Fiscal Services Forms & Instructions

Instructions:

Use the below search box to:

  1. Locate a specific form by typing the name of the form or part of the name.
  2. Find departmental forms by typing the name of the Fiscal Services department.
Form NameForm Type Form Revised DateDepartment Purpose of the Form Instructions Contact
Person/Email
Phone Ext.
Amazon Business GuideJun 2017Purchasing Set-up Guide for initiating a Mason Amazon Business Account. *New users must contact Christopher Mullins for an invitation prior to Set-up. Please contact Christopher Mullins for an invitation to join Mason's Amazon Business AccountChristopher Mullins2580
Authority to Cannibalize Equipment RequestNov 2014Equipment InventoryTo request authority from Fixed Assets to remove parts from one specified item of equipment for use in another specified item of equipment.Cannibalization Instructionsassets@gmu.edu4456
Banner Access RequestMay 2017FASTTo obtain access to the following Banner finance systems: Banner Self-Service, ePrint, MicroStrategy, and/or Banner INB. Banner Access Request Instructionsfast@gmu.edu2574
Banner Modification May 2006FASTTo obtain additional access for those who already have Banner access (this form must be sent by the Banner finance liaison to show their approval). Banner Self-Service Instructionsfast@gmu.edu2574
Cashier’s Office Forms Cashier’s Office
Certification of EligibilityJul 2015International Tax Business and Tourist Visitors (B1, B2, Visa Waiver Statuses) should meet the requirements of the certification in order to receive travel expense reimbursement or honorarium payment.Certificate of Eligibility Instructions Elena Cirmizi5223
Certificate of Foreign Status
(W-8 BEN)
Feb 2014Purchasing & International Tax The form ensures that: (a) payee is not a U.S. person; (b) payee is the beneficial owner of the income for which Form W-8BEN is being provided; and (c) payee has an exception from domestic information reporting and backup withholding for certain types of income.
Failure to provide a Form W-8BEN when requested may lead to withholding at a 30% rate.
W-8 BEN InstructionsElena Cirmizi5223
Certificate of Foreign Status - Entities
(W-8 BEN-E)
Apr 2016Purchasing & International Tax The form ensures that: (a) entity (payee) is not a U.S. person; (b) entity (payee) is the beneficial owner of the income for which Form W-8BEN is being provided; and (c) entity (payee) has an exception from domestic information reporting and backup withholding for certain types of income.
Failure to provide a Form W-8BEN-E when requested may lead to withholding at a 30% rate.
W-8 BEN-Entity InstructionsElena Cirmizi5223
Cost/Price Analysis for Contracted Services
May 2017Purchasing To be completed for all consulting services. Consulting Services InstructionsPurch1@gmu.edu2580
Credit Card Sales ReportMay 2006General Accounting
Credit Card Sales Report - ContinuationMay 2006General Accounting
New Direct Deposit Process for Travel ReimbursementsOct 2015Travel To enable the Travel Office to deposit travel reimbursements into your account. Follow instructions to enable direct deposit of Travel reimbursements Regina Carter2652
Equipment Assignment/LoanNov 2016Equipment InventoryTo authorize the temporary assignment/loan of equipment to faculty or staff. This is particularly important for equipment that is kept at home or frequently removed from the office.Assign/Loan Equipment Instructionsassets@gmu.edu4456
Equipment Loss Nov 2014Equipment InventoryTo report a theft, suspected theft, casualty loss, damage, or other loss of equipment to the Risk Management and Fixed Assets offices.Report Lost or Stolen Equipment Instructionsassets@gmu.edu4456
Equipment Surplus (Workflow Submission ONLY)
Feb 2014Equipment InventoryTo initiate the removal process for unwanted equipment. All university equipment should be disposed through the Central Receiving/Surplus department.

