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Forms and Policies

Categories

• Accounts Payable
• Business and Finance
• Campus Audit
• Cashier's Office
• Financial Statements
• How-to and Training
• Independent Contractors
• Internal Accounting and Payment
• Purchasing
• Purchasing Card
• Tax Compliance and Non-Resident Alien Taxation
• Tax Documents
• Travel

• Controller's Office Organizational Structure [pdf]
  Last Updated: January 2012

Accounts Payable

• Accounts Payable Department Personnel [Web]
  A list of personnel in the Accounts Payable Department
  Last Updated: February 2009
• Awards, Scholarships and Stipends [Web]
• Business Center North Purchasing Policies & Procedures [Web]
• Nevada System of Higher Education Board of Regent's Handbook [Web]
• Nevada System of Higher Education Procedures and Guidelines Manual [Web]
• Non-Reimbursable Expenses [doc]
  Information about non-reimbursable expenses.
• Petty Cash Reimbursement Voucher [pdf]
  How to replace funds on an authorized Petty Cash Account.
• Petty Cash, Temporary Cash and Change Funds [Web]
  Policies regarding petty cash, temporary cash and change funds.
  Last Updated: April 2012
• Processing External Payments [doc]
  Instructions for processing external payments.
• Vendor Information [Web]
  Log in with your 9 digit vendor identification number.

Business and Finance

• Audit Assessment Tool [pdf]
  A tool for better understanding your unit's audit liability.
• Business and Finance Organizational Chart [pdf]
  Last Updated: January 2009
• Campus Audit Charter [doc]
  The charter of the Campus Audit Department
• Computer Loan Application [Web]
  Last Updated: January 2012
• Conflicts of Interest [pdf]
  University Policy on Conflicts of Interest
  Last Updated: December 2007
• Report Improper Activity [Web]
  A form for submitting suspected improper activity on campus.
• University Administrative Manual [Web]
  Last Updated: June 2010

Campus Audit

• Audit Assessment Tool [pdf]
  A tool for better understanding your unit's audit liability.
• Report Improper Activity [Web]
  A form for submitting suspected improper activity on campus.

Cashier's Office

• Cash Transmittal Receipt [pdf]
• Credit Card Payment Form [pdf]
  For authorizing the charge of an individual credit card by the University. Please fill out, print and fax the form to the Cashier's Office at (775) 327-2296.
  Last Updated: December 2011
• General Invoice [Web]
  Last Updated: December 2011
• General Invoice [Web]
• Internal Purchase Order (IPO) [Web]
• Journal Voucher (JV) [Web]
  The process to move posted expenditures from one university account to another university account. Please use the Journal Voucher form to move all non-payroll posted expenditures. If you want to move payroll, use form PR-45, "Request for Change in Payroll."
• Team Travel Expense Claim [Web]
• Transfer Voucher (TV) [Web]
  To be used to transfer funds between Non-State Appropriated accounts.
• Tuition Fees Quick Reference: 2010-2011 [doc]
  A general reference for tuition fees for 2010-2011
  Last Updated: March 2010

Financial Statements

• 2000 Financial Statement [pdf]
  Last Updated: June 2000
• 2001 Financial Statement [pdf]
  Last Updated: June 2001
• 2002 Financial Statement [pdf]
  Last Updated: June 2002
• 2003 Financial Statement [pdf]
  Last Updated: June 2003
• 2004 Financial Statement [pdf]
  Last Updated: June 2004
• 2005 Financial Statement [pdf]
  Last Updated: June 2005
• 2006 Financial Statement Unaudited [pdf]
  Last Updated: June 2006
• 2006 NSHE Financial Statement [pdf]
  Last Updated: June 2006
• 2007 Financial Statement Unaudited [pdf]
  Last Updated: June 2007
• 2007 NSHE Financial Statement [pdf]
  Last Updated: June 2007
• 2008 Financial Statement Unaudited [pdf]
  Last Updated: June 2008
• 2009 Financial Statement Unaudited [pdf]
  Last Updated: June 2009
• 2010 Financial Statement Unaudited [pdf]
  Last Updated: June 2010
• 2011 Financial Statement Unaudited [pdf]
  Last Updated: May 2012

