Policies and Forms

Search for policies, forms and other documents by typing a keyword, or browse by choosing the department and/or type of document from the dropdowns. You can also use the department and type tools to filter your search. This repository includes documents managed by Business and Finance as well as other helpful documents.

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Displaying 1 - 181 of 181
Type: Policy
Title Notes Related Documents
Accounts Payable Policy (4.41, PDF)

University policy managed by the Office of Business and Finance

Accounts Receivable Policy (5.14, PDF)

University policy managed by the Office of Business and Finance

Additional Insured Status

Insurance policy

Asset Management Policy (4.21, PDF)

University policy managed by the Office of Business and Finance

Auto Insurance Fact Sheet

Insurance policy guidelines

Bank Accounts Policy (PDF)

University policy managed by the Office of Business and Finance

Board Policy on Purchasing and Competitive Bidding
Business Continuity Management Policy (PDF)

University policy managed by the Office of Business and Finance

Cash and Cash Alternatives Payment Methods (5.11, PDF)

University policy managed by the Office of Business and Finance

Deposit of Funds (5.12, PDF)

University policy managed by the Office of Business and Finance

Earnings Operations Policy (PDF)

University policy managed by the Office of Business and Finance

Electronic Signature Policy (1.12, PDF)

University policy managed by the Office of Business and Finance

Expenditures Policy (4.11, PDF)

University policy managed by the Office of Business and Finance

Export Control Policy

Office of Research Compliance policy for export control

Financial Foundation Data Model Management Policy (PDF)

University policy managed by the Office of Business and Finance

Fine Arts Information

Insurance policy

Fiscal Stewardship (1.11, PDF)

University policy managed by the Office of Business and Finance

Fund Transfers - Unrestricted to Endowment Policy (4.32, PDF)

University policy managed by the Office of Business and Finance

Fund Transfers – General Ledger Policy (4.31, PDF)

University policy managed by the Office of Business and Finance

General Liability Information

Insurance policy

Identity Theft Red Flags Policy (5.16, PDF)

University policy managed by the Office of Business and Finance

Inventory Policy (PDF)

University policy managed by the Office of Business and Finance

Investments Policy (5.90, PDF)

University policy managed by the Office of Business and Finance

Loss Reimbursement Policy

Insurance policy

Mail Services Policy (2.41, PDF)

University policy managed by the Office of Business and Finance

Office of Sponsored Programs Travel Policies

Beyond the university travel policy, OSP requirements for travel on sponsored programs. 

OHR Performance Management Policy (5.25, PDF)

Office of Human Resources policy for general university use

Patents and Copyrights Policy (PDF)

University policy managed by the Office of Business and Finance

Payment Card Compliance Policy (5.15, PDF)

University policy managed by the Office of Business and Finance

PCard Policy (2.23, PDF)

University policy managed by the Office of Business and Finance

Privacy and Release of Student Education Records

University policy managed by the Office of the University Registrar

Purchasing Policy (2.21, PDF)

University policy managed by the Office of Business and Finance

Reasonable Accommodations

Office of Diversity and Inclusion policy for general university use

Recycled Paper Policy (2.01, PDF)

University policy managed by the Office of Business and Finance

Reporting and Investigating Financial Fraud Policy (1.19, PDF)

University policy managed by the Office of Business and Finance

State of Ohio Purchasing Rules
Supplier Advertising Policy (2.62, PDF)

University policy managed by the Office of Business and Finance

Travel Policy (2.11, PDF)

University policy managed by the Office of Business and Finance

TULIP (Tenant User Liability Insurance Policy) - Third Party

Insurance policy

Unitrust, Annuity Trust and Pooled Income Funds Investment Policy (5.60, PDF)

University policy managed by the Office of Business and Finance

University Debt Policy (5.20, PDF)

University policy managed by the Office of Business and Finance

University Derivatives Policy (5.80, PDF)

University policy managed by the Office of Business and Finance

University Fleet (Policy 272 PDF)

University policy managed by the Office of Administration and Planning

University-Provided Clothing and Uniforms Policy (PDF)

University policy managed by the Office of Business and Finance

Valuation of Investment Real Estate Policy (5.94, PDF)

University policy managed by the Office of Business and Finance

Vehicle Acquisition and Use

Insurance policy

Type: Forms
Title Notes Related Documents
1941 Federal Exemption Letter

IRS confirmation of the University’s exempt status. This letter may be used to verify grantor’s request for evidence of exemption.

2004 Grant Recipient Exemption Letter

IRS confirmation of the University’s exempt status. This letter may be used to verify grantor’s request for evidence of exemption.

Additional Award Lines Template

Use this template only to request new or edit Grant Worktags for non-OSP grants as part of the Create Request questionnaire, when multiple grants are associated with an award. These requests for new grants route for approval by the Controller's Office, creation by the Office of Sponsored Programs, and management by the units

Address Change Form for Terminated Employees
AP Banking & Settlement Request

DocuSign form. For use to request a stop payment or submit a special handling request. After completion, this form must be downloaded and sent to apbanking@osu.edu as a PDF file.

