Forms
To view or print some of these forms you must have Adobe Acrobat Reader installed on your computer. All Macalester computers should have this already installed. If you are using a computer at home and would like to download Acrobat Reader click here. If you are trying to view or print from your Macalester computer and are having trouble, please call the Macalester Help Desk at extension x6525.
Contents by Department
Contents by Form
Banner Expense Codes
Business Services - General
Finance Access Authorization Form
This form is used to add, edit or remove the authorization of individuals who have the ability to approve,requisition, or view budget reports for a designated Macalester College FOAPAL.
Banner Finance Login Request Form
Department Deposit Form
This form is to be used by departments that are depositing cash and/or checks into their department accounts. Deposits that do not total the correct amount will be returned to that department.
Journal Entry Request Form (opens in Excel)
Use this form to request a transfer of funds from one center and/or project to another center and/or project. This is usually needed to correct previous entries, make inter-departmental charges (such as supply use charges), or for transfers in support of another department.
Petty Cash Form
This form is used by employees to be reimbursed for expenses of $50.00 and under. Please see the Petty Cash policy in the Policy Manual for reimbursement guidelines.
Taxable Prize or Award Gift Policy
•Clarifies the taxable status of prizes and awards/gifts to College faculty, staff, and students.
•Specifies whether College funds may be used to purchase prizes and awards/gifts for employees.
•Does not cover scholarships. Scholarships are administered by the Financial Aid Office
Taxable Prize or Award Gift Form
This form is used to report taxable income incurred when giving
cash prizes and awards or gift cards.
Wire Transfer Forms
Use these forms to request wire transfers to be made to a third party. Populate form, print, attach invoice/documentation, obtain appropriate signatures, & submit all to Doug Rosenberg x6574, 77 Mac.
Student Accounts
Institutional Loan Application
Students awarded a Macalester Loan or Henry Strong Loan must complete
and return this application prior to signing the promissory note.
Payment Agreement Form
All students who attend Macalester College are required to sign
and complete this form before they begin their first semester.
Perkins Loan Application
Students awarded a Federal Perkins Loan must complete and return
this application prior to signing the promissiory note.
Perkins Loan Exit Interview
Questionnaire
All Perkins Loan borrowers are required to complete this questionaire
as a part of the exit interview process.
Perkins Loan Information Release Form
Macalester College personnel CANNOT provide specific account information
to anyone (including borrower's family: i.e. Spouse, Mother, Father,
Grandparents) unless the borrower signs this release form indicating
to whom Macalester may release information.
Student Employment Check Authorization
This form is to be used by students to authorize Macalester College to deposit their Student Employment work-study earnings directly on to their student billing account. Please return this completed form to the cashier in the Student Accounts Office. Work study will be credited to the student’s billing account as it is earned and only if it is authorized to do so.
Payables / Procurement
Original receipts must be attached to receive a reimbursement. A copy of a check or credit card statement is not acceptable as documentation for reimbursement.
Business purpose should state who, what, when, where and why kinds of information about the purchase.
Foreign visitors require additional paperwork or withholding of taxes. Please contact Employment Services in advance of visit. The foreign indivudual's information will be assessed using a program called Windstar to determine documentation needs and tax implications.
Approver Responsibilities
Refer to this quick reference guide for responsibilities connecte with approving expenditures and tracking departmental budgets.
Check Requisition
This form is used to request a check when one of the below specialized forms is not applicable. See our Policy Manual for more information.
Direct Deposit
This form allows faculty and staff at Macalester to automatically deposit their reimbursement into their bank account. If you are authorizing Macalester to deposit your reimbursement to a checking account, you MUST attach a voided check to the printed authorization form. If you are authorizing Macalester to deposit your reimbursement into a savings or money marketing account, please call your bank for the correct routing number and account number to be used on this form. Direct Deposit takes approximately two weeks to go into effect.
Mileage Calculator
Use this website to calulate airfare miles flown for Presidents Climate Committment tracking.
Minnesota Tax Exempt Form
Send to vendors to provide Macalester's tax exempt status in Minnesota.
Promissory Note for Students
This form is to be used when a student is requesting a travel/cash advance. Students must fill out and sign this form before the advance can be processed. this form must also be signed off by the department and expenses will be charged to the department in the event the student does not submit an expense report with original receipts. Students are required to submit an expense report within two weeks of returning from travel of within two weeks of the cash expenditure. Should reporting not be submitted, the outstanding balance will be turned over to Student Accounts and added to the student's outstanding balance with Macalester College.
Purchase Requisition Form
This for is used to request purchases that require a purchase order number.
Signature Form
This form is used to document signatures of individuals that approve purchase requistions, invoices and journal vouchers.
Travel Expense Documentation
Refer to these IRS pub 463 guidelines when reporting on meals, entertainment, transportation, mileage, conference expenses, hotel and airfare charges.
Travel/Cash Advance Request
This form is used to request a travel advance or cash advance.
Travel Expense Report (mileage 58.5 cents) July 1, 2008
Form must be completed in Excel for all travel reimbursements, regardless of whether a travel/cash
advance was requested. Use this form for both US and International travel expense reporting. NOTE - You can use this currency conversion calculator.
Travel Expense Report (mileage 55 cents) January 1, 2009
Form must be completed in Excel for all travel reimbursements, regardless of whether a travel/cash
advance was requested. Use this form for both US and International travel expense reporting. NOTE - You can use this currency conversion calculator.
Vendors that Accept Pcards for Payment
Refer to this list for payables vendor we have contacted for verification if they accept credit cards for payment. It is always a good idea to use the pcard when placing your intial order with the vendor.
Wells Fargo Currency Conversion Calculator
Use to convert between foreign currency and US Dollars.
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