Forms

Forms Index

• Adobe PDF Guides
• Accounting
• Cash and Cashiering
• Contracts / Payments
• Reimbursements
• Employee Reimbursements
• Macalester Finance Access and Approvals
• Pcard
• Tax and Taxation
• Training
• Travel
• Vendor Payments

Adobe PDF Guides

• Open a fillable PDF form in Windows (TopDesk)
• Open a fillable PDF form in macOS (TopDesk)
• PDF: Create Adobe digital signature (TopDesk)
• PDF: Sign a PDF with an existing Digital ID using Adobe Acrobat Reader DC (TopDesk)

Accounting

• Journal Entry (JE)
  • (Primary Contact — Accountant)
• More Information — Accounting – Policies, Guidelines and Resources

Cash and Cashiering

• Cash Box Request and Cash Box Return Deposit
  • Primary Contact — Cashier
• Deposit / Department Deposit (to deposit cash and/or checks)
  • Primary Contact — Cashier
• Cash Advance Request and Reconciliation
  • Primary Contact — Accountant
• Petty Cash Reimbursement (less than $50)
  • Primary Contact — Cashier

Contracts/ Payments

• Standard Engagement Contract
  • Primary Contact — Purchasing and Accounts Payable Manager
• More Information — Contracts, Purchasing and Discounts – Policies, Guidelines and Resources

Reimbursements

• Reimbursements for Students, Faculty or Staff

Employee Reimbursements

• Check Request
• Accounts Payable Missing Receipt Declaration
  • Primary Contact — Payables Specialist
• Pcard Missing Receipt Declaration – go to Pcard at Macalester
  • Primary Contact — Pcard Administrator

Macalester Finance Access and Approvals

• Macalester Finance Access & Approval Request
  • Primary Contact — Business Services Systems Manager
• Finance Approval Look-Up Tool (to look up who will need to approve an expenditure. Note: Macalester Log in Required, may require a Chrome/ Incognito window)
• More Information — Macalester Finance Access and Approvals – Policies, Guidelines and Resources

Pcard

• Pcard Forms, Policies, Guidelines and Resources
  • Primary Contact — Pcard Administrator

Tax and Taxation

• Taxable Prize or Award/Gift Form (for Macalester and Non-Macalester Recipients)
  • Primary Contact — Payroll & Tax Manager
• More Information — Tax and Taxation – Policies, Guidelines and Resources

Training

• Staff Training & Development Financial Assistance (Macalester employees may receive financial assistance for courses.)
  • Primary Contact — Accounting (processing for Staff Training)

Travel

• Grant Travel Forms
• Currency Conversion Worksheet (PDF)
• Faculty Travel and Research Funds (FTR)
• Expense Report
• Travel Advance Request
• More Information — Travel Policies, Guidelines and Resources
  • Primary Contact — Purchasing and Accounts Payable Manager

Vendor Payments

• Check Request (Only for Reimbursements, Refunds, Stipends & Donations to Nonprofits)
  • Primary Contact — Payables Specialist
• How to submit an invoice to Accounts Payable (For PAYMENTS to a Vendor, Lecturer, Speaker or Entertainer)
  • Primary Contact — Payables Specialist
• Vendor Direct Deposit / ACH Authorization (For Vendors to COMPLETE.  Vendors, submit a direct deposit / ACH authorization securely for Domestic (US) vendors.)
  • Vendor Direct Deposit Form (PDF)
    • Primary Contact — Payables Specialist
• Vendor W-9  (For Vendors to COMPLETE. Vendors, submit a prepared W-9 or complete a new W-9 and submit securely for Domestic (US) vendors.)
  • Primary Contact — Payables Specialist
• Vendor W-8BEN or W8-BEN-E  For Vendors to COMPLETE.  Vendors, submit a prepared W-8BEN or a W-8BEN-E or complete a new W-8BEN or a W-8BEN-E and submit securely for International vendors.
  • Primary Contact — Payables Specialist
• Standard Engagement Contract (SEC)
  • Primary Contact — Purchasing and Accounts Payable Manager
• Wire Transfer Request (Requests must be made no less than seven days prior to the date which the wire is to be sent.)
  • Primary Contact — Purchasing and Accounts Payable Manager
• More Information — Vendor Payments – Policies, Guidelines and Resources