Do not submit Excel form for paper submission. The Excel form should ONLY be used for Workflow submission.
Dispose of Equipment Instructionsassets@gmu.edu2579
or
4456
Externally Funded Fellowship Payment Jan 2014Accounts Payable To pay externally funded fellowships to Mason graduate students.Externally Funded Fellowship Payment Instructions Amy Gillies8773
eVA Login RequestJul 2014FASTTo obtain an account for the eVA system (e-Procurement for VA). eVA Login Request Instructions

eVA Acceptable Use Acknowledgement
fast@gmu.edu2574
Food & Beverage Authorization and PaymentJan 2014Accounts PayableThe form is designed to serve as a multi-purpose document: (1) a pre-event authorization
form, (2) a supplement to the eVA
Order for invoiced events, and (3) a specialized type of Payment Request
form for post-event food & beverage reimbursements.
Food & Beverage Manual 2580
Foreign National InformationJul 2015International Tax To collect basic immigration and personal information required by the Internal Revenue Service (IRS).
It should be completed by foreign nationals receiving any form of payment from Mason.
Foreign National Information InstructionsElena Cirmizi5223
Honorarium Payment Request
Mar 2016Accounts PayableTo request a token payment to a non-Mason employee who does not involve a contract and invoicing is not required.Honorarium Payment InstructionsAccounts Payable Supervisor2670
Inactivate Org ValidationGeneral AccountingTo be completed prior to submitting an Organization/Fund Change Request Form requesting inactivation.
Independent Contractor EvaluationJun 2017Accounts PayableComplete this form whenever a service is to be performed by an individual. The questions are intended to assist departments to determine if an employee relationship is established.Buy Specialized Procurement - Consulting Services InstructionsPurchasing
or
Human Resources
2580
or
2600
Interdepartmental Equipment Transfer Nov 2014Equipment InventoryTo document the transfer of equipment from one department to another and ensure proper recording of the ownership transfer by Fixed Assets.Transfer Equipment Instructionsassets@gmu.edu4456
Journal Voucher Expenditure Recovery May 2006General AccountingUse this form for internal "sales" between "State" funds/orgs or between "Local" funds/orgs.
Journal Voucher Multiple EntryNov 2014General AccountingUse this form for direct expenditure (non-payroll) transactions between “State” funds or orgs or between “Local”funds or orgs.
Journal Voucher Multiple Entry - Federally SponsoredNov 2009General AccountingUse this form for direct expenditure (non-payroll) transactions between "State" funds or orgs.
Journal Voucher Single Entry Jan 2011General AccountingUse this form to transfer non-payroll charges between “State” funds or orgs or between “Local” funds or orgs.
Journal Voucher Single Entry - Federally SponsoredJan 2011General AccountingUse this form to transfer direct expenditure (non-payroll) charges.
Mason Bookstore Charge

