Forms

Note: To process all types of journal entries complete the Excel template. For restricted object codes (refer to instructions), send template to postmyje@rit.edu with a request to complete the upload.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

Oracle Financial Applications Access Request

Use:

To gain access to on-line capabilities, in the General Ledger, AR, AP, Procurement and Fixed Assets modules used for inquiry and reporting.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

Special Project and Designated Fund Set-Up Form

Use:

To request a special project account #10XXX or designated fund #15XXX - #17XXX. For more information, Special Project and Designated Fund Information

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Accounts Payable

Form Name

Use

Help

Form Name:

Cellular Reimbursement Justification

Use:

To be completed each fiscal year in support of a cell phone reimbursement request by providing a detailed explanation of the reason (e.g., business purpose) an employee requires a cell-phone/PDA to conduct RIT business outside of regular business hours.

Help:

(585) 475-2418

Form Name:

Delegation of Approval Authority Certificate

Use:

This process is completed online in Oracle Self-Serve. To provide new or updated signature authority for employees authorized to approve Invoice Payment Forms, Travel Expense Reports, and Requisitions, follow these instructions.

Help:

(585) 475-4900

Form Name:

Direct Deposit Authorization AP

Use:

To authorize the direct deposit of a reimbursement into an employee's checking or savings account.

Help:

(585) 475-7221

Form Name:

GRA Payment Request (Semesters)

Use:

To request stipend payments for Graduate Research Assistants.

Help:

(585) 475-4905

Form Name:

Invoice Payment

Use:

Payments to vendors for items not purchased on a purchase order.
Travel cash advances for RIT employees.
Travel reimbursements for non-RIT employees. Cash advances > $50.00

Help:

(585) 475-5580

Form Name:

Mileage Reimbursement Worksheet

Use:

To calculate amount due to traveler (student or non-RIT employee) for use of personal automobile for business travel. Attach to Invoice Payment Form for reimbursement. (To reimburse an employee for mileage, use RIT Expense Reimbursement Application.)

Help:

(585) 475-5580

Form Name:

Participant Agreement and Payment Request Form

Use:

Used to document the participant's understanding and agreement with the program requirements, conditions applicable to their participation, and to process participant stipend/subsistence allowance payments.

Help:

(585) 475-4905

Form Name:

Pre-Approval to Engage Independent Contractor Services

Use:

Used to initiate independent contractor services. This is the pre-approval form and it must be completed and attached to a RIT Service Center (RSC) Service Request before the services are received.

Help:

(585) 475-5000

Form Name:

Reconciliation Form for Payments Made to Human Subject

Use:

Used to reconcile payments made to human subjects.
To request an advance for funds use an Invoice Payment Form.

Help:

(585) 475-2418

Form Name:

Request for Taxpayer Identification Number & Certification (Form W-9)

Use:

To request for taxpayer identification number and certification. This form must be completed and attached to a RIT Service Center (RSC) Service Request before request can be processed.

Help:

(585) 475-5000

Form Name:

Statement for Services Performed Outside the United States

Use:

To certify country location of work performed by the payee for tax withholding purposes.

Help:

(585) 475-5582

Form Name:

Statement of Citizenship

Use:

To determine whether or not the payee is a U.S. Citizen for tax withholding purposes.

Help:

(585) 475-5582

Form Name:

Supplier Setup

Use:

Setup vendors/suppliers not yet in Oracle. This form must be completed along with a W-9 form, and Vendor Set-up form and attached to a RIT Service Center (RSC) Service Request before the request can be processed.

Help:

(585) 475-4900

Form Name:

Travel Expense

Use:

Reimburse employees for travel related expenses involving airline travel or an overnight stay.

Help:

(585) 475-7221

Form Name:

Travel Expense (Non-Employee)

Use:

Reimburse non-employees for travel related expenses involving airline travel or an overnight stay.

Help:

(585) 475-7221

Form Name:

Wire Payment Form

Use:

Request to wire payment directly to payee bank account, usually restricted to foreign individuals/vendors.

Help:

(585) 475-2418

Accounts Receivable

Form Name

Use

Help

Form Name:

Adjustment Request

Use:

To request a credit memo, adjustment or a write off of an invoice in the Oracle Accounts Receivable system.

Help:

(585) 475-5452

Fixed Assets

Form Name

Use

Help

Form Name:

Property Control Additions / Deletions / Changes

Use:

To inform Property Control of the change in status of an asset.

Help:

(585) 475-4933

Form Name:

Property Removal

Use:

To be presented upon request when removing asset from RIT.

Help:

(585) 475-4933

Form Name:

RIT Capital Equipment Physical Inventory Certification

Use:

Submitted after annual capital equipment physical inventory is uploaded to Oracle.

Help:

(585) 475-4933

Form Name:

RIT Capital Equipment Fabrication Request

Use:

To advise/receive authorization from Property Control to fabricate a piece of capital equipment.

Help:

(585) 475-4933

Payroll

Form Name

Use

Help

Form Name:

Additional Payment
This is an Oracle Online Application

Use:

To process payments to exempt (salaried) employees for work over and above base salary.

Additional payments may be made to non-exempt (hourly) employees for extra effort, spot award or job related prize only.

Help:

Human Resources

Form Name:

Correction/Change of Address
This is an Oracle Online Application

Use:

Once Logged in to Oracle self-service https://myinfo.rit.edu you will find your address under My Personal Demographic and Contact Information. Students must also update their address in SIS in order for the change to be permanent.

