Iowa State University

Controller's Office

Form Name Description of Form
12-Month Option Request
A & K Base
Description: Form used to request nine months salary paid over twelve months.
Document Type: Word
Revision Date: 11/16
12-Month Option Request
B Base
Description: Form used to request less than twelve month salary paid over twelve months.
Document Type: Word
Revision Date: 03/16
Account Number Request Description: Form used to request new account number for Fee for Service operations (recharge/enterprise), Discretionary, General Fund, and Agency Fund accounts.
Document Type: Word
Revision Date: 9/4/15
AD Import Setup Sheet Description: Form used to expedite the entry of Advance Deposit (AD) document with multiple accounting lines.
Document Type: Excel
Revision Date: 11/17/14
Application for Payment of Accumulated, Unused
Sick Leave
Description: Form used to apply for payment of accumulated, unused sick leave.
Document Type: pdf
Date: 09/16
Canceled Check Form Description: Form used to cancel an ISU check that is no longer needed.
Document Type: Word
Revision Date: 03/01/13
Cash Advance / Payroll Authorization Form Description: Used when requesting a travel advance for an employee, and authorizes ISU to make a payroll deduction if the expenses for the trip are not accounted for within ten business days of the end of the trip.
Document Type: Adobe Acrobat
Revision Date: 12/30/2005
Instructions
Cash Advance Authorization for Non-Employee Form Description: Used when requesting a travel advance for a non-employee. The department agrees to account for the advance within 30 days of completion of the travel.
Document Type: Adobe Acrobat
Revision Date: 8/21/2001
Instructions
Certificate of Missing Receipt Description: Used for reimbursements where a receipt is missing or inadequate.
Document Type: PDF
Revision Date: 04/2009
Communication Technology Allowance Request Form Description: Used to provide allowances for eligible employees for technology services.
Document Type: PDF
Revision Date: 1/31/12
Confidentiality Agreement:
VSL Roster Listing
E-Reports
Description: Used to obtain access to VSL Roster Listing E-Reports.
Document Type: Word
Revision Date:03/16
Confidentiality Agreement:
Payroll Vouchers
E-Reports
Description: Used to obtain access to Payrol Vouchers E-Reports
Document Type: Word
Revision Date: 03/16
Conflict of Interest Form Description: Required as an attachment to a Disbursement Voucher when paying an individual for services of $100.00 or more. If the amount of services is $600.00 or more per voucher, or is expected to be more than $1,000.00 per year, a Professional Services Contractual Agreement also is required to be attached.
Document Type: PDF
Revision Date: 10/2015
Instructions
Correction Voucher - Hourly
Payroll
Description: Used to correct fund accounts when the original document was an hourly payroll voucher. Do not use this form to correct sub-accounts; use KFS - ST.
Document Type: Excel
Revision Date: 3/16
Instructions
Correction Voucher -
Salary Benefits
Payroll
Description: Used to change the account in which salary benefits are charged.
Document Type: Excel
Revision Date: 3/16
CR Import Setup Sheet Description: Form used to expedite the entry of Cash Receipt (CR) document with multiple accounting lines.
Document Type: Excel
Revision Date: 11/17/14
DI Import Setup Sheet Description: Form used to expedite the entry of Distribution of Income and Expense (DI) document with multiple accounting lines.
Document Type: Excel
Revision Date: 02/2014
DV Import Setup Sheet Description: Form used to expedite the entry of Disbursement Voucher (DV) document with multiple accounting lines.
Document Type: Excel
Revision Date: 02/2014
Emergency Payroll Request Description: Form used to request an emergency payroll for an individual who missed the deadline for processing payroll.
Document Type: PDF
Revision Date: 03/16
Employee Reimbursement Description: Employees must use the Employee Reimbursement System in AccessPlus for both travel and non-travel expenses. Please review the tutorial and restrictions at http://www.controller.iastate.edu/ertutorial/homepage.htm before using this system. Non-employees must use a Simple Disbursement Voucher.
Document Type: AccessPlus
Revision Date: 3/12/08
Instructions
Employee Reimbursement System Routing Form Description: Used to provide or change routing information for your department code, or to give persons within your department code access to enter travel information for others or approve travel.
Document Type: Excel
Revision Date: 12/28/12
Instructions: See the second tab of the Excel file.
External Bank Account Application and Policy Acknowledgement Description: Form used to request an external bank account and acknowledge the university polices regarding the account.
Document Type: PDF
Revision Date: 3/10/10
Fee-For-Service Survey Form Description: Form used to request information related to fee-for-service operations.
Document Type: PDF
Revision Date: 5/10/13
Fee-For-Service Labor Rate Model Description: Template of the three labor rate models for inclusion in fee for service rates.
Document Type: Excel
Revision Date: 1/13/16
GEC Import Setup Sheet Description: Form used to expedite the entry of a General Error Correction (GEC) document with multiple accounting lines.
Document Type: Excel
Revision Date: 06/2014
IB Import Setup Sheet Description: Form used to expedite the entry of Internal Billing (IB) document with multiple accounting lines.
Document Type: Excel
Revision Date: 02/2014
Independent Contractor Checklist Description: IRS 20 Questions. Used as a tool to determine whether an individual is an employee or independent contractor.
Document Type: PDF
Revision Date: 4/2/12
Instructions
Independent Personal Services Description: The Independent Personal Services form was discontinued 10/31/2015. Instead, please use the W-9 form as an attachment when creating a KFS Vendor, and use the Conflict of Interest form as an attachment to a Disbursement Voucher.
Intramural Purchase Order Description: If a selling department requires an intramural purchase order, you can use this form, as there is no equivalent KFS document.
Document Type: Word 6.0
Revision Date: 03/03/10

