Accounting Services

Accounting Forms

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Accounting Forms Index

Click on a link below to move to list of forms for that section

Property Accounting Forms

Cash Deposit Forms

Banking-Related Forms

Tax-Related Forms

Payroll-Related Accounting Forms

Correcting Documents Addenda Forms

Monthly Report Distribution Requests Form

Master Data Request Forms

JV Upload Form

Central Files Document Request

Property Accounting Forms

Moveable, capital equipment must be continuously tracked during its life cycle. The following forms are used by departments to report changes in equipment location and status to Accounting Services.

Billboard (link)

Purpose:
Use this form to list working equipment on a university-wide web site. When a department has working equipment it no longer needs, it must advertise it to other university departments for 14 days before it can sell, donate, cannibalize, or dispose of the equipment.
Format:
This is an online form.
Instructions:
Click on the "Billboard" heading above. Login using your Purdue Career Account username and password. Precede your user name with onepurdue\ (e.g. onepurdue\smith),  Then click the "Enter an Item to Sell" button.

Equipment Change in Status Forms (link)

THE EQUIPMENT CHANGE IN STATUS FORMS ARE LOCATED ON THE ONEPURDUE PORTAL WEBSITE.
Click the Financial Systems tab, then the Property Accounting sub-tab.

Property Accounting Forms Menu

Purpose:
This collection of online forms is used to report changes in the status and location of moveable capital equipment, including transfers, donations, thefts, losses, relocations.
Format:
These forms are located in the SAP Portal
Instructions
NOTE: DO NOT USE THE 'SEND TO WL WAREHOUSE' FORM. THE 'SEND TO WL WAREHOUSE FORM' IS FOR WEST LAFAYETTE USE ONLY. WHEN YOU WANT TO MOVE EQUIPMENT TO GINSBERG WAREHOUSE, USE THE FORM "OTHER", For additional information about property accounting forms, see http://www.purdue.edu/business/mas/property/Propacctforms.html

Verification of Equipment Non-Availability (link)

Purpose:
The Federal government requires that universities review existing capital equipment inventory for the existence of suitable equipment before purchasing new capital equipment partially or entirely from Federal funds when the cost of new equipment is $25,000 or more.
Format:
This form is in Portable Document Format (PDF).
Instructions
http://www.purdue.edu/business/mas/property/Instr.html

Cash Deposit Forms

The cash receipts voucher should accompany deposits to the Bursar's Office. The cash receipts voucher identifies the source of the deposit, its composition (checks, currency, coin), and the account to which it should be deposited. Not for use with gifts; gifts should be taken to the Development Office.

Cash Receipts Voucher (Long Form)

Purpose:
Use this form to record the details of cash and checks received for goods and services, such as ticket and merchandise sales. This form is not used to record payments received on student accounts, or for gifts.
Format:
This form is in Microsoft Excel 97-2003 (.XLS) format.
Instructions
CRV Instructions

Cash Receipts Voucher (Short Form)

Purpose:
Use this form to record the details of cash and checks received for goods and services, such as ticket and merchandise sales. This form is not used to record payments received on student accounts, or for gifts
Format:
This form is in Portable Document Format (PDF).
Instructions
CRV Instructions

Banking-Related Forms

Request to Claim Electronic Funds Over 90 Days Old

Purpose:
Use this form to claim incoming electronic payments (i.e. Wire or ACH) that have gone unclaimed for 90 days and have been moved to University pending & clearing account.
Format:
This form is in Portable Document Format (PDF).
Instructions
Process document to Claim Electronic Payments Over 90 Days Old

Tax-Related Forms

IRS Form W-9 Request for Taxpayer Identification Number and Certification (IPFW version)

Purpose:
Use this form when a supplier or donor requests the University's taxpayer identification number.  IPFW is considered a component of Purdue University for tax purpose
Format:
Identify the format of the form (e.g. online, paper, MSExcel, MSWord, PDF)
Instructions
URL of instructions

IRS Form W-9 Request for Taxpayer Identification Number and Certification (Purdue version)

Purpose:
Use this form when a supplier or donor requests the Purdue University's taxpayer identification number.  IPFW is considered a component of Purdue University for tax purpose
Format:
Identify the format of the form (e.g. online, paper, MSExcel, MSWord, PDF)
Instructions
URL of instructions

IRS Form W-9 Request for Taxpayer Identification Number and Certification (blank version)

Purpose:
Use this form when you need a supplier to provide Accounting Services with the supplier's taxpayer identification number. 
Format:
Identify the format of the form (e.g. online, paper, MSExcel, MSWord, PDF)
Instructions
URL of instructions

Payroll-Related Accounting Forms

For making post-payroll adjustment to payroll entries.

See Correcting Documents Addenda, below, for additional instructions

Correcting Document Addenda

Beginning July 1, 2014, corrections to sponsored program accounts must include one of the following addenda, which specify the details and explanation needed to justify secondary charges to sponsored programs.

Monthly Report Distribution Request Forms

OnePurdue Master Data Requests

(For use by Business Office staff only)

These request forms are for use by authorized business office staff only. Master data requests are routed through IPFW Accounting Services for confirmation, then to Purdue for creation or modification.  (OnePurdue credentials are required to access this link.)

Standard Rules for Available Funds Classification - for use when requesting new funds

Multiple Master Data Requests Form (use only with permission from CMDT in West Lafayette)

OnePurdue JV Upload Template

For use by Accounting Services only.

Central Files Document Request Form