AP Wire Request Form (Internal Use Only)

This form is to be used to request any payment for a Non-Resident Alien (NRA) payee or to request a wire payment for a supplier. Once approved, this form must be downloaded and sent to BF-PRSM-webform@osu.edu as a PDF file.

Asset Off-Campus Stewardship Form

Form required to document the responsibilities, certification, and authorization associated with the issuance and/or return of an asset for off-campus use. Requires Sender Permissions in DocuSign to fill-in form. See Related Documents for detail.

Authorization to Serve Alcohol Request Form (PDF)
B&F Attendance Guidelines

EXCLUSIVE USE - For colleges and units served by B&F Human Resources. Updated December 2020.

B&F Background Check Process

EXCLUSIVE USE - For colleges and units served by B&F Human Resources 

Blanket Exemption Certificate (PDF)

Ohio Department of Taxation form for vendors

Blanket Purchase Order Release Form
Cash and Cash Alternatives Payment Request Form
Certificates of Insurance request: Fine Arts
Certificates of Insurance request: Property
Certificates of Insurance request: Student in Practicum
Certificates of Insurance request: University Liability
Checklist – Earnings Operation Intake

FDM Checklist Items for Earnings Operation Intake

 

City of Columbus Certificate of Exemption, Hotel/Motel Excise Tax

Certificate exempting employees from Columbus Hotel/Motel tax when staying on University business

Claim Detail Spreadsheet
Communications Excise Tax Exemption Certificate

Certificate exempting federal excise tax for the purchase of communications services.

Compliance Form for Payments to B or W Visa Holders
Conflict of Interest Disclosure
Convenience Order List
Cost of Sales Request Template - Financial Planning & Analysis
Credit Reference Letter
Departmental State of Ohio Sales Tax Reporting Form

Form to be completed and submitted to Tax Office for the University’s Ohio Sales Tax filings

Determination of Taxability Form

To be completed by units providing clothing and uniforms to employees.

Dispute Form

Must be received by bank within 60 days from the date of the Bank Statement on which the disputed charge first appeared.

Documentation Form for Non-Employee Work Arrangements
Domestic - Acknowledgement of Understanding Disclaimer

No signature/certification is required.  Travelers should review this disclaimer before submission of a Spend Authorization for each unique domestic business travel.

Driver’s Statement Form
Earnings Operation Supplemental Information Template

Use this template to provide additional details when requesting a new or editing an Earnings Operation.

 

Employee Accident Report

Office of Human Resources form for general university use

Employee Non-Cash Reporting Form

Reporting form to be completed and submitted to Payroll Services to track/report non-cash items received by employees.

Endowment Transfer Form
FDM Checklist for Earnings Operation Decommissioning

Use this checklist if requesting to decommission an earnings operation

 

FDM Handbook

The definitive resource for all things related to the Workday FDM

FedEx Account Request Form
Financials System Access Request Form
Flexible Work Arrangement Request

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Foreign Check Form
Foreign Draft Request

Contact AP for foreign draft request assistance at apbanking@osu.edu.

Foreign Entity W-8 forms
General Liability Loss Reporting Claim
Guide to Assist Disruptive or Distressed Individuals

Office of Academic Affairs guide

Hiring Checklist - Non Student

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Hiring Checklist - Student

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Internal Vendor Form
International - Acknowledgement of Understanding Form

Upon login to DocuSign with OSU login credentials, a validation code will be sent to traveler’s email to access the form. 

Signed form required for each unique International travel – attach copy to Spend Authorization.
 

 

IRS Form W-9

Internal Revenue Service form used for vendor set up to receive payment and Form 1099

Memorandum of Understanding (PDF)

For delegated buyers - This form designates the responsibilities and restrictions associated with buying for the university.

Merchant Set-Up Form​
Mileage Log
New Earnings Operation Request Template - Financial Planning & Analysis
Non-Resident Alien (NRA) Checklist  
Non-Resident Alien (NRA) payment request form

This form is to be used to request any payment for a Non-Resident Alien (NRA) payee or to request a wire payment for a supplier. Once approved, this form must be downloaded and sent to BF-PRSM-webform@osu.edu as a PDF file.

Notification of Incoming Electronic Payment
Onboarding Checklist (for hiring managers)

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Order UPS shipping supplies
Payment Request Form

Contact AP for non-PO payment request assistance at apcustomerservice@osu.edu

Payroll processing calendar 2017-18
PCard Application and Memorandum of Agreement

Form required to request new PCard. Requires Sender Permissions in DocuSign to fill-in form. See Related Documents for detail.

 

PCard Maintenance Form

Form required to request changes to existing PCard. Requires Sender Permissions in DocuSign to fill-in form. See related links for detail.

