Frequently Used Finance Forms

These forms can be filled out online and then printed on a networked printer.

Important Note:

On some forms there are boxes in which you can type multiple lines of text—if you type beyond the borders of the box, the text will not appear when the form is printed. You are limited to the confines of the box.

Please note: All phone extensions start with 508-831-.

Form Name Purpose Contact
Accounts Payable AND PROCUREMENT

Employee Expense Report

Employees complete expense report online in Workday, search Create Expense Report. Carl Cempe Ext. 6283
Student Direct Deposit Authorization Provide direct deposit bank details for reimbursement made through WPI Accounts Payable office. Carl Cempe Ext.6283
Student Non-Employee Expense Report Exclusively for students who DO NOT have a Workday account for the reimbursement of department projects and travel related expenses.  Complete and print the form and obtain the respective department Manager’s approval.  Scan the completed approved form and all applicable receipts and email to StudentExpReport@wpi.edu for processing. Note: Employees do not use this form, use Workday to Create Expense Report. Carl Cempe, Ext. 6283
Student Activities Expense Report (xlsx) For reimbursement of Student Activities and Club expenses. Exclusively for students who DO NOT have a Workday account. Complete and print the form and submit with receipts to the Student Treasurer of the organization for approval and then forward to Student Activities Office for approval. Scan the fully approved form and all applicable receipts to StudentExpReport@wpi.edu for processing. Note: Student employees do not use this form, use Workday to Create Expense Report. Carl Cempe, Ext. 6283
Request for Payment to Student To request payment to a student for awards, stipends and fellowships. Complete and print the form and scan with supporting documentation and email to Accountspayable@wpi.edu. Note: Submit a form for each student – a list of names attached to one form cannot be processed. Carl Cempe, Ext. 6283
Department Payment Request Form Use this form to process payment to an “Individual” who is not a WPI student or employee.   This includes payments for honorariums, participants, contest winners.  This form is required since no true invoice is available and must include payee’s name, address and total amount due.  In addition to this form - please include copy of announcement of event, for example: for a speaking event include the flyer of event or email specifying information for payment.  After completing the form, create a Supplier Invoice Request in Workday and upload the completed form as an attachment. Carl Cempe, Ext. 6283
Visitor Expense Report Form

This form is to request payment of travel related expenditures to an “Individual” who is not a WPI student or employee and must be supported by receipts for each transaction.  The form can be completed by either the individual or department.  This form and all receipts must then be uploaded as an attachment to the Supplier Invoice Request created in Workday. 

Carl Cempe, Ext. 6283
 
Professional Services Agreement (PSA) (PDF) Complete prior to hiring an independent consultant or contractor Gabe Johnson,
Ext. 4989
Amendment to Professional Services Agreement (APSA) (PDF) To extend or modify an existing IC form Gabe Johnson,
Ext. 4989
Supplier Selection Form (PDF) Required for all purchases $25,000 or greater. Attach to purchase requisition in Workday. Laurie Collela,
Ext. 4922
Supplier Registration Form (PDF) Supplier application to do business with WPI. Complete and attach in Workday to “Create Supplier Request” task. Note: W-9, W-8BEN or W-8BEN-E must be attached. Link to IRS website is included on page 2 of the form. 

Mike Brunelle,
Ext. 6568

Equipment Purchase Site preparation and delivery requirements for new equipment purchases. Laurie Collela,
Ext. 4922
Cash / Bank Services
Cash Sale (PDF) For deposits to student organizations. Departmental deposits are made in Workday, search Cash Sale.

Michelle Pickett,
Ext. 5728

Cash Sale Instructions (PDF) Detailed instructions for making a deposit in Workday. Michelle Pickett,
Ext. 5728
Wire Transfer Request Form (PDF) Attach to Supplier Invoice Request task in Workday when a wire transfer is required. Michelle Pickett,
Ext. 5728
PCard
Request for PCard & Cardholder Agreement (PDF) Request a PCard and terms of PCard agreement

pcardadmin@wpi.edu

WPI Procurement Card Guide (PDF) Provides information about the WPI PCard program and details cardholder responsibilities.

pcardadmin@wpi.edu

Interdepartmental Transfers (IDT) AND ACCOUNTING & PAYROLL ADJUSTMENTS
Interdepartmental Transfer/Journal Entry Form (xlsx) Use this Excel spreadsheet to record transfer of revenue or expense. This will route through Workday approval queues upon upload by Accounting Office personnel. accounting@wpi.edu
Instructions for Accounting Adjustments and IDT's (PDF) Accounting adjustments to worktags on Supplier Invoices and Expense Reports can be done by Department Buyers in Workday. Changes to other documents must be made through IDT. Detailed instructions for both are included here. accounting@wpi.edu
IDT and Accounting Adjustment Approval Instructions (PDF) Detailed instructions for approving IDT and Accounting Adjustments in Workday accounting@wpi.edu
Prior Payroll Costing Adjustments Form (PDF) To request payroll costing allocation adjustments on prior pay. accounting@wpi.edu