All Forms

Account Structure: Stanford's Chart of Accounts

Downloadable and online forms related to account structure: chart of accounts:

• PTA Request Forms:
  • Non-Sponsored PTA Setup (e.g., Other Designated, Operating Budget, Expendable or Endowment Gift PTAs) is online using PTA Manager
  • Sponsored Research PTA Setup Forms (multiple varieties on Office of Sponsored Research web site)
  • Form 1 (Capital Projects requiring a jurisdictional permit and plan check)
  • Capital Projects PTA Request (when Facilities Form 1 is NOT required)
  • Request for Establishing a New Service Center
• Expenditure Type / Object Code Request Forms
  • Request New Expenditure Type or Object Code
  • Request to Change Existing Expenditure Type or Object Code

Banking & Commerce

Downloadable and online forms related to cash handling and deposits:

• Transmittal Forms
  • Department Transmittal (Deposit Form)
  • Affiliate Income Transmittal
  • Process Gifts Online Using the Gift Transmittals System. Learn about the Gift Transmittals System
  • Request for Department Access to CASHNet.com for Online Deposits
• eCommerce Online Forms
  • Request Interface Documentation
• IRS Forms
  • Form 8300 (Report of Cash Payments over $10,000)
  • Form 8283 (IRS form for Non-cash Charitable Contributions)

Buying & Paying

Downloadable and online forms related to buying and paying:

  Single / Sole Source Justification Form

  Lost / Missing Receipt Form

  Purchasing Card Forms and Instructions

  Human Subjects

  ACH Authorization Form (for non-employees)

  Tax Forms

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Capital Accounting & Asset Management

Downloadable and online forms related to capital equipment and capital projects:

• Capital Acquisition Correction / Adjustment Form (Capital Template)
• Form 1 (Capital Projects requiring a jurisdictional permit and plan check)
• Capital Projects PTA Request (when Facilities Form 1 is NOT required)
• Commonly Used Property Forms (Property Management Office)
• Equipment Lease Approval Form
• Equipment Lease Obligation Reporting Form
• Real Estate Lease Obligation Reporting Form

Financial Authority

Downloadable and online forms related to financial authority:

• Confidentiality Agreement
• Legacy (pre 9/1/03) Account View Only Access - CO-614

Financial Reporting Tools

Downloadable and online forms related to financial reporting tools:

• Confidentiality Agreement
• Request to Schedule Reports Using ReportMart3

Funds Management

Downloadable and on-line forms related to funds management:

• iJournals Responsibility Request
• iJournals Upload Template
• iBudgets Upload Template
• FFE (Investment or Withdrawal of Funds Functioning as Endowment)
• PTA Request Forms:
  • Non-Sponsored PTA Setup (e.g., Other Designated, Operating Budget, Expendable or Endowment Gift PTAs) is online using PTA Manager
  • Sponsored Research PTA Request Forms (multiple varieties on Office of Sponsored Research web site)
  • Form 1 (Capital Projects requiring a jurisdictional permit and plan check)
  • Capital Projects PTA Request (when Facilities Form 1 is NOT required)
  • Request for Establishing a New Service Center

Month-End / Year-End Close

Downloadable and on-line forms related to month-end / year-end close:

• iJournals Responsibility Request
• iJournals Upload Template
• PTA Carry Forward / Rollover Project Balances
• ADI Spreadsheet Template for Fund Transfers
• Annual Attestation of Feeder Owner Responsibilities
• Capital Acquisition Correction / Adjustment Form (Capital Template)

Payroll Administration

Downloadable and online forms related to payroll administration:

