checked Procurement will issue a Purchase Order. Put the purchase order number on the completed reimbursement form and send it along with the original contract to Accounts Payable for processing.

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Bookstore Departmental Debit Card Form

Double click above to open in Microsoft Excel the Bookstore Departmental Debit Card Deposit Forms that departments are to use. Please always open these forms from this website to ensure you are using the current version of the form. Anything submitted on an old form, or any incomplete forms will not be processed and will be returned to the department. If you do not have excel, print and use the Adobe Acrobat Form. Please refer to the policy on Bookstore Departmental Debit Cards and Charge Accounts (PDF).

To use these forms:

  1. Double click the link to open the form in Microsoft Excel.
  2. Fill out the yellow shaded areas of the form.
  3. Save the form under a name of your choice if you want to keep an electronic copy.
  4. Print the completed form.
  5. Obtain the necessary signatures.
  6. Send it to the General Accounting Office

*Note: Debit cards are for department use only. They cannot be used for projects (grants).

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Bookstore Charge Account Application for Contracts and Grants

Double click above to open in Microsoft Excel the Bookstore Charge Account Application for Contracts and Grants that projects are to use. Please always open these forms from this website to ensure you are using the current version of the form. Anything submitted on an old form, or any incomplete forms will not be processed and will be returned to the department. If you do not have excel, print and use the Adobe Acrobat Form. Please refer to the policy on Bookstore Departmental Debit Cards and Charge Accounts (PDF).

To use these forms:

  1. Double click the link to open the form in Microsoft Excel.
  2. Fill out the yellow shaded areas of the form.
  3. Save the form under a name of your choice if you want to keep an electronic copy.
  4. Print the completed form.
  5. Obtain the necessary signatures.
  6. Send it to the General Accounting Office.

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Dining Services Debit Card Form

Double click above to open in Microsoft Excel the Dining Services Debit Card Deposit Forms that departments are to use. Please always open these forms from the web to ensure you are using the current version of the form. Anything submitted on an old form, or any incomplete forms will not be processed and will be returned to the department. If you do not have excel, print and use the Adobe Acrobat Form. Please refer to the policy on Dining Services Departmental Debit Cards (PDF)

To use these forms:

  1. Double click the link to open the form in Microsoft Excel.
  2. Fill out the yellow shaded areas of the form.
  3. Save the form under a name of your choice if you want to keep an electronic copy.
  4. Print the completed form.
  5. Obtain the necessary signatures.
  6. Send it to the General Accounting Office.

*Note: Dining Debit Cards are to be used for official business only and can only be used by departments. Dining Debit Cards cannot be used by projects (grants).

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Food Service Approval Form

Double click above to open in Microsoft Excel the Food Service Approval Form that departments are to use. Please always open this form from the web to ensure you are using the current version of the form. Anything submitted on an old form, or any incomplete forms will not be processed and will be returned to the department. If you do not have excel, print and use the Adobe Acrobat Form.

To use these forms:

  1. Double click the link to open the form in Microsoft Excel.
  2. Fill out the yellow shaded areas of the form.
  3. Save the form under a name of your choice if you want to keep an electronic copy.
  4. Print the completed form.
  5. Obtain the necessary signatures.
  6. Send it to the Accounts Payable Office with either your For and Against Form, or your requisition/PO number.

*Note: Under State of Maryland policy University funds cannot be utilized to purchase food service for any social functions or activities such as holiday parties, retirement parties, birthday parties, showers, welcome or farewell parties, office parties, etc. It also does not allow food service for normal type staff meetings. The purchase of alcohol is not allowed under any circumstances. Any food service ordered that is considered unallowable under FSU, USM, or State of Maryland policy will be the personal liability of the individual and/or the department manager contracting for the services.

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Food Service Exception Authorization Form

Double click above to open in Microsoft Excel the Food Service Exception Authorization Form that departments are to use. Please always open this form from the web to ensure you are using the current version of the form. Anything submitted on an old form, or any incomplete forms will not be processed and will be returned to the department. If you do not have excel, print and use the Adobe Acrobat Form.

To use these forms:

  1. Double click the link to open the form in Microsoft Excel.
  2. Fill out the yellow shaded areas of the form.
  3. Save the form under a name of your choice if you want to keep an electronic copy.
  4. Print the completed form.
  5. Obtain the necessary signatures.
  6. Send it to the Accounts Payable Office with either your For and Against Form, or your requisition/PO number.

*Note: All food served on University property should be provided by the University’s food service contractor (currently Chartwells). This form must be used to obtain pre-approval not use the University’s food service contractor. Price is not a justification for an exception. Exceptions are rarely granted. The most common exception would be in the rare case that the contractor is unable to provide the service.

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Vendor Forms

  • W-9 Request Form

    Double click on the link above to open the W-9 Request Form in Adobe Acrobat. This form is required to be completed and signed by all U.S. vendors before they are added to the University's Vendor System. This is an IRS form used to verify a vendor's (including employees and individuals) Federal Tax ID or Social Security Number, and IRS reporting status. A purchase order can not be issued and a payment can not be made until we have this form. Completed forms should be forwarded to Accounts Payable. Forms may also be faxed to 301.687.4494.

    In the case of a foreign vendor we must have the appropriate W-8 form completed with an original signature before they can be added to the vendor system. The various W-8 forms and instructions may be obtained from the IRS at http://www.irs.gov/formspubs/index.html. W-8 Forms with original signatures must be sent to Accounts Payable. Faxes are not acceptable.

  • Vendor Request Form

    Double click above to open in Microsoft Excel the Vendor Request Form that departments are to use to request a vendor to be added to a system. Please always open these forms from the web to ensure you are using the current version of the form. If you do not have excel, print and use the Adobe Acrobat Form.

    To use these forms:

    1. Double click the link to open the form in Microsoft Excel.
    2. Fill out the yellow shaded areas of the form.
    3. Save the form under a name of your choice if you want to keep an electronic copy.
    4. Print the completed form.
    5. Obtain the necessary signatures.
    6. Send it to the Accounts Payable Office with the appropriate W-9 or W-8 form.

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Prize and Award Form

Double click above to open the Prize and Award Form that departments are to use to report all non-cash gifts, prizes, and awards for tax reporting and liability purposes. Please always open these forms from the web to ensure you are using the current version of the form. Anything submitted on an old form, or any incomplete forms will not be processed and will be returned to the department.

To use these forms:

  1. Double click the link to open the form in Adobe.
  2. Fill out the form.
  3. Save the form under a name of your choice if you want to keep an electronic copy.
  4. Print the completed form.
  5. Obtain the necessary signatures.
  6. Send it to the General Accounting Office.

*Note: Gifts are not allowed to be purchased under State policy.

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Office of Accounts Payable
Frostburg State University
101 Braddock Road
Hitchins Administration Building, Room 113
Frostburg, MD 21532-2303

Telephone: 301.687.4325
Fax: 301.687.4494
Email: accountspayable@frostburg.edu