Unified Forms Area |
Form Name |
Use this form to... |
System/ Process |
Department |
Last Updated |
Format |
|---|---|---|---|---|---|
| Addl Pay Upload Spreadsheet Template | Submit additional pay ("addl pay") payments for a large number of faculty or staff using a spreadsheet rather than individual forms. | Payroll | Payroll | 3/17/2005 | Other |
| Advance Account Request Form | Authorize pre-award spending and establish a sponsored research account. | Pre-Award | OSP | 3/22/2004 | |
| Attestation Form Billing Code 8692 | Used to authorize exemption or reduction of witholding of Massachusetts Performers Tax, billing code 8692. | WV | AP | 9/6/2006 | |
| Authorization for Collection Agency Action | Use this form to assign an invoice charged to bad debt to an external collection agency. | AR | AR | 3/6/2008 | Excel |
| Authorized Requestor Request Form | Add, modify, or delete Harvard employees from the list of individuals authorized to make changes to the Chart of Accounts and User Security for financial and PeopleSoft applications. | Applications Administration | Applications Administration | 6/30/2003 | Excel |
| Authorized Requestor Request Form (for CADM - Tub 610 only) | Add, modify, or delete Harvard employees from the list of individuals authorized to make changes to the Chart of Accounts and Oracle User Security for tub 610, as well as User Security for the PeopleSoft applications for CADM departments. | Applications Administration | Applications Administration | 6/30/2003 | Excel |
| Bank Draft Authorization | Send a payment in a foreign currency. | WV | Cash Management, AP | 3/8/2002 | |
| Check Inquiry Request | Stop or get a copy of a University check. | WV | Cash Management, AP | 3/8/2002 | |
| Check Redeposit | Resubmit a returned University check. | WV | Cash Management, AP | 3/8/2002 | |
| CoA Attribute Maintenance Form | Add, modify, or disable codes in your local attribute picklists (for Authorized Requestors only). | CSMA, GL | Applications Administration | 4/7/2005 | Excel |
| Completion of Fabrication Notification | Document the completion of a fabrication/multiple invoice project. | Equipment Management | OSP | 5/17/2004 | |
| Cost Sharing ID Form | Identify funding sources for project costs borne by the University in support of a sponsored project. | Post-Award, Pre-Award | OSP | 9/1/2001 | Excel |
| Cost Transfer Form | Explain and justify the transfer of cost to a federal project. | Post-Award | OSP | 3/12/2008 | Word |
| Costing Changes Template v1.17 | Make changes to assigned salary costing for an individual employee or a group of employees. Data for this form must be extracted from PeopleSoft by an authorized costing administrator, who can then modify it and upload it back into PeopleSoft. | Payroll, PeopleSoft, HR | Payroll, HR | 5/6/2004 | Excel |
| Credit and Trade References | Provide vendors with credit and trade references for Harvard University. | WV | Procurement | 12/24/2003 | HTML |
| Credit Voucher (Excel) | Process income in the form of cash or checks. | GL | Cash Management | 2/21/2002 | Excel |
| Credit Voucher (PDF) | Process income in the form of cash or checks. | GL | Cash Management | 4/3/2001 | |
| Customer Setup and Maintenance | Set up a new record in the Customer Master File or edit an existing one. | AR | AR | 6/9/2006 | Excel |
| Dean's Approval Form (Allied Institutions) | Have a sponsored research proposal approved by a Dean. | Pre-Award | OSP | 2/27/2004 | Word |
| Debarment Certification Form | Certify that a signatory or contributor is not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from doing business by the federal government. | Pre-Award, Post-Award, WV | OSP | 6/26/2002 | |
| Deferment Eligibility Requirements | Instructions on how to complete the deferment form for Perkins, HPSL/LDS and Harvard Institutional loans. | Student Financial Services | Student Loans | 7/31/2003 | |
| Deferment Options | Review the options to defer or cancel Perkins, HPSL/LDS or Harvard Institutional loans. | Student Financial Services | Student Loans | 7/31/2003 | |
| Departmental Charge Form | Charge a departmental account code through the AR invoice processor. | AR | AR | 1/19/2007 | Word |
| Direct Deposit Form | Start or stop direct deposit of all Harvard payments and reimbursements to one checking or savings account. | Payroll, PeopleSoft | Payroll, HR | 1/1/2004 | |
