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Employee Forms

Merchant Account Request Form
A merchant account is required for departments to accept credit/debit card payment transactions for University-approved events.  All new merchant accounts are required to be set up with the University's merchant services provider that is under current contract.  The responsible party must adhere to the University policies and guidelines dealing with collection of credit card payments.

To establish a merchant account, the following forms and log sheet must be completed and submitted to the Associate Controller for review and approval.  Also, all individuals in the department that will be engaged in any aspect of the payment card (credit or debit) processing, transmission, or storage must review the PCI Training below and sign and date the log sheet.

If you have questions, please contact the Associate Controller at modell@odu.edu or 757-683-4795.



  • Suspicious Activity Report (SAR) for Red Flags (September 2013)
    A Suspicious Activities Report (SAR) is a report of suspicious activity that arises when a University employee is confronted with a Red Flag.  The report shall be in writing and must be forwarded to the Associate Controller in the Office of Finance.  The report shall specifically state the party or parties involved, the conduct creating the Red Flag, and the action or refusal to take action that was a result of the suspicious behavior.

Disbursements: Accounts Payable Forms

  • Aramark Payment Authorization Form (01/31/2007) (XLS)
    This form is to be used to authorize all charges for Aramark (Webb Center and Ted Constant Convocation Center).  When submitting this form, be sure the form includes an original authorized signature.  You must also submit a Business Related Meal Expense Form for On-Campus Catering at the time of submission.

  • Independent Personal Services Certification Form (IPSC) Previously called Certified Work Statement -- This form must be completed by a department each time they wish to pay someone as an independent contractor.  Attach either the Industry Practice (IP) Checklist or the completed/approved Worker Classification Review Questionnaire and procurement documentation before sending to Accounts Payable to request payment. The independent contractor must sign the form prior to submission, certifying eligibility to be paid as an independent contractor.  Please review information on this link for complete information on Worker Classification (determining whether an individual can be paid as an independent contractor).

  • Industry Practice (IP) Checklist
    For use when hiring individuals not currently employed in any capacity by ODU or the Commonwealth of Virginia.1) If the provider fits into the categories on this checklist, forward the IP Checklist and the IPSC to Accounts Payable with the appropriate procurement documentation. You do NOT need to complete the Worker Classification Review Questionnaire.2) If the provider does not fit into the categories on this checklist, you MUST complete the Worker Classification Review Questionnaire and submit it with the Independent Personal Services Certification Form (IPSC) to Human Resources for determination of worker classification.


  • ODU Accounts Payable Travel/Petty Cash Reimbursement Direct Deposit Enrollment Form
    This form should be submitted by all employees who expect to receive either a petty cash reimbursement or a travel expense reimbursement.  Reimbursements are directly deposited into the employee's checking/savings account.  Employees who provide an active Old Dominion University e-mail address on this form (i.e., name @ odu.edu) will be notified via e-mail when a reimbursement is deposited.

  • ODU Vendor Complaint Form
    To ensure that the University is in compliance with prompt pay requirements, when a department has a complaint about vendor performance that documents the reason for not paying an invoice, please complete this form.  For full information about vendor complaints, click here and read sections 10.5, 10.6, 10.7, and most importantly 10.17.

  • Paper Receiving Report
    Open eVA purchase orders with balances less than $500 will be liquidated and closed during the year-end roll.  If invoices are to be paid and an e-Receiver has not been completed prior to the "liquidation and close," a paper receiving report will be required.  You will not be able to complete an electronic receiver if the purchase order is closed.  You must complete a Paper Receiving Report.

  • Petty Cash Form (PC-1) (Word) (PDF)
    This form is used to request petty cash reimbursements. Receipts must be attached for each item listed. **If seeking reimbursement for food services, attach a list of attendees and provide the purpose. If seeking reimbursement for office supplies from a vendor other than the University's contracted office supply vendor, attach an explanation. If a department chooses to authorize use of the petty cash process, an explanation of why the PCard was not used MUST be attached to the PC-1 form.