PCard Tracking Log (Non-Travel)
Required for tracking non-travel transactions for Department or Service Center cards.
  • Fillable PDF available for key entry – download and save to network folder before use
  • When not feasible during the remote/hybrid work circumstances, the requirement for manual signature by the Card User is waived.
PCard Tracking Log - B&F Fiscal

EXCLUSIVE USE - For colleges and units that use the B&F Fiscal Service Center

PCard Tracking Log Form (Travel)

Required for tracking travel transactions for Department or Service Center cards. 

  • Fillable PDF available for key entry – download and save to network folder before use.
  • When not feasible during the remote work/hybrid circumstances, the requirement for manual signature by the Card User is waived. 
Performance Planning and Review

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Performance Planning and Review (CWA)

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

PO Closure Request Form - B&F Fiscal

EXCLUSIVE USE - For colleges and units that use the B&F Fiscal Service Center

Position Description Template

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

President's Cabinet Approval Form
Probationary Review (CCS)

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Procurement Spend Category Template

Use this template for mass requests for Spend Categories, whether it be new or edits to existing values. Limited to three roles (Buyer, Commodity Manager, Procurement Administrator).

 

Property Claim Reimbursement Form
Property Loss Reporting Form
Purchase Order Terms and Conditions
Reference Check

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Reissue Check Request
Request a Freight Shipment
Request for Cell Phone/Internet Allowance or Fringe Benefit Form
Request for Internal Bank Financing
Requests for Certificates of Insurance
Requisition Form for Goods or Services

For department use

RFX Preparation Form (formerly Bid Prep Form)

Required for the preparation of all new RFX (Request for… X = Proposal, Information, Quote).  The form is for exclusive use by university departments. 

S.M.A.R.T. Goals

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Sales and Use Tax Blanket Exemption Certificate

Ohio Department of Taxation form to be completed when making purchases for the university. Enter vendor's name, date and print to PDF.

Sales and Use Tax, Construction Contract Exemption Certificate

Ohio Department of Taxation certificate

Self-Appraisal

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Special Conditions for Projects
Student Advertising

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Surplus Property Management System, Access Request Form
Surplus Property Management System, Department Setup Form
Termination Checklist (completed by manager)

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Third Party Merchant PCI Contract Addendum
Third Party Service Provider PCI Contract Addendum
Travel Comparison Form

EXCLUSIVE USE - For colleges and units that use the B&F Procurement Shared Service Center

Travel Comparison Worksheet

Fillable PDF - Download and save to network folder before use or distribution.

Travel Post-Trip Expense Report - B&F PSSC

EXCLUSIVE USE - For colleges and units that use the B&F Procurement Shared Service Center

UBI Decision Tree

Job aide to assist in evaluating University activities for unrelated business income

University Mileage Certificate
University Values
EXCLUSIVE USE - For colleges and units served by B&F Human Resources
UPS Package Shipping Form
UPS ShipExec Access Request Form
Vehicle Accident Report Form
Vendor Setup Form
W-4

Internal Revenue Service form

Workday Worktag Requests

Effective 01/07/2021:  New forms are used and additional details within the reference guide.

Working Out of State
Working Outside the United States
Working Remotely
Type: Other
Title Notes Related Documents
2017-2018 Pay Period Schedule

for general university use. See previous years 

Category / Buyer Listing for Purchasing
eSignature FAQs (9/1/2015, PDF)
eSignature Guide to Implementation
FDM Request Process for new Worktag Values

There are several forms inside Workday that are used to request new financial Worktag values or to request edits to existing values. Use the attached reference guide to determine which Workday form is appropriate to use. If requesting an inactivation, you will follow the instructions on the Inactivation Checklist in addition to submitting your form. Additional instructions are contained within the reference guide to help you.

Financial Code of Ethics
Freezer Maintenance Guidelines
Human Resources Action (HRA) Guide

EXCLUSIVE USE - For colleges and units served by B&F Human Resources

Internal Control Structure

EXCLUSIVE USE - For Business & Finance employees only

PCI Requirements
Private Use

Contact Debt Management

Procurement Flow Chart

ASSIST

Purchase Order (PO) Closure Process
Reallocator and approver lists 6-22-2017

EXCLUSIVE USE - For colleges and units that use the B&F Procurement Shared Service Center

RFP Process
Special Approval Spend Categories
Strategic Sourcing Process
Tax Exempt Bond Compliance

Contact Debt Management

Travel Expense Form instructions - B&F PSSC (5-1-15)

EXCLUSIVE USE - For colleges and units that use the B&F Procurement Shared Service Center

Travel Expense Form instructions - B&F PSSC (5-2-2019)

EXCLUSIVE USE - For colleges and units that use the B&F Procurement Shared Service Center

Vendor Maintenance ASSIST pages
Vendor Maintenance Instructions

For general university use. (See OSP form)

Waiver of Competitive Bidding - Instructions
Waiver of Competitive Bidding Request Form