| Disposition of Equipment Notification | Document equipment disposal. | Equipment Management | OSP | 5/17/2004 | |
| Electronic Funds Transfer Authorization | Request Electronic Funds Transfer (EFT) payment option for student loans | Student Financial Services | Student Loans | 5/30/2006 | |
| Employer Tax Guide / Withholding Tables (IRS Circular E) | Look up federal income tax withholding amounts at various pay rates and frequencies. | Payroll, PeopleSoft, HR, Tax | Payroll, Tax Services, HR | 2/3/2003 | |
| Enclosure Request Form | Include an enclosure with a web voucher payment. This is a writable PDF form. | WV | AP | 11/3/2005 | |
| Equipment Screening Report | Certify the purchase of equipment costing $50K or more with federal funds. | WV, Equipment Management | OSP | 10/6/1999 | |
| Equipment Tagging Form | Generate a tag for moveable equipment; this form must be submitted with a web voucher. | Equipment Management | OSP | 5/17/2004 | |
| Equipment Transfer Notification | Document the transfer of equipment. | Equipment Management | OSP | 5/17/2004 | |
| Exit Interview Form | Provide required information for an exit interview. | Payroll, Student Financial Services | Student Loans | 7/31/2003 | |
| Fabrication Project or Multiple Invoices | Tag a fabrication or multiple invoice project. | Equipment Management | OSP | 5/17/2004 | |
| Federal Tax Exemption Letter | Verify Harvard's federal tax exempt status. | WV, PCard | AP | 8/20/2003 | |
| Financial Policy Impact Statement Template | Obtain approval for the development of a University financial policy. | Financial Policy Administration | Financial Policy | 5/24/2006 | Word |
| Financial Policy Template | Use this template when developing a University financial policy. This template is used after a Financial Policy Impact Statement has been approved. | Financial Policy Administration | Financial Policy | 5/24/2006 | Word |
| FNIF (Foreign National Information Form) - writable version | Provide tax information for a foreign vendor or a new hire that is not a U.S. Citizen or Permanent Resident. This is a writable PDF version; you may use Acrobat Reader (6.0 or later) to fill out the fields and then print out and submit the form. | PeopleSoft, PCard, WV | Tax Services | 6/11/2007 | |
| FTE Salary Calculation Template | Calculate the correct FTE salary for use in the Compensation Data Tab of a PeopleSoft form for an hourly clerical and technical worker who is changing their standard hours and/or hourly pay rate. | Payroll, PeopleSoft | HR | 10/16/2002 | Excel |
| GE Capital MasterCard Corporate Card Application | Use this form to apply for a GE Capital MasterCard Corporate Card. The GE Capital MasterCard replaced the Harvard's American Express Corporate card. | WV | Travel | 1/26/2007 | HTML |
| General Deduction Upload Template | Use this form to submit general deductions that employees elect to have withheld from their paychecks to pay for nonbenefit-related expenditures, such as charitable gifts, parking, etc. | Payroll | Payroll | 6/1/2005 | Other |
| GL Feed Request Form | Request approval for a new GL feed. | GL | Cash Management, General Accounting | 4/3/2001 | |
| Historical Balance Funding Due Template | Use this Excel template to assign costing for an employee's historical vacation liablity. | Payroll, Financial Policy Administration | Payroll, HR, AR, FAS, General Accounting, Cash Management, Financial Policy | 1/2/2008 | Excel |
| HUID Departmental Photo Request (HTML) | Request electronic copies of Harvard ID photos (for official use only). | HUID | ID and Data Services | 6/1/2002 | HTML |
| HUID Departmental Photo Request (PDF) | Request electronic copies of Harvard ID photos (for official use only). | HUID | ID and Data Services | 6/1/2002 | |
| HUID Individual Photo Request | Request an electronic copy of your Harvard ID photo. | HUID | ID and Data Services | 6/1/2002 | HTML |
| HUID Individual Release Form (HTML) | Obtain individual authorizations for Harvard ID photos to be published. | HUID | ID and Data Services | 6/1/2002 | HTML |
| HUID Individual Release Form (HTML) | Obtain individual authorizations for Harvard ID photos to be used on the Internet. | HUID | ID and Data Services | 6/1/2002 | HTML |
| HUID Individual Release Form (PDF) | Obtain individual authorizations for Harvard ID photos to be used on the Internet. | HUID | ID and Data Services | 6/1/2002 | |
