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.
| Title | Notes | Related Documents |
|---|---|---|
| Accounts Payable Policy (4.41, PDF) |
University policy managed by the Office of Business and Finance |
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| Accounts Receivable Policy (5.14, PDF) |
University policy managed by the Office of Business and Finance |
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| Additional Insured Status |
Insurance policy |
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| Asset Management Policy (4.21, PDF) |
University policy managed by the Office of Business and Finance |
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| Auto Insurance Fact Sheet |
Insurance policy guidelines |
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| Bank Accounts Policy (PDF) |
University policy managed by the Office of Business and Finance |
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| Board Policy on Purchasing and Competitive Bidding | ||
| Business Continuity Management Policy | ||
| Business Continuity Management Policy (PDF) |
University policy managed by the Office of Business and Finance |
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| Cash and Cash Alternatives Payment Methods (5.11, PDF) |
University policy managed by the Office of Business and Finance |
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| Certificates of Insurance request: Student in Practicum | ||
| Certificates of Insurance request: University Liability | ||
| Deposit of Funds (5.12, PDF) |
University policy managed by the Office of Business and Finance |
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| Earnings Operations Policy (PDF) |
University policy managed by the Office of Business and Finance |
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| Electronic Signature Policy (1.12, PDF) |
University policy managed by the Office of Business and Finance |
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| Expenditures Policy (4.11, PDF) |
University policy managed by the Office of Business and Finance |
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| Export Control Policy |
Office of Research Compliance policy for export control |
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| Financial Foundation Data Model Management Policy (PDF) |
University policy managed by the Office of Business and Finance |
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| Fine Arts Information |
Insurance policy |
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| Fiscal Stewardship (1.11, PDF) |
University policy managed by the Office of Business and Finance |
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| Fund Transfers - Unrestricted to Endowment Policy (4.32, PDF) |
University policy managed by the Office of Business and Finance |
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| Fund Transfers – General Ledger Policy (4.31, PDF) |
University policy managed by the Office of Business and Finance |
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| General Liability Information |
Insurance policy |
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| Identity Theft Red Flags Policy (5.16, PDF) |
University policy managed by the Office of Business and Finance |
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| Inventory Policy (PDF) |
University policy managed by the Office of Business and Finance |
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| Investments Policy (5.90, PDF) |
University policy managed by the Office of Business and Finance |
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| Mail Services Policy (2.41, PDF) |
University policy managed by the Office of Business and Finance |
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| Office of Sponsored Programs Travel Policies |
Beyond the university travel policy, OSP requirements for travel on sponsored programs. |
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| OHR Performance Management Policy (5.25, PDF) |
Office of Human Resources policy for general university use |
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| Patents and Copyrights Policy (PDF) |
University policy managed by the Office of Business and Finance |
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| Payment Card Compliance Policy (5.15, PDF) |
University policy managed by the Office of Business and Finance |
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| PCard Policy (2.23, PDF) |
University policy managed by the Office of Business and Finance |
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| Privacy and Release of Student Education Records |
University policy managed by the Office of the University Registrar |
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| Purchasing Policy (2.21, PDF) |
University policy managed by the Office of Business and Finance |
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| Reasonable Accommodations |
Office of Diversity and Inclusion policy for general university use |
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| Recycled Paper Policy (2.01, PDF) |
University policy managed by the Office of Business and Finance |
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| Reporting and Investigating Financial Fraud Policy (1.19, PDF) |
University policy managed by the Office of Business and Finance |
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| State of Ohio Purchasing Rules | ||
| Supplier Advertising Policy (2.62, PDF) |
University policy managed by the Office of Business and Finance |
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| Travel Policy (2.11, PDF) |
University policy managed by the Office of Business and Finance |
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| TULIP (Tenant User Liability Insurance Policy) - Third Party |
Insurance policy |
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| Unitrust, Annuity Trust and Pooled Income Funds Investment Policy (5.60, PDF) |
University policy managed by the Office of Business and Finance |
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| University Debt Policy (5.20, PDF) |
University policy managed by the Office of Business and Finance |
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| University Derivatives Policy (5.80, PDF) |
University policy managed by the Office of Business and Finance |
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| University Fleet (Policy 272 PDF) |
University policy managed by the Office of Administration and Planning |
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| University-Provided Clothing and Uniforms Policy (PDF) |
University policy managed by the Office of Business and Finance |
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| Valuation of Investment Real Estate Policy (5.94, PDF) |
University policy managed by the Office of Business and Finance |
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| Vehicle Acquisition and Use (now University Fleet) |
Insurance policy |
| 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. |
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| 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. |
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| 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 |
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| 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. |
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| 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. |
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| 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. |
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| 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. |
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| B&F Background Check Process |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| Blanket Exemption Certificate (PDF) |
Ohio Department of Taxation form for vendors |
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| Campus Position Hiring Request form |
Campus Position Hiring Request Form is a standard list of questions that should be considered when hiring a position. The form is required for any positions that workflow to the SFO to approve. |
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| Cash and Cash Alternatives Payment Request Form | ||
| Certificates of Insurance request: Fine Arts | ||
| Certificates of Insurance request: Property | ||
| Checklist – Earnings Operation Intake |
FDM Checklist Items for Earnings Operation Intake
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| City of Columbus Certificate of Exemption, Hotel/Motel Excise Tax |
Certificate exempting employees from Columbus Hotel/Motel tax when staying on University business |
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| Claim Detail Spreadsheet | ||
| Communications Excise Tax Exemption Certificate |
Certificate exempting federal excise tax for the purchase of communications services. |
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| Compliance Form for Payments to B or W Visa Holders | ||
| Conflict of Interest Disclosure | ||
| Convenience Order List | ||
| Credit Reference Letter | ||
| Cyber Liability | ||
| 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 |
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| Determination of Taxability Form |
To be completed by units providing clothing and uniforms to employees. |
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| Dispute Form |
Must be received by bank within 60 days from the date of the Bank Statement on which the disputed charge first appeared. |
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| Documentation Form for Non-Employee Work Arrangements | ||
| 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.
