| 2025 Mobile Device/Internet Service Stipend Authorization Application | | The form to request or renew a stipend for the business use of personal cell phones and/or internet access service in calendar year 2025. This link will redirect to a Help Desk form.
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| 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.
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| 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
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| 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.
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| 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.
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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.
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| 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.
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| 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.
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| Employee/Independent Contractor Questionnaire | Used to determine whether a service provider is classified as employee or independent contractor. No one set of factors is more important than another and all facts and circumstances should be considered when making a classification.
| The department engaging a service provider should contact Accounts Payable or University Tax Services prior to the engagement or performance of service if they are unsure as to the correct classification. This form should be completed by the department and forwarded to University Tax Services for assistance in this determination.
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| Federal Form W-4 | For questions, contact Payroll at 312-362-8692.
| Form to elect Federal Tax Withholdings.
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| Form W-8BEN | This form may be required from a non-U.S. Person (individual) prior to that Person receiving certain payments through Accounts Payable.
| U.S. source payments to non-U.S. individual for services, royalties, gifts, prizes, awards, fellowships, or other tax reportable payments made through Accounts Payable.
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| Form W-8BEN-E | This form may be required from a non-U.S. entity prior to that entity receiving certain payments through Accounts Payable.
| U.S. source payments to non-U.S. entity for services, royalties, rent, or other tax reportable payments.
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| Form W-9 | IRS tax form required from a U.S. Person (individual or business entity) prior to that Person receiving payment through Accounts Payable. You may contact the Accounts Payable department to determine whether a specific vendor has a valid form W-9 on file.
| Payments for services, goods, rent, royalties, gifts, prizes, awards, and other payments through Accounts Payable.
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| General Reimbursement Form | Used to request reimbursements for costs incurred while performing services and traveling on University business. This form is to be completed by employees on behalf of guests, students, or DePaul personnel who do not have access to the BlueSky Expenses module.
| Travel, meals, registration fees, supplies, and other expenses reimbursable per DePaul’s Accountable Plan. |
| Gift Policy Exception Form | To be comp leted if an employee or department wishes to accept a gift from an outside party that exceeds the limits established by the University's Gifts to Employees Policy. | Employees who are uncertain as to whether they may accept a specific gift are encouraged to complete a Gift Policy Exception Form, a Conflict of Interest Certificate of Compliance and/or confer with their supervisor, the Controller's Office, the Office of Compliance and Risk Management and/or the Office of the General Counsel. |
| 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.
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| 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.
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| 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.
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| Honorarium Agreement | Agreement document for guests lecturing on campus.
Click here for further infomation.
| Use this agreement when bringing a guest lecturer on campus, or otherwise hiring a guest lecturer.
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| Illinois Form W-4 | For questions, contact Payroll at 312-362-8692.
| Form to elect Illinois Tax Withholdings.
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| International Honorarium Agreement | If honorarium services are provided by a non-U.S. Person outside U.S. borders, use this agreement to enter into contracts for honorarium services. Click here for further information. | Non-U.S. guest lecturer performing services outside of U.S. borders, including remote/virtual presentations.
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| International Information Form | Employees should provide this form to any non-U.S. person who enters the U.S. and will receive certain payments from the University.
| The non-U.S. person should complete and submit the form so that Accounts Payable can determine their tax status, and which tax forms will need to be completed.
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| Invoice Payment Status | Employees may submit this form to inquire on the payment status of an invoice.
| Vendor states they haven't received payment for an invoice that was submitted to Accounts Payable and is due.
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| Journal Entry Request | Used to correct transactions posted to your financial activity report, to make an internal contribution, and to record revenue and expense between DePaul departments.
| 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
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| 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.
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| 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.
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| ProCard Application | Used to apply for a new ProCard.
| A staff member requires a corporate credit card for regular purchases of business-related expenses.
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| Request a Change Order to a Purchase Order | Used to request changes to a Purchase Order
| Request Purchase Order changes including changing the amount, quantity, fiscal year, distribution lines, purchase requestor name, or request closure.
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| Salary Reallocation Request | Used to reclassify salary and benefit transactions posted to your financial activity report
| Request to move an individual or group of individuals' salary and benefits from one cost center or expense account to another
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| Tax Exemption Certificate Request | Employees may submit this form to request a copy of DePaul's tax exemption certificate be sent directly to a vendor.
| A vendor needs the certificate for their records in order to remove sales tax from certain purchases made by DePaul.
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| Technology Salvage Disposal | Used to remove obsolete technology equipment from your department.
| Remove obsolete technology equipment (laptops, desktops, monitors, printers) from your department.
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| 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.
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| Vendor Information Form | A vendor information form and substitute for W-9 form
| May be completed in lieu of an IRS Form W-9.
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| 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.
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| Wire Transfer | | Payment made to an international vendor requesting that funds be wired, per provisions in a previously established agreement or contract.
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| 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.
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