Help:

(585) 475-2381
(585) 475-2382

Form Name:

Cellular Phone & Internet Service Allowance

Use:

To request a taxable allowance for an employee to defray the cost of home internet and/or cellular phone service used for business purposes.

Help:

(585) 475-2381
(585) 475-2382

Form Name:

Cellular Phone Allowance - Finance & Administration Division

Use:

To request a taxable allowance for Finance & Administration employees to defray the cost of cellular phone service used for business purposes.

Help:

(585) 475-2381
(585) 475-2382

Form Name:

Direct Deposit

Use:

Once Logged in to Oracle self-service https://myinfo.rit.edu you can add or update your payroll direct deposit accounts at RIT Employee Self-Service: My Banking Information

Help:

payroll@rit.edu

Form Name:

Employee Action

Use:

To initiate any action regarding RIT faculty and staff employees (non-student) such as hire, termination, change in status, rate increase, new salary distribution, etc.

Help:

Human Resources

Form Name:

Gifts Given Form

Use:

To report gifts (tangible or cash equivalent) to employees, students, and non-employees.

Help:

(585) 475-6909

Form Name:

Federal Form W-4

Use:

To claim federal tax exemptions.

Help:

(585) 475-2381
(585) 475-2382

Form Name:

Moving Expense with Instructions

Use:

To apply for compensation for expenses incurred during moving.

Help:

(585) 475-5582

Form Name:

NY IT-2104

Use:

To claim state tax exemptions.

Help:

(585) 475-2381
(585) 475-2382

Form Name:

Oracle Online Payroll Change Request

This is an Oracle Online Responsibility accessed under: https://mybiz.rit.edu For students and co-op employees only. To initiate payroll adjustments for missed hours in a prior pay period.

Use:

(585) 475-2381
(585) 475-2382

Help:

Form Name:

Payroll Change Form

Use:

To initiate payroll adjustments for earnings or pay codes for a prior pay period for an RIT non-exempt hourly staff member.

(585) 475-2381
(585) 475-2382

Help:

Hel

Form Name:

Reserved Parking Salary Reduction

Use:

This is an online application and may be viewed by clicking here.

Help:

Parking Office

Form Name:

Tiger Bucks

Use:

This is an online application. You may choose payroll deduction.

Help:

(585) 475-2381
(585) 475-2382
(585) 475-5000

Form Name:

Timecard Change Form

Use:

When adding a punch or changing an existing punch in a CURRENT pay period.

Help:

(585) 475-2381
(585) 475-2382

Form Name:

Timesheet

Use:

The RIT Timesheet

Help:

payroll@rit.edu

Procurement Card

Form Name

Use

Help

Form Name:

PCard - Cardholder Agreement Form

Use:

Procurement Card cardholder agreement form.

Help:

pcard@rit.edu

Form Name:

PNC Billing Inquiry Form

Use:

To request information on an item on a PNC statement.

Help:

pcard@rit.edu

Form Name:

PNC ProCard Monthly Certification Form

Use:

Must be attached to your monthly Procurement Card statement & returned to Accounting.

Help:

pcard@rit.edu

Form Name:

PNC ProCard Monthly Log

Use:

Monthly log for tracking Procurement Card purchases.

Help:

pcard@rit.edu

Form Name:

PNC Procurement card limit change request

Use:

To request a change to a Procurement card's limit.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

Ask a PNC Procurement Card general question

Use:

General questions for PNC Procurement Card or Active Pay.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

PNC Procurement Card Application - New Individual Card

Use:

To apply for a new individual RIT Procurement Card.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

PNC Procurement Card Application - New Department Card

Use:

To apply for a new department RIT Procurement Card.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

PNC Procurement Card Application - Replacement Card

Use:

To apply for a replacement individual or department RIT Procurement Card.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

PNC Procurement Card Application - Card Cancellation

Use:

To request for an individual or department RIT Procurement Card to be cancelled.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

PNC Procurement Card - International Purchase Restriction Release

Use:

To request an international procurement card purchase restriction release.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

PNC Procurement Card - Add Account Combination to Active Pay

Use:

To request the addition of account combinations to PNC Active Pay.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

PNC Procurement card default account number change

Use:

To request a change to a Procurement card's default account number listed in Active Pay.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

PNC Procurement Card - card proxy change

Use:

To request a Procurement card proxy change.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

PNC Procurement Card - cardholder change

Use:

To request a change in cardholder for Procurement card.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Form Name:

PNC Procurement card - card name change

Use:

To request a change to a Procurement card's name embossed on card.

Help:

RIT Service Center - RIT self-service portal or (585)-475-5000

Other Areas

Form Name

Use

Help

Form Name:

Deposit ID

Use:

To deposit funds into an RIT general ledger account. Please order forms from the HUB.

Help:

Accounting Operations

Form Name:

Digital Den Chargeback

Use:

To place departmental orders at the Digital Den.

Help:

(585) 475-2505

Form Name:

Grant Procurement Approval

Use:

For a PI to approve a purchase made on a departmental procard.

Help:

(585) 475-7762

Form Name:

Java Wally's Chargeback

Use:

To place catering orders for Java Wally's.

Help:

(585) 475-4770

Form Name:

Petty Cash

Use:

To reimburse students for small dollar business expenditures less than $50.00. Please order forms from the HUB.

Help:

Accounting Operations

Form Name:

Student Employment Hire

Use:

To initiate action to hire an RIT student.

Help:

SEO

Form Name:

Student Employment Payroll Change

Use:

To initiate student changes for merit increases, account number changes, rate changes for co-ops, extension of employment and date, re-class of title, etc.

Help:

SEO