Faculty Resources for Accounting
Frequently Used Policies and Procedures
Information on travel (including approval, international travel, reimbursement amounts, lodging reimbursement, motor pool, transportation authorization, travel cards, purchasing cards, personal funds, group travel, driving, as well as alternative lodging options), business meals, honorarium payments and other costs, state purchases, signatures on grants/awards, office supply purchases, and other miscellaneous frequently asked questions.
- Accounts Payable Direct Deposit Authorization Form
Travel reimbursement and other types of reimbursement payment procedures have changed. The Appropriations Act of the Commonwealth of Virginia now requires the university to reimburse employees through electronic data interchange, i.e. direct deposit. The elimination of paper checks is being mandated to the university because the administrative costs associated with direct deposit to bank accounts are much less than the costs of printing, folding and mailing checks, replacing lost checks and paying bank fees for check processing. Because the state law has changed, the Controller’s Office will not be authorized to reimburse any future travel expenses or other types of reimbursements until an employee has sign up for the direct deposit payment process.
- Reimbursement Request Form for Employee
This form is used for all requests for reimbursement except for travel expenses. This includes meals with candidates, guest speakers, etc. If using this form for this purpose, please list all individuals that attended for which you are claiming reimbursement. Original receipts must be attached. Also, if program funding is to be used, the program director must sign approving the payment BEFORE turning in the form to Doris Shelor. Please be sure to list in detail the purpose of purchasing the item. For books, list if they were purchased for research or teaching; this is a crucial distinction required for the form that is later sent to the Controller's Office. - Reimbursement Request Form for Non-Employee
This form is to be used for students or visitors. It's to be used for all requests for reimbursement except for travel expenses. This includes meals with candidates, guest speakers, etc. If using this form for this purpose, please list all individuals that attended for which you are claiming reimbursement. Original receipts must be attached. Also, if program funding is to be used, the program director must sign approving the payment BEFORE turning in the form to Doris Shelor. Please be sure to list in detail the purpose of purchasing the item. For books, list if they were purchased for research or teaching; this is a crucial distinction required for the form that is later sent to the Controller's Office. - W9 Form
This form is one used to send with the other paperwork to pay guests an honorarium for speaking at Virginia Tech. The form can be faxed or mailed to the individual coming to Virginia Tech to see if the individual is a U.S. citizen or not before an honorarium is discussed.