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| Employee Accident Report |
Office of Human Resources form for general university use |
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| Endowment Transfer Form | ||
| FDM Checklist for Earnings Operation Decommissioning |
Use this checklist if requesting to decommission an earnings operation
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| FDM Handbook |
The definitive resource for all things related to the Workday FDM |
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| 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 |
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| Foreign Check Form | ||
| Foreign Draft Request |
Contact AP for foreign draft request assistance at apbanking@osu.edu. |
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| General Liability Loss Reporting Claim | ||
| GeoBlue_PEND-PriorApprovalTravelForm |
The Office of Enterprise Risk Management purchases political emergency and natural disaster (PEND) coverage to provide security and evacuation assistance overseas. |
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| Guide to Assist Disruptive or Distressed Individuals |
Office of Academic Affairs guide |
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| Hiring Checklist - Non Student |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| Hiring Checklist - Student |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| International - Acknowledgement of Understanding Form |
NOTE: This form is ONLY applicable to Faculty/Staff who are not prompted for the International Acknowledgement of Understanding Questionnaire in the Workday System. Go to Workday and check your inbox for any required tasks. Travelers (Faculty & Staff) must download and sign this form to attach to the Spend Authorization for each unique international business travel when not prompted in Workday. |
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| IRS Form W-9 |
Internal Revenue Service form used for vendor set up to receive payment and Form 1099 |
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| Memorandum of Understanding (PDF) |
For delegated buyers - This form designates the responsibilities and restrictions associated with buying for the university. |
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| Mileage Log | ||
| MSBS Services Rates | ||
| 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. |
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| Notification of Incoming Electronic Payment | ||
| Onboarding Checklist (for hiring managers) |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| Order UPS shipping supplies | ||
| OSU Substitute Invoice Template |
This is a substitute form only for instances where a supplier can not submit a supplier-generated invoice. |
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| Payment Request Form |
Contact AP for non-PO payment request assistance at apcustomerservice@osu.edu |
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| PCard Application Request |
Login to Workday to access PCard Application Request. Refer to Job Aid for navigational guidance. Submission is limited to applicants only. |
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| PCard GET Application Request |
Login to Workday to access PCard GET Application Request. Refer to Job Aid for navigational guidance. Submission is limited to applicant only. |
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| PCard Maintenance Request |
Login to Workday to access PCard Maintenance Request. Refer to Job Aid for navigational guidance. |
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| PCard Tracking Log (Non-Travel) |
Required for tracking non-travel transactions for Department or Service Center cards.
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| PCard Tracking Log - B&F Fiscal |
EXCLUSIVE USE - For colleges and units that use the B&F Fiscal Service Center |
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| PCard Tracking Log Form (Travel) |
Required for tracking travel transactions for Department or Service Center cards.
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| Performance Planning and Review |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| Performance Planning and Review (CWA) |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| PO Closure Request Form - B&F Fiscal |
EXCLUSIVE USE - For colleges and units that use the B&F Fiscal Service Center |
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| Position Description Template |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| President's Cabinet Approval Form | ||
| Probationary Review (CCS) |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| 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).
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| 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 |
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| Request a Freight Shipment | ||
| Requests for Certificates of Insurance | ||
| 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. |
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| S.M.A.R.T. Goals |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| 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. |
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| Sales and Use Tax, Construction Contract Exemption Certificate |
Ohio Department of Taxation certificate |
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| Self-Appraisal |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| Special Conditions for Projects | ||
| Student Advertising |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| Supplier/Payee Setup Form | ||
| Surplus Manager User Guide | ||
| Surplus Property System Approver Request Form | ||
| Termination Checklist (completed by manager) |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| 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 |
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| Travel Comparison Worksheet |
Fillable PDF - Download and save to network folder before use or distribution. Must be stored in Workday at the Spend Authorization and/or Expense Report to document relevant comparison.
See the Travel Cost Comparison Guide for more details. |
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| Travel Post-Trip Expense Report - B&F PSSC |
EXCLUSIVE USE - For colleges and units that use the B&F Procurement Shared Service Center |
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| UBI Decision Tree |
Job aide to assist in evaluating University activities for unrelated business income |
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| University Mileage Certificate | ||
| University Values |
EXCLUSIVE USE - For colleges and units served by B&F Human Resources |
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| UPS Package Shipping Form | ||
| UPS ShipExec Access Request Form | ||
| Vehicle Accident Report Form | ||
| W-4 |
Internal Revenue Service form |
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| Workday Worktag Requests |
Effective 01/07/2021: New forms are used and additional details within the reference guide. |
Digital information and digital services acquired, developed, or delivered prior to August 1, 2018, are subject to the applicable web and digital accessibility standards in effect at that time and specifically to the provisions for “legacy” content in the Digital Accessibility Policy.