Form Name Primary Contact

How to open, fill and sign a PDF document

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) Accountant
More Information — Accounting Policies, Guidelines and Resources
 

Cash and Cashiering

Cash Box Request and Cash Box Return Deposit
Department Deposit
Cash Advance Request and Reconciliation Accountant
Petty Cash Reimbursement   (less than $50)
 

Contracts / Payments

Standard Engagement Contract Director of Purchasing, Auxiliaries & Accounts Payable
More Information — Contracts, Purchasing and Discounts Policies, Guidelines and Resources
 

Employee Reimbursements

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

Macalester Finance Access and Approvals

Macalester Finance Access & Approval Request Business Services Systems Manager
Finance Approval Look-Up Tool (Macalester Log in Required, may require an Chrome / Incognito window) 

to look up who will need to approve an expenditure

More Information — Macalester Finance Access and Approvals Policies, Guidelines and Resources
 

Pcard

Pcard Forms, Policies, Guidelines and Resources Pcard Administrator

Reimbursements

 

Tax and Taxation

Taxable Prize or Award/Gift Form

For Macalester and Non-Macalester Recipients

Payroll Manager
More Information — Tax and Taxation Policies, Guidelines and Resources
 

Travel

Currency Conversion Worksheet (PDF) Director of Purchasing, Auxiliaries & Accounts Payable
Faculty Travel and Research Funds (FTR)
Expense Report Director of Purchasing, Auxiliaries & Accounts Payable
Travel Advance Request (PDF) Director of Purchasing, Auxiliaries & Accounts Payable
More Information — Travel Policies, Guidelines and Resources
Grant Travel Forms
 

Vendor Payments

Check Request

Only for Reimbursements, Refunds, Stipends & Donations to Nonprofits

Payables Specialist
How to submit an invoice to Accounts Payable 

for PAYMENTs to a Vendor, Lecturer, Speaker or Entertainer

Payables Specialist
Vendor Direct Deposit / ACH Authorization  For Vendors to COMPLETE.   Vendors, submit a your direct deposit / ACH authorization  securely for Domestic (US) vendors.

Vendor Direct Deposit Form (PDF)

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. 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. Payables Specialist
Standard Engagement Contract Director of Purchasing, Auxiliaries & Accounts Payable
Statement of Services Performed Outside the US (PDF) Director of Purchasing, Auxiliaries & Accounts Payable
Wire Transfer Request

Requests must be made no less than seven days prior to the date on which the wire is to be sent.

Director of Purchasing, Auxiliaries & Accounts Payable
More Information — Vendor Payment Policies, Guidelines and Resources