  • PC2 - Commonwealth Departmental Petty Cash Fund Reimbursement Request Summary Available in both Word and PDF.
    When petty cash funds run low, request replenishment of cash on hand using this form - for Commonwealth petty cash funds.

  • PC3 - Local Departmental Petty Cash Fund Reimbursement Request Summary - Available in both Word and PDF.
    When petty cash funds run low, request replenishment of cash on hand using this form - for non-Commonwealth petty cash funds.

  • PC2A/PC3A - Continuation Sheet for PC2 and PC3 forms - Available in both Word and PDF

  • PC4 - Departmental Petty Cash Fund Reconciliation Form - Available in both Word and PDF
    This form is used to reconcile departmental petty cash funds.  Required monthly if fund is $500 or more.  Required quarterly if fund is under $500.

  • Twenty Factor Test
    This test can assist you in determining whether an individual might qualify to be considered an independent contractor. If you feel the individual should be paid as an independent contractor, complete the Independent Contractor Questionnaire. If they do not qualify to be considered an independent contractor, you must pay them through the Payroll process.

  • W-8BEN - Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding
    (Rev. February 2006) This form must be on file with the Accounts Payable office before departments may order goods/services from an international vendor. Click here for Instructions for Form W-8BEN.

     
  • W9 (Request for Taxpayer Identification Number(s) and Certification
    Substitute W-9 revised November 2013
    This form must be on file with the Accounts Payable office before departments may order goods/services from a vendor.

  • Worker Classification Review Questionnaire (previously called Independent Contractor Questionnaire)
    If a provider does not fit the categories on the Industry Practice (IP) Checklist, Departments must complete this questionnaire to determine if an individual is eligible to be paid as an independent contractor before any contractor is engaged to perform services for the University. This questionnaire is to be used for all services not included on the Industry Practice (IP) Checklist.(See sample questionnaire). This form is not to be completed by the proposed independent contractor. All questions must be answered, and the appropriate departmental representative must sign the Questionnaire. A decision concerning the information on the questionnaire will be returned to you within 2 working days after submission to Human Resources.

Disbursements: Payroll Forms

  • Classified Exempt Manual Timesheet (rev 02/16/10)
    Classified Exempt employees report exception time only (leave taken/compensatory leave earned when approved) via Web Time Entry.  Use the Classified Exempt Manual Timesheet for the following reasons:

    Report Leave Without Pay (LWOP) - required
    Worker's Compensation Leave Taken (WCL)
     - required

    Late WTE Timesheets
    .  Explanation required - i.e., timesheet not started (requires Manual Payroll Check Request Form), timesheet not submitted (requires Manual Payroll Check Request Form), timesheet not approved by supervisor/proxy).  Click here to access the  Manual Payroll Check Request Form ($50 fee). 

    Correction to original submission through WTE (attach copy of WTE timesheet).  Please click here to obtain more information about manual timesheets, including detailed instructions for submitting corrected timesheets.

    Other reason.  Explanation required.

  • Classified Non-Exempt Manual Timesheet (rev 04/16/09)
    Classified non-exempt employees report all hours worked and leave taken via Web Time Entry.  Use the Classified Non-Exempt Manual Timesheet for the following reasons:

    Report Leave Without Pay (LWOP) - required
    Report
    Worker's Compensation Leave Taken (WCL) - required

    Late WTE Timesheets
    .  Explanation required - i.e., timesheet not started, (requires Manual Payroll Check Request Form), timesheet not submitted (requires Manual Payroll Check Request Form), timesheet not approved by supervisor/proxy).  Click here to access the Manual Payroll Check Request Form ($50 fee). 

    Correction to original submission through WTE (attach copy of WTE timesheet).  Please click here to obtain more information about manual timesheets, including detailed instructions for submitting corrected timesheets.


    Other reason.  Explanation required.


  • E-1S (Student Employment Data Form)

    The E-1S Form is the hiring document for student workers. 

