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Security Access

PeopleSoft Financials V8.9 Security Access Request Form

This form is used for adding, modifying and deleting users to the PeopleSoft Financial system. The department determines the access needed for each user. This form needs to be signed by an authorized department signatory. These forms are reviewed by the Georgia State Auditors for accuracy.

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Authorization for Departments

Chart of Account Maintenance Form

This form is used for adding, changing, activating, and inactivating department numbers. If a department manager leaves, retires, or changes this form is also used to update that information. This form also works in conjunction with the signatory form. So the best practice is when you submit a COA submit signatory form also.

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Authorized Signature Form for Departments

This form is used for verification of authorized signatures for departmental approval, the person listed as the authorized signatory for the department ID. This permits the employees listed to sign for financial related business forms for this department ID. This form is reviewed by the Georgia State Auditors for accuracy.

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Payroll Pay Forms

Non-Exempt Time Change Correction Form

This form is used to correct a Non-Exempt paid employee's time after it has already been processed in Time Ware. In order to make any corrections, this form must be filled out and signed by the employee's Supervisor/Manager.

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Exempt Extra Pay Time Sheet

This form is to pay an Exempt employee any approved work done within their department. An approval must be done and approved through Classification & Compensation, before this employee can begin any Extra Pay work.

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Exempt Extra Duty Time Sheet

This form is to pay an Exempt employee any approved work done outside of their normal working department. An approval must be done and approved through Classification & Compensation, before this employee can begin any Extra Duty work.

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Miscellaneous Forms

Relocation Expense Authorization (REA) Form

This form is required when a department elects to reimburse a new employee for his/her relocation/moving expenses and must be completed, approved and submitted to Human Resources for classified employees and the applicable Dean's Office for faculty positions in order for this commitment to be included in the written offer of employment.

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Request for Reimbursement of Relocation Moving Expenses

This form is to pay an employee for both Non-Qualified and Qualified moving expenses. All receipts must be attached to this form in order to be reimbursed. This form will come directly to the Payroll department. Before any payment can be processed there must be a REA form completed and approved.

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Accounts Payable Forms

Check Request Form

This form is for service and reimbursements only. Reimbursements and Single Payments for Consultants, Honoraria and Services(PO required if vendor will be paid more than $5,000 total within a fiscal year.) Expense Reimbursements, Non-employee travel reimbursements, flexible spending.

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Service Agreement Request (SAR)

The Service Agreement Form (SAR) is used to appropriately document and classify non-employee services and/or expense reimbursements. The form includes Scope of Work, (i.e. Business Purpose) dates of service and amounts. Also includes verification of citizenship for tax reporting purposes. This form is used in conjunction with the Employee/Contractor Determination Check List, W-9, and attached to a check request for payment.

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Travel Forms

Travel Authorization Form

This form is used to ensure approval of travel is approved. Please make sure this form is in the Travel Office prior to airline ticket reservation. A general practice to remember is to submit the travel expense statement with six days of travel.

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Travel Expense Form - Day
Travel Expense Form - Overnight

Travel Expense Form is used to appropriately document, record, and classify official state business-related travel expenses for reimbursement. The form includes the dates of travel, business purpose and amounts. Forms are submitted, to include appropriate receipts, for reimbursement no later than 60-days from the dates of travel to ensure a timely record of the reimbursement.

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Financial Accounting Forms

Cost Transfer for Payroll Journals Form
Cost Transfer for JEs & AP Vouchers Form
Cost Transfer for Travel Form

This form is used to transfer expenses or revenue that were posted to the incorrect chartfield combination or account code.

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Non-Sponsored Project Form

This form is used to setup Non-Sponsored Projects with closely related entities (i.e. Physician's Practice Group, MCG Health System, MCG Foundation, Georgia Health Sciences Foundation, etc).

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