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:

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 Change Request Form

Use:

To request a change to a ProCard's name, account number or limit.

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 Application

Use:

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

Help:

pcard@rit.edu

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:

(585) 475-4905

Form Name:

Correction/Change of Address

Use:

To allow student employees, faculty, and staff to correct or change their address in the payroll system. 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

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

Form Name:

Direct Deposit

Use:

To sign-up, change, or cancel direct deposit of payroll check.

Help:

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

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) 475-2418

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) 475-4905

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) 475-5984

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) 475-5984

Form Name:

Time Sheet

Use:

The RIT Time sheet.

Help:

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

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