    There are two E-1S forms - the E-1SU for student hourly employees (4025, 4028, 4029) and the E-1SG  for graduate assistants (4022, 4122, 4023, 4123). Failure to correctly complete any section of the form or to include any required documentation will result in the E-1SU or E-1SG being returned to your department.  Until corrected paperwork is received, the student is not authorized to work and no payroll record can be created. 

    You must adhere to the Payroll schedule for all submission deadlines.

    No FAX or e-mail submissions are accepted.  Original signatures required.

    Undergraduate Student Employment Data Form for New Hires/Stipends (E-1SU) 
    revised July 12, 2012
    This form is used to hire new student hourly employees and for all pay actions associated with stipend students.  You must adhere to the Payroll schedule for all submission deadlines.  For certain actions associated with student hourly employees subject to Web Time Entry (rehiring in the same position, rehiring a student employee in a different position, rate changes, terminations), you must use the EPAF process.

    Graduate Student Employment Data Form (E-1SG)  revised June 21, 2011
    This form is used for all pay actions associated with hiring graduate assistants.  You must adhere to the Payroll schedule for all submission deadlines.

  • Employee Payroll Direct Deposit Form
    Direct deposit of pay is mandatory (FORM REVISED November 14, 2011).  This form is used to request that an employee's pay be deposited directly into a checking or savings account at a financial institution. This form is NOT to be used for direct deposit of travel or petty cash reimbursements.  Please use the ODU Accounts Payable Travel/Petty Cash Reimbursement Direct Deposit Enrollment Form found under Accounts Payable forms, below.

    Exceptions may be allowed under certain "extraordinary" circumstances.  However, to obtain an exception, you must write a letter explaining in detail why you cannot participate in direct deposit.  This letter must be forwarded to the Payroll Manager for review.  The letter is then forwarded to the State Director of Payroll at the Department of Accounts for their approval.  If the exception is not approved by the Department of Accounts, you must participate in direct deposit.


  • Employee Address Change Form
    This form is used to request changes to employee addresses used for payroll purposes with the Human Resources office.

  • Employee's Withholding Allowance Certificate (Form W-4)
    Complete Form W-4 so that your employer can withhold the correct federal income tax from your pay.

  • Employee's Virginia Income Tax Withholding Exemption Certificate (Form VA-4)
    Use this form to notify your employer whether you are subject to Virginia income tax withholding and how many exemptions you are allowed to claim.  You must file this form with your employer when your employment begins.  If you do not file this form, your employer must withhold Virginia income tax as if you had no exemptions.

  • Hourly Wage/Student Hourly Manual Timesheet (revised 03/30/09)
    Hourly wage employees (4021) and student hourly employees (4025, 4026, 4028, 4029) report all hours worked via Web Time Entry.  Use the Hourly Wage/Student Hourly Manual Timesheet for the following reasons:

    Late hiring paperwork.  Should be accompanied by the Manual Payroll Check Request Form ($50 fee).

    Late WTE Timesheets.  Explanation required - i.e., timesheet not started (requires Manual Payroll Check Request Form), timesheet not submitted (requires Manual Payroll Check Request Form), timesheet not approved by supervisor/proxy).  Click here to access the Manual Payroll Check Request Form ($50 fee). 

    Correction to original submission through WTE (attach copy of WTE timesheet).  Please click here to obtain more information about manual timesheets, including detailed instructions for submitting corrected timesheets.


    Other reason.  Explanation required.


  • Manual Paycheck Request
    Use this form when requesting a manual paycheck -- fee applies.  The appropriate back-up documentation must be attached (i.e., applicable manual timesheet with required signatures).


  • Request for Duplicate W-2 Form
    Use this form to request a duplicate Wage and Tax Statement form W-2.

 

Accounts Receivable Forms

  • Departmental Credit Card Payment Form (revised 9/2013)
    Departments that do not use a credit card machine must use this fillable form when taking credit card payments (Visa and MasterCard only).  These forms should be submitted via the bank bag and NOT via campus mail.  If a department keeps a copy, hole-punch all but the last 4 digits of the card number on the departmental copy.  If the credit card is declined, the cashier will contact the department and the individual whose card was declined.

