Forms

Many of the following forms may be filled out and printed from your computer using Adobe Acrobat®.

 

Please note – Clicking the “Reload” button or the “Go Back” button on your browser will not clear the form. You may use the “Clear Form” button on the form you are using, or the form will be cleared when you exit Acrobat®.


Authorization to Hold/Release Credit-

This form is to authorize Presbyterian College to hold or release credits from all sources on the student account to pay for future and/or miscellaneous charges. The authorization remains in effect for the entirety of enrollment. The authorization is voluntary and may be rescinded by submitting a written request to the Office of Student Collections.

Check Request –

You may fill out this form using Adobe Acrobat®. Please print a copy for your records as well as the copy to be sent to Accounts Payable.  Use this form when no invoice is available. Please submit this form as soon as the details of the commitment are known. Attach any support documentation you may have for this expenditure. If the payment is to be made to an individual or a new vendor, please submit a completed W9 along with your check request.


Travel and Entertainment Form (T&E) – See also the Travel and Entertainment Policy.

A Travel and Entertainment Form (T&E) must be completed prior to any overnight travel or any travel that will exceed $100 in total expense.

  • Please complete the requester information and budget column and obtain all necessary approvals before arranging travel plans.
  • Within 14 days of travel, complete the Travel and Entertainment form (“Actual Expenses” section) and submit a copy of your completed form:
    • To your budget manager. Include copies of all receipts.
    • To Accounts Payable for out-of-pocket reimbursement. Include original receipts for items to be reimbursed.
    • With your credit card statement. Include original receipts.

Out-of-Pocket Expense Report – (Not to be used for Travel or Entertainment)

You may fill out this form using Adobe Acrobat®. Please print a copy for your records as well as the copy to be sent to the Business Office.  Use this form as a reimbursement request for expenses paid from the employee or student’s personal funds. Please be sure to include a brief yet specific business purpose/description of all expenditures. Also, please attach all invoices, receipts, and any other documentation.  If money is due from the employee/student, please submit payment to the cashier and forward the form to Accounts Payable. If money is due to the employee/student, please submit the form directly to Accounts Payable.


Receipt Verification Form –

This form is to be used only when an invoice, receipt, or other supporting documentation is unavailable. Standard procedure is to submit the original receipt or invoice as backup for purchases. The purchaser should make every effort to get a receipt or other documentation to support the expense. If the missing receipt is for travel or entertainment purposes, please include all IRS required information (who, what, when, where, why).  This entire form must be completed when the originals are not available.


Expenditure Approval Request Form –

Please print a copy for your records as well as the copy to be sent to your officer.  Please submit this form to obtain approval for expenditures $100 or more. Allow adequate lead-time, especially if the vendor needs a check at the time the goods or services are delivered. Obtain an IRS form W9 from individuals and new vendors.  Please see the College’s policy on purchasing for further information.


Campus Services Facility Project Request Form –

You may fill out this form using Adobe Acrobat®. Please print a copy for your records as well as the copy to be sent to Campus Services.  This form may be used to submit requests for facility project approval. For more information, please contact Campus Services (ext. 8304).


Cash Receipt Transmittal –

You may fill out this form using Adobe Acrobat®. Please print a copy for your records as well as the copy to be sent to the cashier in the Business Office.  This form is used when submitting coins, currency, checks and/or money orders for deposit. Complete all sections of the form. Please be sure to record the organization/department code and the account code the funds are to be credited to along with a brief description of the deposit. A receipt will be issued by the cashier for you to compare to your records.


Credit Card Forms

Please click here to access the credit card information and forms page which includes forms such as the Credit Card Application, Receipt Verification form, and the Temporary Limit Increase form.


 

W9 – Request for Taxpayer ID Number (PDF)

The Accounts Payable office needs a taxpayer ID number before writing a check to any individual who is not an employee. Give a W9 to any non-employee who needs to be paid by the College (e.g., speakers, consultants, artists), ask them to fill it in, and return it to you. Submit the form along with their invoice or your check request.  Note that employees can be paid only through payroll, although reimbursement for expenses will come from Accounts Payable. W9s are not needed for expense reimbursement requests.  Printed copies of this form are available in the Accounts Payable office.