Online Forms & Instructions

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
• Performer/Lecturer/Consultant Form
• Food Service Approval Form
• Food Service Exception Form
• Vendor Forms
• Prize and Award Form

Travel Request, Expense and Advance Forms

• Travel Request Form for Workday (For FY2025 and beyond must use Spend Authorization in Workday)
  
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• Expense Form for Workday (For FY2025 and beyond must use Expense Report in Workday)
  
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• Advance Form (For FY2025 and beyond must use spend authorization for travel advances)
  • Advance Form Excel Format
  • Advance Form PDF Format

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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Performer/Lecturer/Consultant Forms

• Performer/Lecturer/Consultant Request for Contract Form
  • Contract Form Excel Format
  • Contract Form PDF Format

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.
   
   

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Food Service Approval Form

• Food Service Approval Form
  • Food Service Approval Form Excel Format
  • Food Service Approval Form PDF Format

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 your requisition/PO number and invoice, or attach to expense form in Workday for reimbursement requests, or attach to P-Card verification in Workday for P-Card campus catering charges.

*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

• Food Service Exception Form
  • Food Service Exception Form PDF Format

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 Elior). This form must be used to obtain pre-approval for not using 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
  • W-9 Request Form PDF Format

  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. W-8 Forms with original signatures must be sent to Accounts Payable. Faxes are not acceptable.

• Vendor Request Form
  • Vendor Request Form Excel Format
  • Vendor Request Form PDF Format

  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

• Prize and Award Form
  • Prize and Award Form PDF Format

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 Accounts Payable Office.

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

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