  • Departmental Deposit Form
    This is the form used by departments (off-line sites only) to deposit money into internal accounts. Please cut sheet in thirds before returning.

  • ODU Official Revenue Deposit Form  (rev 1/4/2013)
    This form must be used for all on-line sites to transmit funds to the Cashiers' Office.  Off-line sites may use this form or the Departmental Deposit Form when transmitting funds to the Cashiers' Office.  This is a fillable PDF form and may be saved to your computer.

Data Control Forms

  • Accounting Service Request Form (PDF) (rev. 07/18/13)
    This fillable PDF form is used to request research when unidentifiable expenditures are discovered. Please submit the completed PDF document to DataControlASR@odu.edu. Use the Interdepartmental Transfer (IDT) form to request coding changes and corrections.

  • Interdepartmental Transfer Request (PDF) (rev. 07/18/13)
    When funds must be transferred between budgets at the University, an Interdepartmental Request (IDT) form must be completed and signed by both budget units affected. The signed and scanned IDT form must be sent via e-mail to IDTs@odu.edu (monitored by Data Control in the Office of Finance) for processing. Transfers can be made for the following reasons: to reimburse a department for expenditures, to pay for services rendered, or to correct an original charge from one budget to another.

  • Inderdepartmental Transfer Request Continuation  (PDF) (rev 07/18/13)
    Use this continuation sheet  when you need additional sheets for the IDT form.  It is a fillable PDF file.  You must send this form, along with the Interdepartmental Transfer Request (IDT) via e-mail to IDTs@odu.edu

  • Request for Changes in System Table (PDF)
    This form is used by authorized administrators to request changes to Banner System Tables. Requires approval of the Budget Officer and the Associate Controller.  Send forms to the Finance Systems Manager.

  • Request for Establishment of a Sub-Account Code (PDF)
    This form is used by authorized administrators to request establishment of a sub-object code.  Requires approval by the Budget Officer and the Associate Controller.  Send forms to the Finance Systems Manager.  Upon final approval, Data Control will notify the requestor of the account number(s) to be used.


  • Request to be Added to the Master Signature List (rev. 06/06/12) (Excel)
    This form is used to authorize individuals to sign for expenditures for a department.  The form must be signed by the budget unit director.  If the person to be added to the master signature list is the budget unit director, someone higher in the organizational structure must sign the request form.  NOTE:  Signature authority will only be granted to Old Dominion University employees. 

    Please note that adding an individual to the Master Signature List does not officially designate an individual as a budget unit director.  To officially designate an individual as a budget unit director, please send notification to the Finance Systems Manager, Data Control, Office of Finance.

General Accounting Forms

Travel Forms

  • Travel and Expense Certification Form
    The Travel and Expense Certification Form must be completed once for all travelers who utilize the Travel and Expense Reporting System (TEM).  It needs to be completed only once for each traveler.  For audit purposes, the original form may be submitted to the Accounts Payable Travel Administrator (keep a copy for departmental files) OR the original form may be maintained in the department's central file and a copy submitted to the Accounts Payable Travel Administrator.  This written statement is required for compliance with the CAPP Manual, section 20335.


  • Consolidated Travel Form (Excel) -  this link contains the most current form - please be sure to use a fresh form each time to preserve formatting and macro functionality.

    Reflects the per diem rates in effect at ODU on 10/1/2013 and the personal vehicle mileage rate effective 01/01/2014.  Please use this form if you are seeking reimbursement for personal mileage through December 31, 2013.

    The consolidated form replaces the following old forms - Estimated Cost of Proposed Travel, the Excess Lodging Form, the Out-of-Country Travel Approval, Travel Expense Reimbursement Voucher, and the Travel Expense Reimbursement Continuation Form (2 continuation sheets available).  It also contains the current meal per diems and lodging rates.  The new form is in Excel and contains different tabs.  Required fields are noted and the respective forms that reside on the tabs cannot be printed unless all required information is entered.