• I-9 (Employment Eligibility Verification)
  • See How To: Verify Employment Eligibility (I-9)
  • See How To: Update Employment Eligibility (I-9)
• New Employee Information
• One-time Pay and/or Reduction
• Additional Recurring Pay
• Vacation Accrual Balance Funding
• Online Withholding Allowances (W-4 / DE-4) Enrollment Form
  • Available in Axess
  • See How To: Declare or Change Withholding Allowances
• Tax Treaties for Students, Postdocs and Faculty   (These pages reside in the Students section of this web site)
  • W-8BEN (for fellowship payments) – use to Claim Tax Treaty for Fellowship Payment
  • Form 8233 (for salary payments) – use to Claim Tax Treaty for Salary Payment
• Out-of-State Employee Approval
• Out-of-State Employee Days Worked in California

Payroll for Employees

Downloadable and online forms related to payroll for employees:

• Online Direct Deposit Enrollment Form
  • Available in Axess
  • See How To: Enroll / Update / Cancel Direct Deposit
• Online Withholding Allowances (W-4 / DE-4) Enrollment Form
  • Available in Axess
  • See How To: Declare or Change Withholding Allowances
• Tax Treaties for Students, Postdocs and Faculty
  • W-8BEN (for fellowship payments) – use to Claim Tax Treaty for Fellowship Payment
  • Form 8233 (for salary payments) – use to Claim Tax Treaty for Salary Payment
• I-9 (Employment Eligibility Verification)
  • See How To: Verify Employment Eligibility (I-9)
  • See How To: Update Employment Eligibility (I-9)
• All employees and students must submit their Withholding Allowances (W-4/DE-4) and Direct Deposit information online in Axess. Please see the New Employee Information Form for detailed instructions.
  
  
• The following paper forms are ONLY to be used for temporary employees who will not receive a SUNet ID:
  • Paper Direct Deposit Form
  • Paper Withholding Allowances (W-4 / DE-4) Enrollment Form

Petty Cash Administration

Downloadable and online forms related to petty cash administration:

• Petty Cash Upload Template (for use in iOU)
  • Petty Cash Upload Instructions
• Petty Cash Reconciliation Form
• Annual Audit Reconciliation Form
• Petty Cash Bank Replenishment Form
• Lost / Missing Receipt Form

Reimbursement

Downloadable and on-line forms related to reimbursement:

• Lost / Missing Receipt Form
• Unused Ticket Affidavit

Supporting Students

Downloadable and online forms related to supporting students:

• SU-21: Fellowship / Award Form (not to be used for payment for services)
• 1098-T (online access to your IRS tax information)
• Third Party Contract Application (for organizations sponsoring students)
• Form 8233 (federal tax treaties for salary payments)
• W-8BEN (federal tax treaties for fellowship payments)
• Cash Advance Request for Students (for Financial Aid Office personnel only)

Tax Compliance

Downloadable and online forms related to tax compliance @ Stanford:

• Stanford W-9 (Request for Tax Payer Identification Number)
• Stanford Payee Data Record (State of California Std. 204, required when receiving payment from the State of CA in lieu of W-9; add Date in section 5 and complete section 6)
• Stanford 590 (Withholding Exemption Certificate)
• Form 8283 (IRS form for Non-cash Charitable Contributions)
• Form 8282 (IRS form for Donee Information Return)
• Form 8300 (Report of Cash Payments over $10,000)
• Stanford's Statement of Exempt Status (IRS Letter of Good Standing)
• Certification of Filing and Payment of Federal Taxes
• Mobile Equipment & Services Template
• Home Internet Equipment and Services Template
• Tax Treaties for Students, Postdocs and Faculty
  • W-8BEN (for fellowship payments) – use to Claim Tax Treaty for Fellowship Payment
  • Form 8233 (for salary payments) – use to Claim Tax Treaty for Salary Payment

Travel

Downloadable and online forms related to travel:

• Stanford Travel Card (MasterCard) Application
• Lost / Missing Receipt Form
• Unused Ticket Affidavit
• Certification for Student Travel Form
• Certification of Exception to Fly America Act Form
• Foreign Visitor Forms:
  • SU-21 (Fellowship Award)
  • I-9 (Employment Eligibility Verification)
  • Form 8233
  • W-8BEN
  • LA-6
  • W-7