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:

Worker Classification Form

Use:

Formerly known as Pre-Approval to Engage Independent Contractor Services. This form is now completed by suppliers during the onboarding process via PaymentWorks or when an exception or renewal is required.

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:

As of April 3, 2023, all new suppliers should be invited to engage with RIT by first completing their setup via PaymentWorks. Any Department User can send an invitation using the "Supplier Setup" link on the left. Please follow this link for more information on this process.

(595) 475-7221

Help:

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:

Certification is routed through Oracle after the annual capital equipment physical inventory is uploaded to Oracle. PDF form is no longer used.

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