| HUID Individual Release Form (PDF) | Obtain individual authorizations for Harvard ID photos to be published. | HUID | ID and Data Services | 6/1/2002 | |
| HUID Replacement Form (Employee) | Obtain a replacement Harvard ID Card for an employee. | HUID | ID and Data Services | 6/1/2002 | |
| HUID Replacement Form (Student) | Obtain a replacement Harvard ID Card for a student. | HUID | ID and Data Services | 6/1/2002 | |
| I-9 Form (Employment Eligibility Verification) | Check for employment eligibility and provide proof of identity documentation for U.S. citizens and non-citizens prior to hiring. | Payroll, PeopleSoft, HR, Tax | Payroll, Tax Services, HR | 11/13/2007 | |
| Individual Customer Setup Form | Request the setup of a new customer or correction/addition to a current customer record | AR | AR | 6/9/2006 | Word |
| Invoice Data Entry Form | Manually submit invoice data to AR. | AR | AR | 4/7/2003 | Excel |
| Invoice Feed Request Form | Request the development of a local unit's AR feed file for invoice processing. | AR | AR | 5/30/2006 | |
| IRS Form 8233 | Report certain types of exemption from tax withholding. | WV | AP, Tax Services | 12/1/2001 | |
| IRS Form 8233 Instructions | Understand how to complete Form 8233. | WV | AP, Tax Services | 12/1/2001 | |
| IRS Form W-8BEN | Report tax withholding for foreign individuals. | WV | AP, Tax Services | 12/1/2000 | |
| IRS Form W-8BEN Instructions | Understand how to complete Form W-8BEN. | WV | AP, Tax Services | 8/1/2001 | |
| IRS Form W5 for Earned Income Credit | Use this form if you are eligible to get part of your EIC (Earned Income Credit) in advance with your pay and choose to do so. | Payroll, PeopleSoft, HR, Tax | Payroll, Tax Services, HR | 1/1/2004 | |
| Journal Entry Form | Fill out a paper journal form and request approval. | GL | Cash Management | 8/29/2001 | Excel |
| Long-Term Operating Advance Authorization Form | Establish a foreign bank account and operating advance to fund long-term overseas projects. | WV | Travel | 10/17/2003 | |
| Long-Term Operating Advance Request | Request a long-term operating advance. | GL | Travel | 6/1/2000 | |
| Lost or Stolen PCard | Notify the University about a missing PCard. | PCard | AP | 12/1/2001 | |
| Merchant Non-Acceptance Form | Report a vendor that won't take the PCard. | PCard | AP | 7/29/2002 | |
| Military Deferment Request | Request deferment of loan repayment for FFEL, Perkins and Harvard Institutional loans as a result of serving on active duty (or performing qualifying National Guard duty) during a war or other military operation or national emergency. | Student Financial Services | Student Loans | 7/6/2007 | |
| Missing Receipt Affidavit | Request a reimbursement when no receipt is available. | WV, PCard | AP, Travel | 7/28/2004 | |
| Missing Receipt Affidavit (writable PDF version) | Request a reimbursement when no receipt is available. This is a writable PDF version; you may use Acrobat Reader (6.0 or later) to fill out the fields and then print out and submit the form. | WV, PCard | AP, Travel | 8/18/2005 | |
| Non-Standard Check Processing Services | Expedite check processing. This is a writable PDF form. | WV | AP | 5/31/2006 | |
| Off-Campus Equipment Authorization | Document equipment that is located and used off campus. | Equipment Management | OSP | 5/17/2004 | |
| Participation Agreement | Documents an intellectual property (patent/copyright) agreement. The form should be signed by all faculty, students, non-clerical staff, etc., who are supervising or working on research projects, especially sponsored projects. | Post-Award, Pre-Award | OTTL, OSP | 3/17/1986 | |
| Payment Approval Form - Construction | For all construction web voucher requests >$50,000. Signing and submitting this form indicates: (1) the information on the Contractor's Application for Payment (AIA G702) is accurate and the form is attached; and (2) the requested payment conforms to the requirements of the agreement between the contractor and Harvad. | WV | AP, Travel | 2/4/2005 | |
| Payment Approval Form - Goods and Services | For all non-construction web voucher and web reimbursement requests >$50,000. Signing and submitting this form indicates (1) a precommitment review of the purchase or lease/rental commitment was performed; (2) receipt of the goods and service has been verified; and (3) the voucher and related account coding is complete and accurate. | WV | AP, Travel | 2/4/2005 | |