How-to and Training

• 2011 Year End Memo [doc]
• Account Type Codes [doc]
  Advantage Financial System and CAIS codes to identify the type of transaction. Account types are assigned for assets, liabilities, encumbrances, expenditures, revenue or budget revisions.
• Awards, Scholarships and Stipends [Web]
• Budgets and Budget Controls [doc]
  Expense budget lines must be established on all state appropriated, grant funded and self-supporting accounts.
• CAIS Custom Inquiries [doc]
• CAIS Custom Inquiries [docx]
  Last Updated: January 2011
• CAIS Workshop [docx]
  Last Updated: January 2011
• Cash Handling Training [ppt]
• Cash Transmittal Receipt Instructions [doc]
• Cashier Deposit Slip Instructions [doc]
• Chart of Accounts [doc]
  The Chart of Accounts defines the structure and organization of an accounting system. The account number defines the structure and organization of the university accounting system. The chart of accounts is set up in order to segregate and classify transactions into groupings.
• Claim for Employee Travel Expense Instructions [doc]
• Cost Accounting Standards Board Disclosure Statement [pdf]
  Last Updated: October 1994
• Employee Travel Request Instructions [doc]
• Establish Modify Account How To (2008) [pdf]
• Expense Object Codes [xlsx]
  Two digit alpha numeric code identifying the type of expenditure.
  Last Updated: August 2011
• Foreign Wire Transfer Template [xls]
  Used to request account information for wires going to foreign countries.
• General Travel Information Training Class [ppt]
  Last Updated: October 2008
• General Voucher (JV) Instructions [doc]
• Getting to Know Your Fixed Assets/Equipment Inventory [ppt]
• How to Reserve Hotel Rooms for NON University Employees [doc]
  An example of a non-University employee would be an interview candidate.
• Internal Purchase Order Instructions [doc]
• PaymentNet Cardholder Guide [doc]
• PCI Compliance Training [pptx]
• PCI Training [Web] Note: Only available from on-campus network
  Annual required training for payment card industry data security standards.
• Procedures for Guest Speaker Payment Request Form [pdf]
• Procedures for Independent Contractor Agreement [pdf]
  Last Updated: December 2011
• Purchasing Card (PCard) Program [doc]
• Recharge Center Policies and Procedures [doc]
  If you plan to charge another department on campus for goods and services follow these policies and procedures.
  Last Updated: August 2006
• Records Retention Schedule [xls]
  Procedure for how long a department is required to retain records.
• Request for Payment Instructions [doc]
• Revenue Source Codes [xlsx]
  Two digit alpha numeric code identifying the source of revenue in the Advantage Financial System and CAIS.
  Last Updated: August 2011
• Transaction Codes [doc]
  Two digit alpha numeric character code in the Advantage financial system and CAIS identifying the type of document/transaction.
  Last Updated: February 2008
• Transfer Voucher Instructions [doc]
• University General Accounting [ppt]

