Forms
| Form Name | Description | Last Updated |
|---|---|---|
| Food Approval Form | Use to submit food approval request. See Procedure 20310g – Food Approval Request System for form instructions. Also see training listed under Training, Opportunities, Accounts Payable Tab - Food Approval Form Requestor Training. | 02/22/2023 |
| Batch Payment Processing Form | Used to initiate, document, and approve the disbursement of payments to multiple suppliers or individuals in a single batch. | 12/11/2025 |
| Batch Interface Template (.xlt) | Use when setting up large batch files to be paid by the Controller's office. Instructions and guidelines. | 12/11/2025 |
| For instructions on proper use of the form, see the Factors for Proper Classification of Workers. | 11/12/2010 | |
| Worker Classification Form | Form used to determine independent contractor or employee classification for individuals providing services to the university. | 06/25/2026 |
| W-9 Certification of Taxpayer ID Number | Vendor certification of taxpayer identification number. See completion procedures for W-9. | 04/23/2024 |
| W-8/W9 Drop Box | Use to upload W9's, W8's, and other tax documents associated with W-8/W9 form. | 08/20/2024 |
| Departmental Parking Payment Certification Form | Use to attach to a HokieMart Internal Service Request (ISR) for any parking related services. | 01/20/2026 |
| Sponsorship Approval Form | Use to attach to a HokieMart Purchase Order or Requisition for when a department is seeking to pay a sponsorship that will benefit and promote the university's missions. | 01/29/2026 |
| Human Subject Confidentiality Certification Form | Department must complete form when a participant needs to remain confidential for a human subject participant payment. | 02/03/2026 |
| Promotional Items Approval Form | Use to submit promotional items purchase request. | 01/27/2026 |
| Advance Payment Request Form | Collects information to document, review, and approve exceptions to standard payment practices before payment is made. | 10/23/2025 |
| Form Name | Description | Last Updated |
|---|---|---|
| Bank of America (BOA) Travel Card Application | Paper Application for BOA Travel Card. If exception is required, please also complete Special Authorization Form. | 04/10/2019 |
| Declining Balance Debit Card Overview | Wells Fargo Declining Balance Debit Card Program Overview. | 04/14/2025 |
| Lodging Tax Calculator | For prorating taxes when lodging expenses exceed the allowable amount. | 12/19/2025 |
| Travel Approver Request | Access request form for Travel approvers. | 12/17/2014 |
| University Travel Advance Payroll Deduction Agreement | Payroll Deduction Agreement to be attached to the Travel Advance request in Emburse Enterprise. | 04/21/2026 |
| Banner Payee Request Form | 12/20/2024 | |
| Faster MotorPool Approval Form | Use this form to record reservation information and secure necessary departmental approvals. For internal departmental use only. | 05/29/2026 |
| Form Name | Description | Last Updated |
|---|---|---|
| Financial Activity Report Template | Financial Activity Report for Year Ending June 30, 2023 | 10/10/2023 |
| Request Space Survey Changes | Request for Space/Room changes. | 02/23/2017 |
| Form Name | Description | Last Updated |
|---|---|---|
| Request New Department Code | Use when requesting a new department code | 05/06/2026 |
| Request New Organization Code | Use when requesting a new organization code | 05/06/2026 |
| Form Name | Description | Last Updated |
|---|---|---|
| Request to Transfer/Sale Equipment to Domestic Institution | Policy 3951 Transfer/Sale of Equipment between Domestic Institutions. | 10/21/2019 |
| Inventory Certification for Equipment located off-site. | 03/23/2016 | |
| Home Authorization Form | University Policy 3950 | 03/01/2023 |
| Update Equipment information (org, location, status, custodian, etc.). | 09/16/2014 | |
| Surplus Property Form | Maintained by the Procurement Department | |
| Let Fixed Assets know of equipment to be tagged | 06/05/2023 |
| Form Name | Description | Last Updated |
|---|---|---|
| Banner Finance System Access Request | Request Access to the Banner Finance System | 8/08/2022 |
| Controller's Office New Fund Request - Web Form Submission | New Local/Revenue Fund Note: E&G Fund Requests are handled by the Budget Office Overhead Fund Requests are handled by the Research Division | 01/07/2025 |
| HokieMart Access Forms | Link to HokieMart access forms for On Behalf of Requestor, Approver, Requestor, & Receiver. How Do I Gain Access to HokieMart? | 08/03/2017 |
| Journal Entry (Transfer) Form (.xlsx) | Adjustments such as correction of errors and transfer of expenditures between funds Journal Entry Transfer Form Tutorial | 10/13/2021 |
| Travel Approver Request | Access request form for travel approvers | 12/17/2014 |
| Form Name | Description | Last Updated |
|---|---|---|
| Fringe Benefits Form | Report fringe benefits through this form | 4/13/2026 |
| Manual Payment Request | Manual Payment Request for salary and wage employees, summer school, and stipend | 12/23/2024 |
| Mobile Device Communication Request Form | Mobile Communication Device Request Form | 01/31/2022 |
| Paycheck Reissue Request Form | VT employee can submit a request for paycheck reissue | 4/30/2026 |
| Payroll Direct Deposit | Direct Deposit Request for Payroll | Form Maintained by Bursar Office |
| Payroll vs AP payments | Determine payments through Payroll or Account Payable | 09/13/2022 |
| P10 | Interdepartmental Change And/Or Extend Funding Only | 05/02/2023 |
| Social Security Verification Letter | Provides evidence of on-campus employment for students | 05/09/2018 |
| Wage Payroll Adjustment Form | Wage Employee Payroll Adjustment Form | 04/07/2025 |
| Wage Retro Payment Form | Wage Employee Retro Payment Form | 10/16/2025 |