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Forms
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.
Quick List of Forms
Approvals Authorization for Finance
This form is used to add or change approvers, requisitioners and budget view only access for specific budget expenditures.
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 Minnestoa.
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.
Reciprocity Exemption for Non-Employees
This form is used by non-employees that are residents of Wisconsin, North Dakota or Michigan to file exemption from reporting Minnesota entertainer taxes.
Signature Form
This form is used to document signatures of individuals that approve purchase requistions, invoices and journal vouchers.
Standard Engagement Contract for Non-Employees
Access contract through 1600grand on the Business Services tab
This form is used to outline provision of services and to provide payment for non-employees who complete a service or are receiving an honorarium (This includes, but is not limited to Entertainers, Lecturers, and Speakers, Performers, Referees, Technical Support, etc.)
NOTE : Visitors from outside of the United States require additional paperwork and withholding of taxes. If this applies, please contact Employment Services at 651-696-6280 to initiate completion of proper forms in advance of visit. Failure to do so may result in delayed payment.
Refer to reciprocity exemption for non-employees if you are a resident of Wisconsin, North Dakota or Michigan.
Taxable Prize or Award Gift Policy
This 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.
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 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.
Wells Fargo Currency Conversion Calculator
Use to convert between foreign currency and US Dollars.
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