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Search Results for 'accounts payable'_Notarized Form 3 (Blank form to print & complete) A Notarized Form 3 is used to document payment of an expense, where payment cannot otherwise be proven to be made by a claimant. For instance, cash payment receipts do indicate payment, but do not indicate by whom the payment was made. In this type instance (and other related scenarios), a Notarized Claim Form 3 would be required.
_Notarized Form 3 (Can be completed online & printed)
A Notarized Form 3 is used to document payment of an expense, where payment cannot otherwise be proven to be made by a claimant. For instance, cash payment receipts do indicate payment, but do not indicate by whom the payment was made. In this type instance (and other related scenarios), a Notarized Claim Form 3 would be required.
_Notarized Form 3 Example
A Notarized Form 3 is used to document payment of an expense, where payment cannot otherwise be proven to be made by a claimant. For instance, cash payment receipts do indicate payment, but do not indicate by whom the payment was made. In this type instance (and other related scenarios), a Notarized Claim Form 3 would be required.
_Travel Form 19 (Blank form to print & complete)
Used to claim official business travel on behalf of the University.
_Travel Form 19 (Can be completed online & printed)
Used to claim official business travel on behalf of the University.
_Travel Form 19 Example (In-State)
Used to claim official business travel on behalf of the University.
_Travel Form 19 Example (Out-of-State)
Used to claim official business travel on behalf of the University.
_Travel Form 19 Example Adjustment
Used to claim official business travel on behalf of the University.
Agency Sponsored Designated Lodging
When OU HSC sponsors an event and needs to self designate lodging within allowed policies, this form should be completed and submitted as instructed.
Air Travel Authorization Form
This form replaces the multiple part form for Air Travel Authorization. This form assists with proper submission of an ATA and is used to pay airfare directly to University Contracted Travel Agents.
Airfare Approval for Non-Citizens Form
Additional form required to be submitted prior to ATA booking for non-US citizens.
Airfare vs. Mileage Comparison Form
Driving out of state in leiu of flying often requires a comparison of costs. This can be used to aid in comparison.
Airport Parking (OKC)
Information regarding parking at Will Rogers World Airport.
Airport Parking (Tulsa)
Information regarding parking at Tulsa International Airport.
Category Item List
List of expense gl accounts organized by category for easy application.
Currency Converter
Convert foreign currencies to US currency using date and type of payment means.
Employee Expense Reportable as Income
Used to pay for employee expenses which are considered to be reportable as income and/or date beyond the Reimbursement Policy limit of 120 days.
Equipment Inventory Personal Usage Authorization Form
Used for checking out inventory items to be used outside of the workplace, i.e. laptops, printers, etc.
Fax Cover Sheet - Vendor Company
Cover sheet to assist you in requesting vendor form completion from prospective vendors. You can send with the vendor form to help explain the form to the vendors.
Fedrooms.com
Find and book lodging at the allowed GSA rate.
Fly America Act Affidavit
Affidavit required for international air travel using a foreign air carrier to be paid with federal funds.
Foreign National Honorarium Checklist
Checklist to assist in collection of required approvals, documents, and payment requests for honorarium payments to foreign nationals.
Form 3 Checklist
Checklist to assist in collection of required documentation for reimbursement request.
General Ledger Chart of Accounts
List of all OU HSC gl accounts and their correlating OSF OEC (if applicable).
General Ledger Fund Listing
List of OU HSC funds and correlating cash accounts.
General Ledger Program Listing
List of OU HSC program codes and descriptions.
Grants GL Account to Budgetary Category
List of gl accounts and correlating grant budget categories.
Honorarium Approval Form
To request preapproval for an honorarium payment to be made to a visitor.
Honorarium/Travel Deposit
To request a reimbursement of related travel expenses when an OU HSC faculty member receives and honorarium payment from an outside entity to include misc travel expenses. These payments are deposited into University funds and the expenses are refunded back to the faculty member.
If/Then Travel Documentation
To assist in collection of required documents and information required for travel reimbursements.
Independent Contractor Approval Form
To request preapproval from Human Resources for an independent contractor relationship.
International Information Form (IIF)
Used to collect pertinent tax and other information from foreign individuals for proper immigration and payment classification.
Invitation Letter to Foreign Visitors
Letter draft for invitation to the invited individual to use when inviting foreign nationals to visit the University for business.
Invitation Letter to Immigration
Letter draft to be presented by the invited foreign national to the immigration officers at the entry into the US to use when inviting foreign nationals to visit the University for business.
Invoice Number Conventions (see AP Please Pay Training Manual)
Invoice number conventions are standard numbering practices for invoices not containing an identifiable number. Following standard conventions aids in preventing duplicate payments.
IRS Form 8233
For a foreign national to claim treaty exemption.
IRS Form W-7
IRS Form W-7
IRS TIN Types & Descriptions
Taxpayer Identification Number (TIN) is an identification number used by the Internal Revenue Service (IRS) in the administration of tax laws.
Keyboard-Russian
Translate receipts printed in Russian by using keyboard to create a strand of characters. Then copy and paste the characters into Babel Fish to translate the text and verify allowable expenses.
MapQuest Mileage
Determine actual miles driven when odometer readings are not maintained.
Merchant Category Code (MCC)
Provides the business type, which the IRS categorizes for 1099.
