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Commonly Used Financial Forms

Below is a list of forms commonly used for financial applications. While not exhaustive, we hope you'll find what you're looking for. If you see something's missing, let us know!

Vendor Set-up

  • W-9 - Required when setting up a non-HLS Employee as a vendor for reimbursement. Fax to Vendor Hotline at 5-3600 after submitting your vendor request
  • Foreign National Information Form (FNIF) - Required when setting up a non-HLS Employee who is a foreign national. Fax to Vendor Hotline at 5-3600 after submitting your vendor request
  • Zip+Four Look-Up - Required when entering a new vendor or adding a site to a vendor

Reimbursements + Citi Corporate Card + Purchasing Card 

  • Employee Reimbursement Form - Required for reimbursements for employees and corporate card payments
  • Non-Employee Reimbursement Form - Required for reimbursements to non-employees (guest speakers, visitors, students)
  • HLS Meal Reporting Form - When seeking reimbursement or corporate card payment for business meals, as required per IRS reporting policy, use this form to report meal attendees and attach to the UEF
  • Missing Receipt Affidavit - Required for missing or inadequate (fax, copy) receipts on reimbursements, corporate card payments, and P-Card reconciliations
  • Wire Transfer Form - To wire reimbursement payments to a vendor, enclose this form with the web voucher

Invoices + Payment Requests + Honorariums

Cash inflow + Credit Vouchers + Gifts

  • Credit Voucher Form - Cash and checks must be recorded on the Credit Voucher with the correct coding strings and must be typed. Please submit one CV form per type of note (i.e., one CV for US checks, one CV for cash, one for Canadian bank notes, etc.)
  • Gift Transmittal Form - For gifts to HLS, use this form and not a Credit Voucher - you may submit multiple checks per form

Research and Teaching Assistant Payroll (also the Student Payroll page for detailed information on payroll)

  • I-9 - All students who are working for faculty as Research or Teaching Assistants must complete the I-9 form and supply required documentation within 3 business days of their hire
  • W-4 for US Students - Annually required federal tax form for US students; submit with I-9
  • W-4 for International Students from Canada, Mexico and South Korea - Annually required federal tax form for international students from Canada, Mexico or South Korea ONLY
  • W-4 for International Students from All Other Countries - Annually required federal tax form for international students from all countries (but not Canada, Mexico or South Korea)
  • M-4 - Massachusetts' W-4; If you claim the same number of exemptions for Massachusetts and US taxes, complete the US form W-4 only. If claiming EXEMPT, you must complete a Mass Form M-4
  • Foreign National Information Form (FNIF) - Required, along with DS2019/SEVIS, for all international student workers; submit with I-9
  • Direct Deposit Form - Use to set up direct deposit; attach a voided check
  • Research Assistant Set-up Form - supply an RA Set-up Form for each RA position you are applying for
  • Teaching Assistant Set-up Form - supply a TA Set-up Form for each TA position you are applying for
  • Research Assistant Time Sheet - time sheets are due to the HLS Financial Office by noon on Thursday for payment the following Friday
  • Teaching Assistant Time Sheet - for TAs being paid via weekly time sheets; time sheets are due to the HLS Financial Office by noon on Thursday for payment the following Friday

 

Last modified: April 02, 2014

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