Independent Contractors

• Affidavit of Rejection of Coverage for Workers' Compensation [pdf]
  Affidavit of Rejection of Workers' Compensation Coverage for Individuals/Sole Proprietors
  Last Updated: December 2011
• Certificate of Insurance Sample [pdf]
• Competitive Exception Form [pdf]
  The Competitive Exception Form is necessary whenever a request is made to waive the requirement of competition (formal bid process) at the current bid threshold of $50,000.
  Last Updated: December 2011
• Determination of Independent Contractor Status [pdf]
  Last Updated: December 2011
• Endorsement Form Sample [pdf]
  Additional insured - Owners, lessees or contractors - scheduled person or organization,
  Last Updated: October 2004
• Endorsement Form Sample Blanket [pdf]
  Blanket additional insured endorsement with products-completed operations coverage and blanket waiver of subrogation
• Endorsement Form Sample CG2026 [pdf]
• Flowchart of Payments to Individuals Who are Non‐Employees of NSHE [pdf]
  Last Updated: January 2012
• Guest Speaker Payment Request - Foreign [Web]
• Guest Speaker Payment Request - US [Web]
• Independent Contractor Agreement - Foreign [Web]
• Independent Contractor Agreement - US [Web]
• Independent Contractor Forms [pdf]
  Form determination for a contractor when personal services are provided.
  Last Updated: April 2008
• IRS Rulings on Independent Contractor Determination [pdf]
  Last Updated: December 2011
• Issues on Independent Contractor Determination [pdf]
  Last Updated: December 2011
• Participant Support Payment Request - Foreign [Web]
  Last Updated: December 2011
• Participant Support Payment Request - US [Web]
  Payment for attendees of a workshop, conference, symposium or participants in research projects.
• Procedures for Guest Speaker Payment Request Form [pdf]
• Procedures for Independent Contractor Agreement [pdf]
  Last Updated: December 2011
• Reimbursement of Travel Expenses to Independent Contractors [pdf]
  Last Updated: December 2011
• Summary Flow Chart of Workers' Compensation Requirement and excluded independent contractors [pdf]
• W-8BEN [Web]
• W-9 [Web]
  Last Updated: January 2012
• Workflow of form determination for a contractor when personal services are provided [pdf]
  Last Updated: December 2011

Internal Accounting and Payment

• Award Request Form [Web]
• Cash Transmittal Receipt [pdf]
• Cashier Deposit Slip [pdf]
• Check with Order (Cash with Order) [Web]
• Claim for Employee Travel Expense [Web]
• Credit Application Information [pdf]
  Last Updated: May 2012
• Direct Deposit Authorization Form [pdf]
• Direct Deposit for Payroll [Web]
• Donor Government Relations Form [docx]
  Development & Governmental Relations Activity Expense Documentation and Approval
  Last Updated: February 2010
• General Invoice [Web]
  Last Updated: December 2011
• General Invoice [Web]
• Host Expense Documentation and Approval [pdf]
  Last Updated: April 2013
• Host Expense Documentation and Approval (NSHE) [pdf]
• Hosting: Development & Governmental Relations Activity Expense Documentation and Approval [pdf]
  Last Updated: February 2010
• Internal Purchase Order (IPO) [Web]
• Journal Voucher (JV) [Web]
  The process to move posted expenditures from one university account to another university account. Please use the Journal Voucher form to move all non-payroll posted expenditures. If you want to move payroll, use form PR-45, "Request for Change in Payroll."
• Payroll Transfers - PR45 [Web]
  The PR45 form is used to move posted payroll from one university account to another university account.
• Receipt for Student Team Travel Expenses Log [pdf]
  Last Updated: January 2008
• Recharge Financial Statement Form [xls]
• Refund Voucher [Web]
• Request for Moving Expense Reimbursement [pdf]
• Request for Payment [Web]
  Last Updated: August 2010
• Request for Stop Payment/Check Cancellation [pdf]
  When a is check lost or no longer required, fill out the Request for Stop Payment/Check Cancellation form and submit to Accounts Payable to void the check.
• Request to Establish/Modify Account [pdf]
• Scholarship Request [Web]
  A definition and instructions to process scholarship payments.
• Table Request Form [doc]
  Application to apply for approval to purchase a table at a fundraiser or event where a university employee is being honored.
  Last Updated: September 2011
• Team Travel Expense Claim [Web]
• Transfer Voucher (TV) [Web]
  To be used to transfer funds between Non-State Appropriated accounts.
• UNR Direct Deposit Request-Employee Reimbursements [doc]
• UNR Travel (Corporate Sponsored) Credit Card Employee Application [doc]

Purchasing Card

• Business Purpose P-Card List [xls]
  A sample list of Business Purposes for use with a P-Card.
• NSHE Overall Best Practices for the PCard Program [doc]
  Tips for a successful PCard program. Requirements instituted by the Board of Regents for all PCard users.
• PaymentNet Cardholder Guide [doc]
• PaymentNet Problem Form [pdf]
• PaymentNet Schedule FY13 [doc]
  Last Updated: August 2012
• Purchasing Card Cardholder Department Form [xls]
• Purchasing Card Expenditures Relating to Travel [doc]
  Tips on using the PCard for expenditures relating to travel.
• Purchasing Card Individual Cardholder Form [xls]
• Purchasing Card Manual 2012 [doc]
  Last Updated: August 2012
• Purchasing Card Program Contacts [xls]
  Last Updated: August 2012
• University/Department Liability for Purchasing Card Purchases [doc]
• Welcome to the UNR Purchasing Card Program 2012 [doc]

