Commonly Used Financial Forms

Below is a list of forms commonly used for financial applications. While not exhaustive, we hope you'll find what you're looking for. If you see something's missing, let us know!

Vendor Set-up

• W-9 - Required when setting up a non-HLS Employee as a vendor for reimbursement. Fax to Vendor Hotline at 5-3600 after submitting your vendor request
• Foreign National Information Form (FNIF) - Required when setting up a non-HLS Employee who is a foreign national. Fax to Vendor Hotline at 5-3600 after submitting your vendor request
• Zip+Four Look-Up - Required when entering a new vendor or adding a site to a vendor

Reimbursements + Citi Corporate Card + Purchasing Card 

• Employee Reimbursement Form - Required for reimbursements for employees and corporate card payments
• Non-Employee Reimbursement Form - Required for reimbursements to non-employees (guest speakers, visitors, students)
• HLS Meal Reporting Form - When seeking reimbursement or corporate card payment for business meals, as required per IRS reporting policy, use this form to report meal attendees and attach to the UEF
• Missing Receipt Affidavit - Required for missing or inadequate (fax, copy) receipts on reimbursements, corporate card payments, and P-Card reconciliations
• Wire Transfer Form - To wire reimbursement payments to a vendor, enclose this form with the web voucher

Invoices + Payment Requests + Honorariums

• Request for Honorarium, Refund or Payment in Lieu of Invoice Form - If you need to make a payment but cannot obtain an invoice, or need to pay an honorarium/grant or are refunding a vendor, use this form to create an invoice for the payment
• Non-Standard Check Processing Form - To change invoice payment terms, claim a check for pick-up, mark it for special handling, or request emergency same-day service, use this form
• Payment Request Enclosure Form - Include this form, an envelope addressed to the vendor and a copy of your enclosure if you need to send an application, registration form or other kind of enclosure with the payment
• Bank Draft Authorization Form - To have the check cut in a foreign currency, enclose this form with the payment request
• Wire Transfer Form - To wire a payment to a vendor, enclose this form with the payment request

Cash inflow + Credit Vouchers + Gifts

• Credit Voucher Form - Cash and checks must be recorded on the Credit Voucher with the correct coding strings and must be typed. Please submit one CV form per type of note (i.e., one CV for US checks, one CV for cash, one for Canadian bank notes, etc.)
• Gift Transmittal Form - For gifts to HLS, use this form and not a Credit Voucher - you may submit multiple checks per form