William and Mary

Finance Forms & Instructions

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Form Name Department Type Purpose / Description Instructions Contact Phone
Wirelss Equipment Surplus Transaction Form Financial Operations Fixed Assets Wirelss Equipment Surplus Transaction Form N/A Sherree Walker 757-221-2834
Wire Transfer Request: Instructions, Input Page and Wire Financial Operations Accounts Payable - Vendor Wire Transfer Request: Instructions, Input Page and Wire N/A Amber Brown 757-221-2838
W9- Request for Taxpayer Identification Number and Certification Financial Operations Accounts Payable - Vendor W&M Substitute W9 Request for Taxpayer Identification Number N/A Amber Brown 757-221-2838
W-8BEN-E Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities) Financial Operations Accounts Payable - Vendor W-8BEN-E For use by entities. N/A Amber Brown 757-221-2838
W-8BEN Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting (Individuals) Financial Operations Accounts Payable - Vendor W-8BEN For use by Individuals N/A Amber Brown 757-221-2838
Voyager Dispute Form Financial Operations Disbursements US Bank Account Dispute Form N/A Sharon Bartley 757-221-2829
Vendor Payment Request Form - Single Invoice Financial Operations Accounts Payable - Vendor Vendor Payment Request Form (VPRF) N/A Amber Brown 757-221-2838
Vendor Payment Request Form - Multiple Invoices Financial Operations Accounts Payable - Vendor Vendor Payment Request Form (VPRF) - Multiple Invoices Paying Multiple Invoices Guide Amber Brown 757-221-2838
UPS New Account / Update Form Procurement Procurement UPS new account set up or update request N/A Procurement Services 757-221-3952
University Relocation Stipend Agreement Financial Operations Travel University Relocation Stipend Agreement Offering New Employees a Relocation Stipend in Lieu of Reimbursements or Direct Support for Moving & Relocation Expenses LaDonna Jarvis 757-221-2836
Tuition Deposit Transmittal Form Financial Operations Cashiering Student Deposit Transmittal Form N/A Terry Jarrell 757-221-1227
TSRC Waiver Procurement Procurement In the event your requested item is unavailable from the TSRC website and aren’t able to locate your item, please complete the following waiver. Please give 24 business hours for a response prior to ordering. N/A Procurement Services 757-221-3952
Title IV Authorization Form Financial Operations 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
Student Payment Request Check List Financial Operations Accounts Payable -Student Students' Payment Request Check List You must attach a copy of this checklist to all student payment requests, in addition to the award letter. Amber Brown 757-221-2838
Student Account Stop Payment/Reissue Request Financial Operations Student Accounts Student Account Stop Payment/Reissue Request Form N/A Student Accounts 757-221-1220
Student Account Refund Request Form Financial Operations Student Accounts Online Request for Student Account Refund N/A Student Accounts 757-221-1220
Student Account Course Fee Opt-Out Request Financial Operations Student Accounts Student Course Fee Opt-Out Request Course/Class Fee Opt-Out Information Student Accounts 757-221-1220
Stop Payment Request Form Financial Operations Accounts Payable - Misc. Stop Payment Request Form NA Sharon Bartley 757-221-2829
Standard Contract Addendum Procurement Contract TBA N/A Procurement Services 757-221-3952
Speaker/Presenter Agreement Short Form Procurement Contract NOTE: Insurance requirements may vary for this category of service. If primary activity is speaking/listening, no physical activity and no outside equipment. Insurance may be waived N/A Procurement Services 757-221-3952
SPCC Business Meal Form Procurement SPCC TBA N/A Laken Marley 757-221-2513
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
Post 9/11 GI Bill (Chapter 33) Promissory Note Financial Operations Student Accounts Post 9/11 GI Bill ® (Chapter 33) Promissory Note N/A Student Accounts 757-221-1220
Petty Cash Balance Sheet Form Financial Operations Cashiering Petty Cash Balance Sheet Form N/A Terry Jarrell 757-221-1227
Payroll Deduction Authorization Form Financial Operations Payroll Payroll Deduction Authorization Form N/A Simonne Vance 757-221-2844
Non-Travel Advance Request Form Financial Operations Receivables & Collections Non-Travel Advance Request Form N/A Terry Jarrell 757-221.1227
Misplaced Original Receipt Certified Declaration Financial Operations Accounts Payable - Vendor Misplaced Original Receipt Certified Declaration N/A Amber Brown 757-221-2838
Manual Timesheet Financial Operations Payroll Manual Timesheet N/A Simonne Vance 757-221-2844
Labor Redistribution Form with Examples Financial Operations Data Control Labor Redistribution Form with Examples N/A Sherry Berry Joyner 757-221-2835