A new sheet tab has been added to assist you in calculating applicable taxes for pre-approved lodging.


SPECIAL NOTES - You must have Excel to access this form.

1)  If you are using the 1997-2003 version of Excel, please be sure your web browser security level AND the security level for Excel macros are both set to "medium" before opening this form. Each time you open this form, you must "enable macros" for the form to function properly.

2)  If you are using Excel 2007, click the "Options" button on the "Security Warning" section of Excel.  A "Security Alert" dialog box will appear.  Select the "Enable this content" option and then click "OK" in order to enable the built-in macro functions."  If you wish to save the file on your computer,  "save as" a 1997-2003 Excel file to preserve the macro functionality.


Welcome Tab - explains important details about the form
Travel Estimate Tab - ODU Travel Estimate/Excessive Lodging/Out-of-Country
Approval Form - This form must be completed in advance of any OVERNIGHT travel. The section for excessive lodging must be completed only if lodging costs exceed the published guidelines. Out of Country travel approval is required for all travel outside the United States. Certain information on this form links to the Travel Expense Reimbursement Voucher.
Travel Reimb Tab - Travel Expense Reimbursement Voucher - This form is used to request reimbursement for expenses incurred as a result of University travel and must be submitted within 5 working days upon return - Includes the current personal vehicle mileage rate.
Travel Reimb Cont Sheet Tabs - used when expenses won't fit on the Travel Expense Reimburement Voucher - Includes the current personal vehicle mileage rate.
Per Diem M & L Rates tab - provides current meal per diems and lodging rates.
Required cell info - reference tab for error messages (defines required fields)
Calculating Applicable Taxes for Pre-Approved Lodging

  • Corporate Travel Card Application - Excel
    Full-time and part-time faculty and staff who travel at least twice a year are eligible for the Corporate Travel Card.  Students are not eligible to participate in the travel card program.  The Corporate Travel Card Application and the Corporate Travel Card Employee Agreement must be submitted to the Corporate Travel Card Program Administrator in the Office of Finance.  Cards are mailed to the cardholder's address.

  • Corporate Travel Card - Annual Employee Agreement (PDF)
    Corporate Travel Charge Card holders must complete this agreement annually.  Submit the form to the Corporate Travel Card Program Administrator in the Office of Finance.

  • Business Related Meal Expense Form (Word) Rev 08/17/2006
    This form must be attached to the Travel Reimbursement Voucher for non-overnight, business meals and for events taking place off campus.

  • Business Related Meal Expense Form for On-Campus Catering (Excel) 01/01/2011
    This form must be used for catered events occurring on campus.  Please be sure to attach the Aramark Payment Authorization form and all required justification documentation.  Original signature required.

  • Travel Advance (Regular) (Word)
    Use this form to request a travel advance for out-of-pocket expenses (minimum $25). Submit this form 2 weeks before travel is to occur. The advance is prepared and available 3 working days before travel occurs. Traveler advances must be picked up by the traveler in person from Accounts Payable.  Travelers must bring their Corporate Travel Card when they pick up their advance so that the advance can be charged to the Corporate Travel Card. Travelers should stop at the Customer Relations desk in the downstairs lobby of Rollins Hall and ask that a Travel Processor be called.

  • Travel Advance (Student) (Word)
    Use this form to request a travel advance for out-of-pocket expenses for student travelers (limited to $100). Submit this form 2 weeks before travel is to occur. The advance is prepared and available 3 working days before travel occurs.

  • Traveler's Checklist (PDF) revised 03/27/2014
    Travelers are responsible for understanding and complying with all Commonwealth of Virginia and Old Dominion University policies and procedures.  This checklist is intended to serve as a supplement to the full travel regulations, policies and procedures, which are available on the Office of Finance web site under Policies and Procedures.