| Payroll Deduction Authorization | Use to verify clients who wish to have their charges payroll deducted. For AR use only, managed by AR. | AR, Payroll | AR, Payroll | 2/1/2007 | Word |
| PCard Application Form | Apply for a Harvard University Purchasing Card. | PCard | AP | 3/1/2003 | |
| PCard Approver Form (FAS) | Become a PCard approver (for FAS non-cardholders only). | PCard | FAS, AP | 4/3/2001 | |
| Petty Cash Log | Replenish a petty cash account. | WV | AP | 8/29/2001 | Excel |
| Purchase Orders - Terms and Conditions | Understand the details and regulations related to Harvard University purchase orders. | WV | Procurement | 5/15/2001 | |
| Purchase Orders - Terms and Conditions Attachment A | Understand the regulations applicable to purchase orders issued under government contracts and grants. | WV | Procurement, OSP | 4/1/2001 | |
| Quick Hire Personal Information Form | Gather the personal information necessary for a Quick Hire form from students, temps, and LHTs. | Payroll, PeopleSoft, HR | HR | 11/13/2003 | Word |
| Reasonable Exception Request Form | Use this form when processing a financial dean authorization for expenses that are in violation of the 60-day policy. This is a writable PDF form. | WV | Travel | 9/1/2005 | |
| Refund / Honorarium Check Request Form | Process a refund or honorarium through Web Voucher in lieu of an invoice. | WV | AP | 3/7/2001 | |
| Reimbursement Address Request / Change Form | Change the address a reimbursement goes to. | WV | Travel | 3/15/2001 | |
| Report of Invention Form | Document the development of a new invention. | Tech/Trademark Licensing | OTTL | 5/18/2007 | Word |
| Salary Increase Process (SIP) Template (revised April 1, 2008) | Use this Excel spreadsheet to modify salary increase data for ASIP, HUCTW, or Other prior to uploading it back into PeopleSoft. | Payroll, PeopleSoft, HR | Payroll, HR | 4/1/2008 | Excel |
| Sale of Capital Equipment Notification | Notify OFAA of external sales of capital equipment assets in excess of $10,000 so that the appropriate entries can be made to the general ledger. | Equipment Management | OSP | 10/5/2003 | |
| Sales Tax Exemption Application (MA Form ST-5) | Prove that Harvard is an exempt purchaser. | Pre-Award, PCard, Post-Award, WV | General Accounting, Procurement, AP | 1/12/2005 | |
| Sales Tax Exemption Certificate (Mass. Form ST-2) | Verify Harvard's tax-exempt status (Massachusetts sales tax). Note that this certificate expired in January, 2004; a renewal letter, which you should attach to the ST-2 form, is included. | Pre-Award, PCard, Post-Award, WV | General Accounting, Procurement, AP | 6/9/2004 | |
| Sales Tax Exemption Certificates (Various States) | Provide proof of Harvard's tax-exempt status in states outside of Massachusetts. | WV | Procurement | 6/14/2002 | HTML |
| Short-Term Operating Advance | Request a short-term operating advance for non-travel expenses that cannot be purchased with the GE MasterCard Corporate Card, PCard or vendor invoice. | WV | Travel | 2/25/2005 | |
| Signature Authority Form | This form authorizes department staff to sign equipment management forms | Equipment Management | OSP | 5/17/2004 | Excel |
| ST-5C Contractor's Sales Tax Exempt Purchase Certificate | This form is to be used by a contractor or subcontractor who is authorized by, and making purchases on behalf of, Harvard University. | Pre-Award, PCard, Post-Award, WV | General Accounting, Procurement, AP | 5/1/2001 | |
| Student Change of Address | Update your address | Student Financial Services | Student Loans | 5/30/2006 | |
| Student Loan Cancellation / Postponement | Request the postponement/partial cancellation of a federal Perkins loan | Student Financial Services | Student Loans | 5/30/2006 | |
| Student Loan Deferment Request | Request deferment of loan repayment for Perkins, HPSL/LDS and Harvard Institutional loans. | Student Financial Services | Student Loans | 5/30/2006 | |
| Student Name Change | Change you name on our systems | Student Financial Services | Student Loans | 5/30/2006 | |
| Tax Withholding Allowance Certificate (IRS Form W-4) | Authorize Harvard to change your federal withholding exemptions and additional income tax withholdings. | Payroll, PeopleSoft, HR, Tax | Payroll, Tax Services, HR | 2/3/2003 | |