May 2013PurchasingFor departmental purchases at the Mason Bookstore. Understand the Procurement Methods - Mason BookstoreQuyen Le2656
New Equipment Location Nov 2016Equipment InventoryTo communicate the proper location and ownership of equipment with Fixed Assets.Acquire New Equipment Instructionsassets@gmu.edu4456
Organization/Fund Change RequestJul 2014General AccountingFund/Organization change request form should be sent to the Budget Office (MSN 2E8) or Fax to 3-8772
Participant Support Allowance Payment Request Jan 2014Accounts PayableTo request support allowance payments to a non-employee participant. The expense must be charged against a sponsored project.Pay Participant Support Accounts Payable Supervisor2670
Patriot Tech Purchase AuthorizationJun 2017PurchasingFor departmental purchases of IT Hardware/Software. Buy Specialized Procurement - Patriot Tech Quyen Le2656
Payment Request Jul 2015Accounts PayableTo request payments for conference registrations, business expense reimbursements (excluding travel) and US department of Homeland Security or US postal service.Payment Request InstructionsAccounts Payable Supervisor2670
Petty Cash Log
Jan 2014Accounts PayableTo record petty cash disbursements related to research subject payments.Petty Cash Funds for Research Subject IncentivesYali Guo2645
Petty Cash Receipt of FundsJun 2013Accounts PayablePetty Cash custodians sign this form to accept responsibilities for petty cash funds. Request Petty CashYali Guo2645
Petty Cash Reimbursement Request Sep 2008Accounts PayableTo replenish petty cash expenditure funds. Replenish Petty Cash FundYali Guo2645
Petty Cash RequestJul 2014Accounts PayableTo establish, change or close petty cash fund. Request Petty CashYali Guo2645
Principal Investigators (PI) Finance Access Request FormJan 2017FASTTo be used by Principal Investigators (PIs) only to request access to Mason financial systems, Banner Finance, e-print and PI Reports in Discoverer that will be used to view financial information related to sponsored projects. fast@gmu.edu2574
Property Insurance Loss/Damage Claim ChecklistFeb 2013Equipment InventoryTo report lost or stolen equipment. Report Lost or Stolen Equipment Instructions assets@gmu.edu4456
Property on Loan to George Mason UniversityJan 2014Office of Risk ManagementTo lease, rent, or borrow an equipment. Leased/Rented/Borrowed Equipmentassets@gmu.edu4456
Proposal for Service
May 2017Purchasing This document is required for consulting contracts. Vendor's scope of service/proposal may be included as an attachment. Consulting ServicesPurch1@gmu.edu2580
Purchase Card Application

Jan 2017Purchasing To apply for a VISA Purchase Card.Apply for a P-cardP-Card Administrator 2580
Purchase Card Employee Agreement
Feb 2011Purchasing To acknowledge receipt of a Bank of America Visa Purchasing Card. Renew a P-cardP-Card Administrator 2580
Purchase Card Food and Beverage Restriction WaiverJan 2014Purchasing This form is used in the process of temporarily removing the food and beverage restriction on the Purchase Card.Learn about P-card & eVAP-Card Administrator 2580
Purchase Card Maintenance
Jan 2017Purchasing To change a cardholder’s account information, including contact information, supervisor, and limits. This form is also used to close an account.Change P-card Account

Cancel & Terminate a P-card
P-Card Administrator 2580
Bank of America Monthly Purchase Log Report
Feb 2016Purchasing This report can be used to assist with the monthly reconciliation process. Instructions for Generating the Bank of America Works Purchase Log ReportP-Card Administrator 2580
Resident Adviser Purchase Card Monthly Purchase Card Log/Payment Approval
Jan 2014Purchasing This form is the purchase log and approval form for Housing Resident Advisors only. Shameka Jones5199
Reimbursement FormsAccounts PayableThere are several types of reimbursement request forms. Please review all available forms in this forms table or contact the Accounts Payable office for assistance in determining the best type of reimbursement form for your request.

(Note: other types of reimbursement forms are listed throughout this forms table)
Payment Request Form

