Please fill out all forms on your computer before printing, so as to minimize any chances of legibility issues. In order for the form links to work, you must be signed into your Trinity Google (T-Mail) account.
In the event that obtaining an approval signature in ink is unreasonably difficult due to time or logistical constraints, an e-mail approval is acceptable. The approval should be printed and attached to the documentation. Should an approver delegate someone else in the department to sign on their behalf, documentation of such appointment should be submitted to Accounts Payable and the designee should sign their name and then add “For (Approver Name)”.
Use this form to request a payment for goods or services when there is not an invoice (invoice payments utilize the invoice stamp). For example, honorarium, business expense reimbursements for employees, guests/business partners, and candidates. This form shall be used for all fund types, including sponsored projects (grant funded accounts) with the exception of student organizations (who will continue to use their current form). This form replaces use of the Requisition form for all payments - the Requisition form shall be used only to request Purchase Orders and Blanket Purchase Orders.
An invoice stamp will be provided to all departments, please contact your department's designated AP Technician if you need one for your department. The stamp is to be used in lieu of the Payment Request Form when the payee provides an invoice - reducing the amount of paperwork to be done. Simply stamp a blank area of the invoice, and include all relevant information (such as BPO/PO number when applicable, GL number, Amount, Approval Signatures). You may stamp multiple times for multiple account allocations. Be sure to add a brief business description if the invoice is unclear (for example, use of acronyms that are not understandable, or use of highly technical language).
Use this form to request an order for goods or services (Purchase Order - PO) or to request a Blanket Purchase Order (BPO).
The purpose of this form is to compensate faculty and contract/professional employee for services performed in addition to their regular responsibilities.
Transfer of funds for correcting expenses already posted (i.e. p-card, vouchers) or supporting another department (i.e. donating funds to support an event).
Budget transfers are only for permanent budget changes, meaning this change will remain in effect for future fiscal years. Budget can only transfer to the same budget category, per Trinity University policy. For example, 54XXX (S&E) to 54XXX (S&E) and 52700 (Student Wages) to 52700 (Student Wages) are allowed. 54XXX (S&E) to 52XXX (Salary) is not allowed.
This form is used to indicate the budget accounts, reason, and fiscal year for which monetary deposits will be applied. In addition to routine deposits, this form must also be used when reimbursing Trinity for any improper purchases made on a p-card or travel card and when returning any remaining funds from a travel advance. Submit the form to the University cashier in Northrup Hall 108 (Student Financial Services Office) along with the check or cash.
Fill out this form when requesting reimbursement for local business mileage. Private car mileage reimbursement for travel should be requested on the Travel Expense Report form. According to the IRS, the mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile, including depreciation, insurance, repairs, tires, maintenance, gas, and oil.
If you are a new employee with a moving expense allowance, fill out this form when requesting reimbursement for mileage related to your move. According to the IRS, the rate for moving expenses is based on the variable costs of operating an automobile, such as gas and oil. Mileage may be submitted for one personal vehicle per employee.
Use this form as a substitute for a receipt only after all other methods of obtaining a copy of the receipt from the vendor have been exhausted.
The card application process is now completely online. Click the link to take you to the card application page and complete the application(s) for the card type(s) you need.
If desired, use this form as a cover sheet to attach to p-card receipts. The form is not required, but provides a simple space to provide the necessary business purpose, attendees, etc. for a p-card expense.
Fill out the form on your computer, print & obtain signatures, and submit to Accounts Payable. Once processed, Accounts Payable will inform you of the Control Number for the trip as well as the due date for the expense report.
Use this excel report to list, reconcile, and request reimbursement for travel expenses. All substantiating documentation, such as the original receipts for which reimbursement is being requested, should be stapled to and submitted with the expense report.
Trinity University, as an educational institution, is exempt from sales and use taxes in the state of Texas. If requested by a vendor, fill out and provide them with this form.
If you are billing an outside entity and they request a W-9 form from Trinity, provide them with this pre-filled form.
Complete and submit this form to the Business Office if you need to move office furniture or equipment from one location to another.