| Asset Transfer | Used to report the transfer of fixed assets due to an organizational change, office relocation, or any other exchange. | A department is locating from one building to another and is moving existing furniture, computers, etc. to the new building. |
| Bid Documentation Form | Purchases over $25,000 require this form documenting a competitive bid or the basis for not bidding.
| If you have a single purchase, or multiple purchases, that exceed $25,000 in total, you must complete this form |
| Budget Transfer Request | Used to change a budget within one department and transfer budget between departments. Requests are made throughout the fiscal year to the original Board approved budget. | Provide budget leverage to another department to support an upcoming campus event or to move budget between expense accounts within one departments budget. |
| Capital Project Budget Transfer Request |
Used to establish a new capital budget to fund capital improvement, significant equipment purchases or construction. Note, Capital Budget Requests typically require a Budget Change Request that provides funding for the new project.
|
This
form must be completed to transfer budget from one Capital Project to
another. It can also be used to transfer budget to a Capital Project
from an operating department, or vice versa. Approval from the project
manager or budget manager relinquishing funding is required, and should
be attached as support.
|
| Conflict of Interest |
To disclose potential appearances of conflicts to protect the University's interests, assets, and resources held by employees with decision-making authority and/or influence. To obtain the most recent Conflict of Interest Certification form contact conflict_of_interest@depaul.edu.
| Examples of conflicts of interest may include: 1) Purchasing decisions - accepting gifts from vendors, or purchasing goods or services from a relative or organization in which the Employee has a financial or management interest. 2) Outside work - working for another organization that interferes with DePaul work. 3) Use of DePaul's resources - excessive use of telephones, supplies, equipment, etc. for personal use or non-DePaul related work. |
| Employee Relocation Reimbursement | | New employees who have been offered relocation assistance use this form
to request reimbursement for relocation expenses.
Completed reimbursement forms, offer letters (indicating approved
relocation assistance amount), and all original receipts must be
submitted to the Vice President's or Dean's Office of the employee's
Department or College. The VP's/Dean's Office will forward this
information to Payroll Services for processing. |
| Federal Form W-4 | For questions, contact Payroll at 312-362-8692. | Form to elect Federal Tax Withholdings.
|
| Form W-8BEN | This form must be completed by any non-U.S. person prior to that Person receiving payment through Accounts Payable. | Use for non-U.S. person through DePaul University and Accounts Payable. |
| Form W-9 | Contact the Accounts Payable Department to determine whether a specific vendor has a valid form W-9 on file.
| In order to receive pament through
Accounts Payable each vendor or service provider must have a valid Form
W-9 on file with the Accouns Payable Department.
|
| General Reimbursement Form | For costs incurred while performing services and traveling on University business by employees and University guests. | Local travel such as mileage reimbursements or work-related lunches and dinners, or traveling out-of-state or overseas. |
| Gift Transmittal |
Per University policy, all charitable gifts must be processed in the Office of Advancement. A separate Transmittal Form can be attached to each gift. Please submit completed forms to the Office of Advancement. For questions, contact the Office of Advancement, Gift Processing: Karin Carerro 312-362-6362
| The form is used to convey donor
information to the Office of Advancement for donor receipting purposes
and to request the appropriate department for deposit.
|
| Gifts and Prizes Pre-Authorization | Used to obtain and document appropriate Academic or Administrative Officer approval prior to purchasing gifts or prizes. | Purchasing gifts and prizes for cash and cash equivalent transact ions of any value for employees, cash and cash equivalent transactions greater than $75 for non-employees and all non-cash transactions greater than $75. |
| Gifts and Prizes Reporting | Used to report gifts and prizes recipient information. | Awarding gifts and prizes from the university to an employee or non-employee. |
| Honorarium Agreement | Agreement document for guests lecturing on campus.
| Use this agreement when bringing a guest lecturer on campus, or otherwise hiring a guest lecturer. |
| Illinois Form W-4 | For questions, contact Payroll at 312-362-8692. | Form to elect Illinois Tax Withholdings.
|
| International Honorarium Agreement | If Honorarium Services are provided outside U.S. borders, use this agreement to enter into contracts for honorarium services.
| Use this agreement when bringing a guest lecturer on campus, or otherwise hiring a guest lecturer. |
| International Information Form | he international visitor/ non US person should complete and submit the form to the Accounts Payable Department. | Employees should provide this form to any non US person who will receive any form of payment from the University.
|
| Journal Entry Request | Used to correct transactions posted to your Mobius financial activity report, to make an internal contribution, and to record revenue and expense between DePaul departments. | Include but are not limited to the following: Purchase a table at the music gala, purchase basketball tickets from Athletics, rent conference room space from the Student Center, or correct a miscoded expense from travel to entertainment |
| Membership Authorization Form | DePaul University requires that all employees obtain approval by one of the following: Provost, Executive Vice President, or the President of the University prior to payment or reimbursement of expenses related to memberships to private clubs. | DePaul University requires that all employees obtain approval by one of the following: Provost, Executive Vice President, or the President of the University prior to payment or reimbursement of expenses related to memberships to private clubs. |
| Missing Receipt Form | Used to support Expense Module transactions when a receipt cannot be located.
| An employee who lacks an itemized receipt for a ProCard transaction or reimbursement can complete this form and upload the approved form to the BlueSky Expense Module.
|
| Mobile Device/Internet Service Stipend Authorization Application - Calendar 2023 | | 2023 version. The form to request reimbursement for personal cell phone or mobile device used for business purposes.
|
| ProCard Application | Used to apply for a new ProCard.
| A staff member requires a corporate credit card for regular purchases of business-related expenses. |
| Salary Reallocation Request | Used to reclassify salary and benefit transactions posted to your Mobius financial activity report; employee ID and position number required. | Reallocate salary and benefit expense from one department to another to correct the department or account code. |
| Steps and Important Dates for Mobile Device/Internet | The Mobile Device/Internet Service Stipend should be requested by managers of employees who have opted for the taxable mobile device/internet stipend (rather than a monthly expense reimbursement). | Read about the process and key dates for the mobile device/internet stipend process.
|
| Technology Salvage Disposal | Used to remove obsolete technology equipment from your department.
| Remove obsolete technology equipment (laptops, desktops, monitors, printers) from your department. |
| Vendor ACH/Direct Deposit Enrollment/Change | DePaul University complies with National Automated Clearing House Association (NACHA) regulations. | Vendors and service providers
(non-DePaul employees) should use this form to set up or cancel direct
deposit of Accounts Payable payments into the vendor’s or service
provider’s bank account. |
| Vendor Information Form | A vendor information form and substitute for W-9 form
| A vendor information form and substitute for W-9 form |
| Voucher Payment Request | For non-employee payment to external vendors for services rendered when no invoice is available. | Payment for a musical performer at an event, an honoriarium for a guest speaker or for services provided by a consultant. |
| Wire Transfer | | Payment made to an international vendor requesting that funds be wired, per provisions in a previously established agreement or contract.
|
| Year-End Form | Used to move expense and revenue into the appropriate fiscal year. |
Move current year expense payment related to future year conference into next fiscal year. |