Petty Cash Reimbursement Request

Food & Beverage Authorization and Payment Form
Accounts Payable2670
Returned Equipment Form
Jan 2017EquipmentThis form is used for equipment trade-in and warranty replacements.assets@gmu.edu4456
Revenue RefundMar 2008Accounts PayableTo return money previously collected from individuals and organizations.Request Revenue RefundAccounts Payable Supervisor2670
Sales and Use Tax Certificate of ExemptionMay 2016Accounts PayableVirginia Sales and Use Tax Certification of Exemption. Cliff Shore 2611
Scholarship or Fellowship Payment RequestJan 2014Accounts PayableThis form is used to request a scholarship payment to Mason students.Pay StudentsAccounts Payable Supervisor2670
Signature Card Form
Jul 2014Purchasing Verifies who has expenditure authority on a Fund/Org. Purchasing Office2622
Sole Source Procurement Approval RequestMar 2016Purchasing For departments to justify purchasing requests when there is only one source available.Understand the Procurement Methods - Sole SourceJim Russell2587
Sponsorship JustificationJul 2015PurchasingFor departments to justify the business need for Mason to provide a sponsorship. Jim Russell2587
Supply Room WaiverAug 2010PurchasingFor departments to request an exception from our mandatory office supply contract. Buy Specialized Procurement - Office Supply Chris Mullins9665
Statement for Independent Educational Activities Performed Outside the U.S.July 2015International TaxA student should meet the requirements of the Statement in order for his/her scholarship to be exempt from withholding tax and reporting.Scholarships & Fellowships Elena Cirmizi5223
Statement for Independent Personal Services Performed Outside the U.S.July 2015International TaxA payee should meet the requirements of the Statement in order for his/her payment to be exempt from withholding tax and reporting.Hire a Foreign NationalElena Cirmizi5223
Student/Non-employee Business Expense CertificationSept 2017International TaxSample template for Student/Non-employee Business Expense CertificationInternational Tax OfficeElena Cirmizi5223
Stop Payment AuthorizationFeb 2008Accounts PayableTo stop a payment and/or reissue a check.Pay Invoices - Cancel or Reissue a CheckTuyen Nguyen 2581
Student Accounts FormsStudent Accounts
Tagging of a New Piece of Equipment Request Nov 2014Equipment InventoryTo request that Fixed Assets affix a bar code tag to equipment that has not already been assigned a bar code tag. Please provide as much information as possible, particularly the purchasing information, as this prevents future issues such as double-tagging the asset.Acquire New Equipmentassets@gmu.edu4456
TraQExpress - Web Client Access RequestNov 2014Equipment InventoryTo request access to the University’s online equipment database (TraQ Express). Access the TraQ Databaseassets@gmu.edu4456
Travel Card ApplicationJuly 2017TravelTo request an individual liability Travel Card. Know about Travel Payment Methods & Registration Feesrcarter9@gmu.edu2652
T-Shirt WaiverT-Shirt WaiverJuly 2017PurchasingFor departments to request an exemption from the contracted T-Shirt vendors. Buy Specialized Procurement - T-shirt Orderspurchap@gmu.edu2580
VCE Release Request (Waiver)Oct 2015PurchasingFor departments to request an exception from our mandatory furniture vendor.Buy Specialized Procurement - FurnitureChris Mullins9665
W-8 BEN Form, Certificate of Foreign Status Jan 2017Purchasing & International Tax The form ensures that: (a) payee is not a U.S. person; (b) payee is the beneficial owner of the income for which Form W-8BEN is being provided; and (c) payee has an exception from domestic information reporting and backup withholding for certain types of income.
Failure to provide a Form W-8BEN when requested may lead to withholding at a 30% rate.
W-8 BEN InstructionsElena Cirmizi5223
W-8 BEN-E Form, Certificate of Foreign Status (Entities)Apr 2016Purchasing & International Tax The form ensures that: (a) entity (payee) is not a U.S. person; (b) entity (payee) is the beneficial owner of the income for which Form W-8BEN is being provided; and (c) entity (payee) has an exception from domestic information reporting and backup withholding for certain types of income.
Failure to provide a Form W-8BEN-E when requested may lead to withholding at a 30% rate.
W-8 BEN-E Instructions

W-8BEN-E Definitions
Elena Cirmizi5223
W-9 Form Substitute,
Request for Taxpayer ID Number
July 2014Accounts Payable & Purchasing This form is used to request a domestic vendor’s tax identification information that needs to be established or updated in Banner.Completed forms may be emailed to papadmin@gmu.edu, faxed to 703-993-2589 or mailed to Purchasing & Accounts Payable, MSN 3C1
Instructions for the
W-9 Form Substitute
papadmin@gmu.edu2622
Wire Transfer Request
Jun 2016Accounts PayableTo request a payment to foreign individuals or organizations that do not take paper check or credit card.Wire Transfer Instructions

About International Wire Transfer
Tuyen Nguyen 2581
Request for Travel AdvanceOct 2016Accounts PayableTo request a travel advanceTravel Advance Request InstructionsAccounts Payable2580