Tax Compliance and Non-Resident Alien Taxation

• Academic Honoraria Statement [doc]
• Claim FICA Refund [pdf]
  How to claim a refund of FICA and /or medicare taxes withheld in error.
  Last Updated: December 2011
• How to File Amended Return [pdf]
  Steps for amending a non-resident alien tax return.
  Last Updated: December 2011
• INSID Documents M-396 [pdf]
  A guide to selected U.S. Travel/Identity Documents for Law Enforcement Officers
  Last Updated: August 1998
• Instructions for tax filing for those with no income. [pdf]
• New W-4 Rules [pdf]
  New NRA W-4 Rules
  Last Updated: October 2005
• NRA Check List [pdf]
  Check List for Nonresident Alien Independent Contractors/Guest Speakers/Participants
  Last Updated: December 2011
• NRA Processing [pdf]
  Processing Nonresident Alien (NRA) Employees – New NRA EmployeesRev. October 2007 University of Nevada, Reno -Controller’s
  Last Updated: October 2007
• NRAIC Processing [pdf]
  Processing Nonresident Alien (NRA) Independent Contractors (IC) and Guest Speakers (GS)
  Last Updated: October 2007
• RA Treaty Claim [pdf]
  How to claim tax treaty benefits on Form 1040 of Resident Aliens for Tax Purposes
  Last Updated: December 2011
• Sample B-1 Invitation Letter [doc]
  A sample letter for requesting assistance processing a B-1/WB visitor.
  Last Updated: December 2011
• Sample NRA Documents [pdf]
  Last Updated: December 2011
• Sample NRA W-4 [pdf]
  Last Updated: December 2011
• Sole Source Justification [pdf]
• Welcome to CINTAX [pdf]
  Steps for using CINTAX to complete your U.S. income tax return.
• Withdraw from FICA Alternative Plan [pdf]
  Rules for employees who wish to withdraw funds contributed to the FICA Alternative Plan.
  Last Updated: December 2011

Tax Documents

• 2012 W9 [pdf]
  Last Updated: March 2011
• IRS Determination Letter [pdf]
  Last Updated: April 2007
• Letter of Tax Exemption [pdf]
  Last Updated: October 2007
• W9 Form (Fillable) [pdf]
  Last Updated: October 2007

Travel

• Athletic Department Travel Policy [Web]
• BCN Contracted Car Rental Vendors, Pricing and Contracts [Web]
• Claim for Employee Travel Expense [Web]
• Direct Deposit for Travel Reimbursements [doc]
  Electronic Funds Transfer allows payment to process directly into a bank account, no check is cut.
• Domestic Travel Rates [Web]
• Foreign Per Diem Rates [Web]
• Mileage Rates 2013 [pdf]
• Mileage Reimbursement Policy [Web]
• Nevada 2013 Per Diem [doc]
• Purchasing Card Expenditures Relating to Travel [doc]
  Tips on using the PCard for expenditures relating to travel.
• Receipt for Student Team Travel Expenses Log [pdf]
  Last Updated: January 2008
• Rental Car Quick Reference [pdf]
  For more information regarding rental car vendors, contract number and pin numbers.
• Rental Car Vendor Contact Information [docx]
• Team Travel Claim Check List [doc]
• Team Travel Expense Claim [Web]
• Travel Card Application [doc]
• Travel Card Program Information [Web]
• Travel Claim Checklist [pdf]
• Travel Documentation Cheat Sheet [doc]
  Tips to fill out and submit the travel reimbursement form.
• Travel Policy Modification Chart [doc]
  Last Updated: October 2012
• Travel Request [Web]

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