IRS Form 8233 Description: Required to be attached to a Disbursement Voucher when paying non-resident aliens for providing services within the United States if the payee wants to be exempted from 30% withholding for federal taxes.
Document Type: Adobe Acrobat
Revision Date: 03/09
Instructions
ISU Grocery Ticket Description: Used to charge groceries at an Ames grocery store, using a Contract Order number issued by Purchasing.
Document Type: Excel 5.0
Revision Date: 11/17/06
Monthly Leave Correction Request
or
Sick Leave Conversion-to Vacation Request
Description: This form is used for making changes/corrections to monthly leave information (University Policy Manual--Payroll, p. 7.10 and Personnel, p. 3.59-3.71). Contact the Payroll Office if you have questions (294-6298).
Document Type: PDF
Revision Date: 08/11
ND Import Setup Sheet Description: Form used to expedite the entry of Non Check Disbursement (ND) document with multiple accounting lines.
Document Type: Excel
Revision Date: 02/2014
Non-Employee Travel Worksheet Description: This form is to be attached to a Disbursement Voucher (DV) to provide a format for displaying non-employee travel expenses.
Document Type: Excel 2010
Revision Date: 1/12/15
Instructions
Petty Cash Reconciliation Form Description: Used to reconcile the petty cash account.
Document Type: Excel
Revision Date: 9/2016
Petty Cash Requisition Form and
Policy Acknowledgement
Description: Form used to request petty cash and knowledge the university policies regarding the account.
Document Type: PDF
Date: 9/2016
Petty Cash Voucher Description: Completed form to be attached to Non-Check Disbursement when replenishing petty cash funds.
Document Type: Excel
Revision Date: 9/2016
Professional Services Contractual Agreement Description: Used to document arrangements with independent contractors.
Document Type: Word or Acrobat
Revision Date: 03/2006
Instructions
Property Receipt Form Description: Form to be signed by the recipient when your department distributes cash, gift cards, gift certificates, or other property. If the purpose is research, use a Research Participant Receipt Form instead.
Document Type: Word 6.0
Revision Date: 3/23/10
Request for Long-Term Sick Leave Payment from the
Fringe Pool
Description: Form to be signed by the department to request to transfer long-term sick leave payments from the fringe pool.
Document Type: PDF
Date: 9/16
Research Participant Receipt (less than $100) Description:Used to serve as documentation of the receipt of compensation associated with participation in a research study conducted by ISU personnel.
Document Type: PDF
Revision Date: 6/18/2013
Research Participant Receipt (equal to or greater than $100) Description:Used to serve as documentation of the receipt of compensation associated with participation in a research study conducted by ISU personnel.
Document Type: PDF
Revision Date: 6/18/2013
SB Import Setup Sheet Description: Form used to expedite the entry of Service Billing (SB) document with multiple accounting lines.
Document Type: Excel
Revision Date: 02/2014
SDV Import Setup Sheet Description: Form used to expedite the entry of Simple Disbursement Voucher (SDV) document with multiple accounting lines.
Document Type: Excel
Revision Date: 02/2014
Student Award Form Description: To provide a credit on the financial aid system for students, including those supported by accounts at the ISU Foundation. Requests in other formats will not be rejected, but use of the form is encouraged to ensure proper application of aid.
Document Type: Excel
Revision Date: 6/11/04
Instructions
TF Import Setup Sheet Description: Form used to expedite the entry of Transfer of Funds (TF) documents with multiple accounting lines.
Document Type: Excel
Revision Date: 02/2014
W-9 Form - Blank Description: The blank W-9 form is to be sent to providers of personal services to allow creating a KFS Vendor, which must be set up before creating a Disbursement Voucher. A payment for services of less than $100.00 can be submitted on a Simple Disbursement Voucher without setting up a KFS Vendor, which also means a W-9 form is not required.
Document Type: Adobe Acrobat
Revision Date: 10/19/15
Instructions
W-9 Form - Completed by ISU Description: A completed W-9 form is sometimes required by vendors before they will make a payment to Iowa State University.
Document Type: Adobe Acrobat
Revision Date: 1/13/15
Wage-Hour Report -
Non-Exempt Empoyees
Description: Form used for recording hours worked, vacation and sick leave hours taken for monthly payroll.
Document Type: Excel
Revision Date: Nov 2016
Wage-Hour Report -
Merit Employees
Description: Form used for recording hours worked, vacation and sick leave hours taken for monthly payroll.
Document Type: Excel
Revision Date: Oct 2009
Wage-Hour Report -
Student Employees
Description: Form used to record hours worked by XH employees (casual hourly).
Document Type: Excel
Revision Date: Oct 2009