William and Mary

Finance Forms & Instructions

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Form Name Department Type Purpose / Description Instructions Contact Phone
W9- Request for Taxpayer Identification Number and Certification Accounts Payable Accounts Payable - Vendor W&M Substitute W9 Request for Taxpayer Identification Number N/A Amber Brown 757-221-2838
W-8BEN Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting (Individuals) Accounts Payable Accounts Payable - Vendor W-8BEN For use by Individuals N/A Amber Brown 757-221-2838
W-8BEN-E Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities) Accounts Payable Accounts Payable - Vendor W-8BEN-E For use by entities. N/A Amber Brown 757-221-2838
Vendor Payment Request Form - Single Invoice Accounts Payable Accounts Payable - Vendor Vendor Payment Request Form (VPRF) N/A Amber Brown 757-221-2838
Vendor Payment Request Form - Multiple Invoices Accounts Payable Accounts Payable - Vendor Vendor Payment Request Form (VPRF) - Multiple Invoices Paying Multiple Invoices Guide 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
Misplaced Original Receipt Certified Declaration Accounts Payable Accounts Payable - Vendor Misplaced Original Receipt Certified Declaration N/A Amber Brown 757-221-2838
Foreign Source Statement Accounts Payable Accounts Payable - Misc. Foreign Source Income Exclusion Statement N/A Amber Brown 757-221-2838
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
Stop Payment Request Form Accounts Payable Accounts Payable - Misc. Stop Payment Request Form NA Sharon Bartley 757-221-2829
COV W-9 DocuSign Accounts Payable Vendor Create COV W-9 Tax Form DocuSign Link N/A Amber Brown 1-2838
W-8BEN DocuSign Accounts Payable Vendor Create W-8BEN DocuSign Link N/A Amber Brown 1-2838
W-8 BEN-E DocuSign Accounts Payable Vendor Create W-8 BEN-E DocuSign Link N/A Amber Brown 1-2838
Honorarium Document Accounts Payable Accounts Payable - Misc. One Time Payment Request for Honorarium N/A Amber Brown 757-221-2838
Deposit Transmittal Bursar Cashiering Deposit Transmittal Deposit Transmittal Instructions Terry Jarrell 757-221-1227
Tuition Deposit Transmittal Form Bursar Cashiering Student Deposit Transmittal Form N/A Terry Jarrell 757-221-1227
Petty Cash Balance Sheet Form Bursar Cashiering Petty Cash Balance Sheet Form N/A Terry Jarrell 757-221-1227
Student Account Refund Request Form Bursar Student Accounts Online Request for Student Account Refund 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
Student Account Stop Payment/Reissue Request Bursar Student Accounts Student Account Stop Payment/Reissue Request Form N/A Student Accounts 757-221-1220
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. Terry Jarrell 757-221-1227
Non-Travel Advance Request Form Bursar Receivables & Collections Non-Travel Advance Request Form N/A Terry Jarrell 757-221.1227
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
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
Banner Index Create Form Data Control Data Control Banner Index Create Form N/A 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
FUPLOAD Template with FOATEXT Data Control Data Control FUPLOAD Template with FOATEXT 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 Cash Form VIMS Data Control Data Control VIMS Cash Receipts and Disbursements Form N/A Sherry Berry Joyner 757-221-2835
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
Fuel Card Log and Payment Form Disbursements Disbursements Fuel Card Log and Payment Form N/A Sharon Bartley 757-221-2829
Voyager Dispute Form Disbursements Disbursements US Bank Account Dispute Form N/A Sharon Bartley 757-221-2829
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- 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- Trade-In of a Fixed Asset form Fixed Assets Fixed Assets Equipment Transaction Requested- Trade-In of a Fixed Asset form N/A Sherree Walker 757-221-2834
Wirelss Equipment Surplus Transaction Form Fixed Assets Fixed Assets Wirelss Equipment Surplus Transaction Form N/A Sherree Walker 757-221-2834
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
Manual Timesheet Payroll Payroll Manual Timesheet N/A Simonne Vance 757-221-2844
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
Payroll Deduction Authorization Form Travel Payroll Payroll Deduction Authorization Form N/A Simonne Vance 757-221-2844
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
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
Corporate Travel Card Agreement Travel Travel Employee Paid (Individual Liability) Travel Card Employee Agreement N/A LaDonna Brown 757-221-2836
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
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
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
Hotel Addendum Procurement Contract Addendum to hotel's terms and conditions N/A Procurement Services 757-221-3952
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
Speaker/Presenter Agreement 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
Standard Contract Form Addendum Procurement Contract To be used in conjunction with contractor agreement N/A Procurement Services 757-221-3952
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
UPS New Account / Update Form Procurement Procurement UPS new account set up or update request N/A Procurement Services 757-221-3952
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
SPCC Business Meal Form Procurement SPCC TBA N/A Laken Marley 757-221-2513
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
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
Contract Form Addendum - IT Procurement Contract To be used in conjunction with contractor agreement N/A Procurement Services 757-221-3952
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
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
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