Frequently Used Forms
These forms can be filled out online and then printed on a networked printer.
Important Note:
On some forms there are boxes in which you can type multiple lines of text—if you type beyond the borders of the box, the text will not appear when the form is printed. You are limited to the confines of the box.
Please note: All phone extensions start with 508-831-.
| Department & Form Name | Purpose | Contact |
|---|---|---|
| Accounts Payable | ||
| Employee Expense Report | Employees complete expense report online in Workday, search Create Expense Report. | |
| Missing Receipt Statement | Form used for employee’s and students to document missing receipts needed for expense reports | |
| Student Direct Deposit Authorization Form | Provide direct deposit bank details for reimbursement made through WPI Accounts Payable office. | Accountspayable@wpi.edu. |
| Student Non Employee Expense Report |
Exclusively for students who DO NOT have a Workday account for the reimbursement of department projects and travel related expenses. Complete and print the form and obtain the respective department Manager’s approval. Scan the completed approved form and all applicable receipts and email to StudentExpReport@wpi.edu for processing. Note: Employees do not use this form, use Workday to Create Expense Report. |
|
| Student Activities Expense Report |
For reimbursement of Student Activities and Club expenses. Exclusively for students who DO NOT have a Workday account. Complete and print the form and submit with receipts to the Student Treasurer of the organization for approval and then forward to Student Activities Office for approval. Scan the fully approved form and all applicable receipts to StudentExpReport@wpi.edu for processing. Note: Student employees do not use this form, use Workday to Create Expense Report. |
StudentExpReport@wpi.edu |
| Request for Payment Form |
To request payment to a student for awards, stipends and fellowships. Complete and print the form and scan with supporting documentation and email to Accountspayable@wpi.edu. Note: Submit a form for each student – a list of names attached to one form cannot be processed. |
Accountspayable@wpi.edu. |
| Department Payment Request Form |
Use this form to process payment to an “Individual” who is not a WPI student or employee. This includes payments for honorariums, participants, contest winners. This form is required since no true invoice is available and must include payee’s name, address and total amount due. In addition to this form - please include copy of announcement of event, for example: for a speaking event include the flyer of event or email specifying information for payment. After completing the form, create a Supplier Invoice Request in Workday and upload the completed form as an attachment. |
|
| Visitor Expense Report |
This form is to request payment of travel related expenditures to an “Individual” who is not a WPI student or employee and must be supported by receipts for each transaction. The form can be completed by either the individual or department. This form and all receipts must then be uploaded as an attachment to the Supplier Invoice Request created in Workday. |
|
| Cash / Bank Services | ||
| Cash Sale Form | For deposits to student organizations. Departmental deposits are made in Workday, search Cash Sale. | Michelle Pickett, Ext. 5728 |
| Cash Sale Instructions (PDF) | Detailed instructions for making a deposit in Workday. | Michelle Pickett, Ext. 5728 |
| Wire Transfer Information | Attach to Supplier Invoice Request task in Workday when a wire transfer is required. | Michelle Pickett, Ext. 5728 |
| Procurement | ||
| Request for PCard & Cardholder Agreement (PDF) | Request a PCard and terms of PCard agreement | pcardadmin@wpi.edu |
| WPI Procurement Card Guide (PDF) | Provides information about the WPI PCard program and details cardholder responsibilities. | pcardadmin@wpi.edu |
| Supplier Selection Form (PDF) | Required for all purchases $10,000 or greater. Attach to purchase requisition in Workday. | Mike Brunelle, Ext. 6568 |
| Foreign Supplier Registration Form (PDF) |
Foreign Supplier application to do business with WPI. Complete and attach in Workday to “Create Supplier Request” task. Note: W-8BEN or W-8BEN-E must be attached. Link to IRS website is included on page 2 of the form. |
Mike Brunelle, Ext. 6568 |
| Equipment Purchase | Site preparation and delivery requirements for new equipment purchases. | Mike Brunelle, Ext. 6568 |
| Interdepartmental Transfers (IDT), Accounting & Payroll Adjustments | ||
| Interdepartmental Transfer/Journal Entry Form (xlsx) | Use this Excel spreadsheet to record transfer of revenue or expense. This will route through Workday approval queues upon upload by Accounting Office personnel. | accounting@wpi.edu |
| Instructions for Accounting Adjustments and IDT's (PDF) | Accounting adjustments to worktags on Supplier Invoices and Expense Reports can be done by Department Buyers in Workday. Changes to other documents must be made through IDT. Detailed instructions for both are included here. | accounting@wpi.edu |
| IDT and Accounting Adjustment Approval Instructions (PDF) | Detailed instructions for approving IDT and Accounting Adjustments in Workday | accounting@wpi.edu |
| Prior Payroll Costing Adjustments Form (PDF) | To request payroll costing allocation adjustments on prior pay. | accounting@wpi.edu |
| Business Expense Appeal Form (PDF) | ||
| Payments to Students Forms | ||
| Student Payment Request Form | ||
| Miscellaneous Finance Forms | ||
| Professional Services Agreement (PSA) (PDF) | Complete prior to hiring an independent consultant or contractor | Gabe Johnson, Ext. 4989 |
| Amendment to Professional Services Agreement (APSA) (PDF) | To extend or modify an existing IC form | Gabe Johnson, Ext. 4989 |