| Tax Withholding Allowance Certificate (IRS Form W-4) for Harvard Students | Authorize Harvard to change your federal withholding exemptions and additional income tax withholdings. This version of the W-4 is for Harvard students only. | Payroll, PeopleSoft, HR, Tax | Payroll, Tax Services, HR | 10/4/2004 | |
| Tax Withholding Allowance Certificate (IRS Form W-4) for NRAs (all countries except Canada, Mexico, and South Korea) | Authorize Harvard to change your federal withholding exemptions and additional income tax withholdings. This version of the W-4 is for individuals who are not U.S. Citizens or Permanent Residents, except for nationals of Canada, Mexico, and South Korea and students from India. | Payroll, PeopleSoft, HR, Tax | Payroll, Tax Services, HR | 3/21/2008 | |
| Tax Withholding Allowance Certificate (IRS Form W-4) for NRAs from Canada, Mexico, and South Korea | Authorize Harvard to change your federal withholding exemptions and additional income tax withholdings. This version of the W-4 is for nationals of Canada, Mexico, and South Korea only. | Payroll, PeopleSoft, HR, Tax | Payroll, Tax Services, HR | 3/21/2008 | |
| Tax Withholding Exemption Certificate (MA Form M-4) | Authorize Harvard to change your Massachusetts withholding exemptions and additional income tax withholdings. | Payroll, PeopleSoft, HR, Tax | Payroll, Tax Services, HR | 8/1/2002 | |
| Tax Withholding Exemption Certificate (MA Form M-4): Harvard Students ONLY | Authorize Harvard to change your Massachusetts withholding exemptions and additional income tax withholdings. | Payroll, PeopleSoft, HR, Tax | Payroll, Tax Services, HR | 10/4/2004 | |
| Tax Withholding Tables (MA 2002) | Look up Massachusetts income tax withholding amounts at various pay rates and frequencies. | Payroll, PeopleSoft, HR, Tax | Payroll, Tax Services, HR | 1/1/2002 | |
| Time Entry Form | Report hours worked by an overtime-eligible employee to a timekeeper, or request a prior period time adjustment. | Payroll, PeopleSoft, Time and Labor | Payroll, HR | 2/3/2003 | Word |
| Transaction Type Setup / Maintenance Request | Request a new transaction type or alter an existing one. | AR | AR | 1/31/2003 | Word |
| Union Dues (for Temporary Employees in Dining Services) | Submit union dues deductions for temporary employees in Dining Services or the Faculty Club who work more than 20 shifts. | Payroll, PeopleSoft | Payroll, HR | 7/29/2002 | Excel |
| Universal Expense Form | Include extra details about a reimbursement request. | WV | Travel | 5/19/2005 | |
| Universal Expense Form (writable PDF version) | Include extra details about a reimbursement request. This is a writable PDF version; you may use Acrobat Reader (6.0 or later) to fill out the fields and then print out and submit the form. | WV | Travel | 3/1/2007 | |
| University Mailing Address Upload Template | Make corrections or changes to an employee's University mailing address location. This process allows you to update multiple employees in a single upload. You must have security access to this role prior to uploading any files. | HR | HR | 11/1/2004 | Other |
| UPAS Form (University Prior Approval System) | Modify aspects of an award or secure authorization for pre-award spending (for federal grants only). | Post-Award, Pre-Award | OSP | 7/1/1999 | |
| Vendor Justification / Price Verification Form | Record the steps taken to comply with regulations regarding purchases over $5,000 using federal funds. | Post-Award, WV | Procurement, OSP | 4/1/2003 | |
| Vendor Justification / Price Verification Form (writable PDF) | Record the steps taken to comply with regulations regarding purchases over $5,000 using federal funds. This is a writable PDF. | Post-Award, WV | Procurement, OSP | 3/15/2006 | |
| Vendor Setup Form | Use this form to provide details about new vendors. This form is PIN protected and available in either a writable PDF or Excel format. | WV | AP | 9/22/2005 | HTML |
| W-9 Form (Request for TIN Certification) | Provide Harvard's taxpayer ID number to a requestor. | Payroll, AP | Procurement | 2/15/2008 | |
| Wire Transfer Authorization | Make a payment using electronically transfered funds (US Dollars only). | WV | Cash Management, AP | 6/1/2006 | |
| Write-off Extension Request | Extend the write-off date of an invoice. | AR | AR | 4/11/2003 | Word |
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