Moving Checklist
Checklist to assist in collection of required documentation for reimbursement or direct payment of moving expenses.
Moving Expenses
All expenses related to moving (to include premove and house hunting expenses) must contain a completed Moving Expense form to document includable and excludable expenses in accordance with IRS Publication 521.
North American Industry Classification (NAICS)
Previously the Standard Industry Code (SIC). System for classifying business establishments by industry.
ODOT (Map Miles) Mileage
Determine map miles (middle of city to middle of city) in compliance with OSF policy requirements.
Oklahoma Tax Exemption Permit
To claim sales tax exemption in the State of Oklahoma.
Original W-8 Requirement
OUHSC W-8 guidelines and practices.
OSF OEC List
List of Office of State Finance Object Expenditure Codes (OSF OEC) with full descriptions.
OU Travel Portal
Portal to obtain OU contracted rates, not to supersede the State and University travel policies, but useful for visitors to the University.
Participant Log
Payments made to participants must be tracked and reported to Accounts Payable (AP) to ensure IRS reporting requirements. This log is a quarterly report to AP for all payments made through petty cash or gift cards.
Participant Log Instructions/Example
Payments made to participants must be tracked and reported to Accounts Payable (AP) to ensure IRS reporting requirements. This log is a quarterly report to AP for all payments made through petty cash or gift cards.
Participant Payment Request Form
Use to document the status of individuals in compliance with the IRS w-9 requirements.
PeopleSoft End User Security Access
This PeopleSoft security form is used for access to Accounts Payable, SUR, Purchasing, and/or Grants Pre-Award Negotiation Bolt-On. User training is required before access is granted.
Per Diem Calculator
Used to calculate number of days/hours/minutes of travel time upon entry of the beginning/ending days/times of travel departure/return.
Per Diem Rates (GSA)
Find rates allowed by the State for per diem to include Meals and Incidentals (M&IE) as well as allowed lodging rates.
Per Diem Rates (NACO)
Find rates allowed by the State for per diem to include Meals and Incidentals (M&IE) as well as allowed lodging rates.
PikePass Rates
Determine toll rates charged on Oklahoma toll roads.
PO Invoice Checklist
Checklist to assist in routing PO invoices to Accounts Payable (AP) for payment request.
Registration Prepayment Certification
To document compliance with prepayment for registration, this form can be sent to the sponsor of the event to be completed, signed and returned to the department.
Sales Tax Rates (Oklahoma)
Calculate taxes on reimbursements.
Scholarship/Fellowship Payment Authorization Form
Form to use in submitting scholarship/fellowship payment requests to include qualified and non-qualified payments for monthly stipends, educational reimbursements, educational travel, etc.
Taxi Fare Finder
Used to estimate taxi costs for comparison when planning travel or completing claims for reimbursment. This tool should only be used when taxi rates are not available on the conference brochure or hotel/airport websites.
Translation (Babel Fish)
Translate foreign languages from receipts/documentation.
Transmittal
Use to distribute accounting across multiple chartfield spreads for routing of approvals and/or travel claims.
Transmittal Example
Use to distribute accounting across multiple chartfield spreads for routing of approvals and/or travel claims.
Travel – In Case of Accident Pamphlet
Pamphlet to be kept in personal vehicle when driving on business for the University.
Travel Flyer
Summary of State and University travel polices that affect most individuals as well as links to the full policies and updates.
Travel Mileage Log
Log to track odometer readings for University travel.
Travel Mileage Log Example
Log to track odometer readings for University travel.
Travel Pre-Approval Form
Form to document written pre-approval for out-of-state travel. Written approval is required by OUHSC policy and should be kept in the department file.
Travel Record of Lost Receipt Form
Affidavit form to certify expenses which cannot be otherwise documented by receipts.
Travel Reimbursement Checklist
Checklist to assist in collection of required approvals, documents, and payment requests for travel reimbursements.
Traveler Training (PowerPoint Presentation)
Short slide show to summarize policy and provide travelers with the resources to research allowed travel expenses.
University Contracted Travel Agencies
List of travel agencies contracted for direct airfare booking with the University.
US Honorarium Checklist
Checklist to assist in collection of required approvals, documents, and payment requests for honorarium payments to US individuals.
USPS Standard State, Street & Secondary Unit Abbreviations
Used to set standard address verification in accordance with USPS standards to ensure mail delivery.
USPS Zip Code Lookup
Used to find 9 digit zip codes and verify addresses for mail delivery.
Vendor - Company
OUHSC W-9 vendor registration form used for domestic, US companies
Vendor - Foreign
OUHSC W-8 vendor registration form used for foreign companies, and foreign and nonresident alien individuals
Vendor - Individual
OUHSC W-9 vendor registration form used for US persons to include US citizens, permanent residents, and resident aliens
Vendor Abbreviations
List of abbreviations used in the OU HSC master vendor file.
Vendor Banking Information
Used to collect banking information for Electronic Fund Transfer Payments
Voucher Checklist
Checklist to assist in preparation of documents to submit non-encumbered invoices to Accounts Payable (AP) for payment.
Voucher/Claim Request Form
To obtain copies of payments that cannot be located within any departmental means.
Warrant Cancel/Stop Pay/Reissue Request Form
Use to request a warrant (check) cancellation, stop payment issue, or reissue a warrant.
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