Journal Voucher Form W&M and VIMS Financial Operations Data Control Journal Voucher Form W&M and VIMS JV Form Instructions Sherry Berry Joyner 757-221-2835
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 Independent Contractor Assessment User Guide Procurement Services 757-221-3952
Human Subject Payment Voucher 2 (HSPV2) Financial Operations Accounts Payable - Misc. Use when payment to human subject(s) is $101 or greater. N/A Amber Brown 757-221-2838
Human Subject Payment Voucher 1 (HSPV1) Financial Operations Accounts Payable - Misc. Use when payment to human subject(s) is $51 to $100. N/A Amber Brown 757-221-2838
Human Subject Payment Log (HSPL) Financial Operations Accounts Payable - Misc. Use when payment to human subject(s) is $50 or less. N/A Amber Brown 757-221-2838
Hotel Addendum Procurement Contract Addendum to hotel's terms and conditions N/A Procurement Services 757-221-3952
Honorarium Procurement Contract An honorarium is a one-time payment granted in recognition of a special service or distinguished achievement for which no expectation of payment exists between the recipient and William & Mary. N/A Procurement Services 757-221-3952
Guests, Speakers, and Performing Artists Addendum Procurement Contract Payment to an individual who is not an employee of William & Mary coming to speak to a public audience where any portion of the engagement (ie. fees, travel, etc.) was negotiated N/A Procurement Services 757-221-3952
FUPLOAD Template with FOATEXT Financial Operations Data Control FUPLOAD Template with FOATEXT N/A Sherry Berry Joyner 757-221-2835
Fuel Card Log and Payment Form Financial Operations Disbursements Fuel Card Log and Payment Form N/A Sharon Bartley 757-221-2829
Foreign Source Statement Financial Operations Accounts Payable - Misc. Foreign Source Income Exclusion Statement N/A Amber Brown 757-221-2838
FedEx New Account and Update Form Procurement Procurement New FedEX account or update form request needs to be emailed to stategov@fedex.com N/A Procurement Services 757-221-3952
eVA User access application Procurement eVA To obtain access to the e-procurement system for ordering goods/services. eVA DocuSign User Application Guide John Dixon 757-221-3957
Equipment Transaction Requested- Trade-In of a Fixed Asset form Financial Operations Fixed Assets Equipment Transaction Requested- Trade-In of a Fixed Asset form N/A Sherree Walker 757-221-2834
Equipment Transaction Requested- Surplus & Room Changes Financial Operations Fixed Assets Equipment Transaction Requested- Surplus & Room Changes N/A Sherree Walker 757-221-2834
Equipment Transaction Requested- Requesting Items from Surplus Financial Operations Fixed Assets Equipment Transaction Requested- Requesting Items from Surplus N/A Sherree Walker 757-221-2834
Earning Statement Request Form Financial Operations Payroll Earning Statement Request N/A Simonne Vance 757-221-2844
Duplicate W-2 Request Form Financial Operations Payroll Employee Request for Duplicate W-2 Form N/A Simonne Vance 757-221-2844
Deposit Transmittal Financial Operations Cashiering Deposit Transmittal Deposit Transmittal Instructions Terry Jarrell 757-221-1227
Corporate Travel Card Agreement Financial Operations Travel Employee Paid (Individual Liability) Travel Card Employee Agreement N/A LaDonna Jarvis 757-221-2836
Consultant Approval Request Procurement Contract A professional who provides professional or expert advice in their area of expertise on a temporary basis for a fee. N/A Procurement Services 757-221-3952
Change in Budget Allocation Budget Budget Request to change budget allocation. Please obtain all signatures needed prior to submitting to the Budget Office. Jacob Long 1-2516
Catering Contract Coversheet - Per Diem Financial Operations Travel This form is used to review contract information and ensure compliant with current travel and local fund policies. N/A LaDonna Jarvis 757-221-2836
Catering Contract Coversheet - Lodging Financial Operations Travel This form is used to review contract information and ensure compliant with current travel and local fund policies. N/A LaDonna Jarvis 757-221-2836
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. Jacob Long 1-2516
Banner Index Create Form Financial Operations Data Control Banner Index Create Form N/A Sherry Berry Joyner 757-221-2835
Banner Cash Form W&M Financial Operations Data Control W&M Cash Receipts and Disbursements Form N/A Sherry Berry Joyner 757-221-2835
Banner Cash Form VIMS Financial Operations Data Control VIMS Cash Receipts and Disbursements Form N/A Sherry Berry Joyner 757-221-2835
Bank of America SPCC Application Procurement SPCC Required to request a Small Purchase Charge Card (SPCC) Guide to Complete SPCC Application Using DocuSign Laken Marley 757-221-2513
Acknowledgement of Financial Responsibility Form Financial Operations 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. Terry Jarrell 757-221-1227