William and Mary

Finance Forms & Instructions

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Form Name Department Type Purpose / Description Instructions Contact Phone
2020 W-4 to Banner Self Service Payroll Payroll Instructions for entering your W-4 in Banner Self Service Instructions for entering your W-4 in Banner Self Service Simonne Vance 757-221-2844
Acknowledgement of Financial Responsibility Form Bursar Receivables & Collections Acknowledgement of Financial Responsibility Required of all online MBA, MSBA, and Graduate Education students upon enrollment in their program, and by employees when requesting a Travel Advance through Chrome River. Karen Donley 757-221-1227
Bank of America SPCC Application Procurement SPCC Required to request a Small Purchase Charge Card (SPCC) Guide to Complete SPCC Application Using DocuSign Brandon La Dieu 757-221-2840
Banner Cash Form VIMS Data Control Data Control VIMS Cash Receipts and Disbursements Form N/A Sherry Berry Joyner 757-221-2835
Banner Cash Form W&M Data Control Data Control W&M Cash Receipts and Disbursements Form N/A Sherry Berry Joyner 757-221-2835
Banner Index Create Form Data Control Data Control Banner Index Create Form N/A Sherry Berry Joyner 757-221-2835
Budget Transfer Request Budget Transfers Transfer of budget from one index or account to another. First, VERIFY budget is available from account being transferred. Please obtain proper signatures before submitting to Budget. Debbie Babb 1-1470
Catering Contract Coversheet - Lodging Travel Travel This form is used to review contract information and ensure compliant with current travel and local fund policies. N/A LaDonna Brown 757-221-2836
Catering Contract Coversheet - Per Diem Travel Travel This form is used to review contract information and ensure compliant with current travel and local fund policies. N/A LaDonna Brown 757-221-2836
Change in Budget Allocation Budget Budget Request to change budget allocation. Please obtain all signatures needed prior to submitting to the Budget Office. Debbie Babb 1-1470
Deposit Transmittal Bursar Cashiering Deposit Transmittal Deposit Transmittal Instructions Karen Donley 757-221-1227
Duplicate W-2 Request Form Payroll Payroll Employee Request for Duplicate W-2 Form N/A Simonne Vance 757-221-2844
Earning Statement Request Form Payroll Payroll Earning Statement Request N/A Simonne Vance 757-221-2844
Equipment Transaction Requested Surplus - Additional Sheets Fixed Assets Fixed Assets Surplus Sheets Use as needed Chris Morgan 757-221-2055
Equipment Transaction Requested- Requesting Items from Surplus Fixed Assets Fixed Assets Equipment Transaction Requested- Requesting Items from Surplus N/A Sherree Walker 757-221-2834
Equipment Transaction Requested- Surplus & Room Changes Fixed Assets Fixed Assets Equipment Transaction Requested- Surplus & Room Changes N/A Sherree Walker 757-221-2834
Equipment Transaction Requested: Departmental Transfer Fixed Assets Fixed Assets Transfer equipment to another department DocuSign document Chris Morgan 757-221-2055
Equipment Transaction Requested: Location Change Fixed Assets Fixed Assets Transfer equipment to another location DocuSign document Chris Morgan 757-221-2055
Equipment Transaction Requested: Surplus and Disposal Fixed Assets Fixed Assets Surplus or Disposal of Equipment DocuSign document Chris Morgan 757-221-2055
Equipment Transaction Requested: Transfer to Employee's Home Fixed Assets Fixed Assets Transfer equipment to employee's home Docusign document Chris Morgan 757-221-2055
Foreign Source Statement Accounts Payable Accounts Payable - Misc. Foreign Source Income Exclusion Statement N/A Amber Brown 757-221-2838
Fuel Card Log and Payment Form Travel Disbursements Fuel Card Log and Payment Form N/A LaDonna Brown 757-221-2836
FUPLOAD Template Data Control Data Control FUPLOAD Template N/A Sherry Berry Joyner 757-221-2835
Hotel Addendum Procurement Contract Addendum to hotel's terms and conditions N/A Procurement Services 757-221-3952
Human Subject Payment Log (HSPL) Accounts Payable Accounts Payable - Misc. Use when payment to human subject(s) is $50 or less. N/A Amber Brown 757-221-2838
Human Subject Payment Voucher 1 (HSPV1) Accounts Payable Accounts Payable - Misc. Use when payment to human subject(s) is $51 to $100. N/A Amber Brown 757-221-2838
Human Subject Payment Voucher 2 (HSPV2) Accounts Payable Accounts Payable - Misc. Use when payment to human subject(s) is $101 or greater. N/A Amber Brown 757-221-2838
Independent Contractor Assessment Procurement Contract This assessment will provide support for classifying individuals as an independent contractor or employee and should be completed prior to on-boarding a proposed independent contractor. EXCEPTIONS: Jr Mentees, Mentors, Referees buyW&M -Independent Contractor Request User Guide Procurement Services 757-221-3952
Journal Voucher Form W&M and VIMS Data Control Data Control Journal Voucher Form W&M and VIMS JV Form Instructions Sherry Berry Joyner 757-221-2835
Labor Redistribution Form with Examples Data Control Data Control Labor Redistribution Form with Examples N/A Sherry Berry Joyner 757-221-2835
Manual Timesheet Payroll Payroll Manual Timesheet N/A Simonne Vance 757-221-2844
Misplaced Original Receipt Certified Declaration Accounts Payable Accounts Payable - Vendor Misplaced Original Receipt Certified Declaration N/A Amber Brown 757-221-2838
Non-Travel Advance Request Form Bursar Receivables & Collections Non-Travel Advance Request Form N/A Karen Donley 757-221.1227
Payroll Deduction Authorization Form Travel Payroll Payroll Deduction Authorization Form N/A Simonne Vance 757-221-2844
Petty Cash Balance Sheet Form Bursar Cashiering Petty Cash Balance Sheet Form N/A Karen Donley 757-221-1227
Post 9/11 GI Bill (Chapter 33) Promissory Note Bursar Student Accounts Post 9/11 GI Bill ® (Chapter 33) Promissory Note N/A Student Accounts 757-221-1220
Sole Source Approval Request Procurement Procurement This form must be completed by the requesting department, and must accompany all requests for sole source or proprietary purchases. Guide to Complete Sole Source Form Using DocuSign Procurement Services 757-221-3952
SPCC Business Meal Form Procurement SPCC TBA N/A Brandon La Dieu 757-221-2840
Speaker Addendum Procurement Contract To be used in conjunction with speaker agreement N/A Procurement Services 757-221-3952
ST-12 - VIMS Accounts Payable Tax VIMS ST-12 tax exemption form Complete and send to applicable vendor Amber Brown 757-221-2838
ST-12 -William & Mary Accounts Payable Tax William & Mary ST-12 tax exemption form Complete and send to applicable vendor Amber Brown 757-221-2838
Standard Contract Form Addendum Procurement Contract To be used in conjunction with contractor agreement N/A Procurement Services 757-221-3952
Stop Payment Request Form Accounts Payable Accounts Payable - Misc. Stop Payment Request Form NA Amber Brown 757-221-2838
Student Account Course Fee Opt-Out Request Bursar Student Accounts Student Course Fee Opt-Out Request Course/Class Fee Opt-Out Information Student Accounts 757-221-1220
Student Account Refund Request Form Bursar Student Accounts Online Request for Student Account Refund N/A Student Accounts 757-221-1220
Student Account Stop Payment/Reissue Request Bursar Student Accounts Student Account Stop Payment/Reissue Request Form N/A Student Accounts 757-221-1220
Title IV Authorization Form Bursar Student Accounts Title IV Authorization Form This form allows you to update your responses to whether or not you would like to authorize W&M to pay non-institutional charges or up to $ 200.00 in prior year balances with Federal Title IV Aid (loans/grants) Student Accounts 757-221-1220
Tuition Deposit Transmittal Form Bursar Cashiering Student Deposit Transmittal Form N/A Karen Donley 757-221-1227
University Relocation Stipend Agreement Travel Travel University Relocation Stipend Agreement Offering New Employees a Relocation Stipend in Lieu of Reimbursements or Direct Support for Moving & Relocation Expenses LaDonna Brown 757-221-2836
Voyager Dispute Form Travel Disbursements US Bank Account Dispute Form N/A LaDonna Brown 757-221-2836
W&M W9 Form Accounts Payable Tax William & Mary W9 form N/A Tax Office N/A
William & Mary & VIMS Credit Information Sheets Accounts Payable Accounts Payable - Misc. William & Mary and VIMS Credit Information Sheets Send this form when a vendor requests a credit application to be completed Amber Brown 757-221-2838
Wire Transfer Request: Instructions, Input Page and Wire Accounts Payable Accounts Payable - Vendor Wire Transfer Request: Instructions, Input Page and Wire N/A Amber Brown 757-221-2838
Wireless Communication Device Employee Stipend Request Procurement Procurement To request a stipend for a wireless communication device (cell phone, mifi, iPad, etc.) N/A Procurement Services 757-221-3952
Wirelss Equipment Surplus Transaction Form Fixed Assets Fixed Assets Wirelss Equipment Surplus Transaction Form N/A Sherree Walker 757-221-2834