Forms Cabinet

Please obtain the form from this Forms Cabinet at all times to ensure you have the most recent version.

The format of the form (Excel, Word or PDF) is noted after each link. "Editable PDF" forms require Adobe Reader version 8 to function properly.
For additional help refer to the website Adobe Reader Help.

Financial Services

Accounts - Chart of Accounts (COA) and nVision Reports

COA - New:
Account (Word)
DeptID (Word)
Program (Word)
Class (Word)
Project (Operating) (Word)
Speedcode (Word)

COA - Change:
DeptID (Word)
Program (Word)
Class (Word)
Project (Operating) (Word)
Speedcode (Word)

Report (nVision) Maintenance

nVision Report Form (Excel)
Tree Maintenance Form (Excel)

Billing - External

Billing Unit Setup & Update Request  (Editable PDF)
External Billing Customer Setup & Update Request  (Editable PDF)
Incoming EFT Customer Payment Information Form  (PDF)
USD Invoice - Commercial (Word)
RSO Only- USD Invoice (Converting USD to CDN)  (Excel)
RSO Only- USD Invoice (Converting CDN to USD)  (Excel)
W-8BEN-E (Certificate of Status of Beneficial Owner for United States Tax Withholding and Report (Entities))Sample Form (PDF)
CRA Confirmation of Registration (PDF)
Certification of Canadian Residency - Sample only (PDF)

Billing - Internal

Research and Operating: Internal Sale (Excel) - Short Form
Internal Sale - (Word) - Long Form


Cash Register Float Application and Procedures (Word)
Cashier Deposit Correction Form (Excel)
Cheque Deposit Information Form (Excel)
Petty Cash Requisition Form and Procedures (Word)

GLJE Requests

Refer to Instructions at top of each form to ensure the appropriate form is completed.

Send to Research Services Office:

Research General Ledger Journal Entry (Excel)

Send to Financial Services:

Research and Operating: Accrual (Expense) (Excel)
Research and Operating: Accrual (Revenue) (Excel)
Operating: COA Correction (Excel)
Operating: Expense Recovery (Excel)
Operating: Funds Transfer (Budget) (Excel)
Research and Operating: Accounting Entry (Balance Sheet) (Excel)
Operating: Non-Routine GLJE (Excel)

GLJEs to be processed on the User Interface:

GL Journal Entry Interface Template (Excel)

Transaction Source Document Filing (Jackets) - Samples and Ordering

These "jackets" provide an effective means of retaining orderly supporting documentation for transactions processed.
Accounts Payable Journal Jacket (PDF)
External Billing Journal Jacket (PDF)
General Ledger Journal Jacket (PDF)
Generic Journal Jacket (PDF)

Supply Management Services

Accounts Payable

Accounts Payable Journal Voucher Entry Form (Excel)
Electronic Funds Transfer (PDF)
Electronic Payments US Currency (PDF)
Payment Request (PDF)
Payment Request Multiple Payee Worksheet (Excel)
Wire Transfer Payment Request (Excel) 

Customs Services

Customs Clearance Form (Editable PDF)

Distribution Services

Declaration For Dangerous Goods "Air" (Editable PDF)
Declaration For Dangerous Goods "Ground"  (Editable PDF)
Radioactive & Biohazard Compliance Form  (Editable PDF)
Shipping Form  (Editable PDF)
Storage Request Form  (Editable PDF)

Surplus Disposal Form (Word)
Market Evaluation Form (Word)

Equipment Services

Asset Disposal Form - Confirmation of Acceptance of Transfer of Equipment From the University of Alberta (Word)
Asset Disposal Form - Direct Sales to Departing Staff (Word)
Asset Disposal Form - Dismantled for Parts and Retained Form (Word)
Asset Disposal Form - Donation to Registered Charity (Word)
Asset Disposal Form - Gift to Staff Member (Word)
Asset Disposal Form - Request to Transfer Equipment to Another Institution (Word)
Asset Disposal Form - Stolen or Lost (Word)
Asset Disposal Form - Transfer or Sale (Internal) to Another University Unit (Word)

Asset Equipment Services Upload Template - Contact Equipment Services

Equipment Asset Acceptance of Gift in Kind to the University Unit (Word)
Equipment Asset Reinstatement Form (Word)
Equipment Asset Retag Form (Word)
Market Evaluation Form (Word)
Surplus Disposal Form (Word)

Procurement and Contract Management

Change Order Draft  (Word)
Competitive Bid Exception (CBE) Form (Word)
Competitive Bid Procedure Exception Request (F&O) (Word)
Corporate P-Card Application Form  (PDF)
Corporate P-Card Log Sheet (Word)
Determination of a Worker's Status Checklist (Word)
Low Dollar Purchase (LDP) Order Form  (Editable PDF)
Low Dollar Purchase (LDP) Transaction Log Sheet  (Excel)
Preferred Supplier Agreement Order Form  (Excel)
Procurement Card Lost/No Receipt Declaration (PDF)
Services Agreement  (Word)
Services Requisition (Editable PDF)
Statutory Declaration Form  (Editable PDF) 

Travel and Expense Management

Employee Expense Reimbursement Worksheet (non travel) (PDF)
Employee Travel Expense Reimbursement Worksheet (PDF)
Hotel Authorization Payment (HAP) (CCID required)
Non-Employee Travel Expense Payment (PDF)
Travel Advance Request Worksheet (PDF)
Travel Authorization Payment (TAP) (CCID required)
Travel & Expense Journal Entry Form (PDF)
Travel & Expense Adjusting Entry Access Request Form

Budget (Resource Planning) Forms 

Human Resources Services Forms Cabinet

Information Services & Technology PeopleSoft Access Forms

Request for Administrative Application Access - PeopleSoft Financials 

Use this form to grant access to one or more of the following roles: General User Inquiry, General User Inquiry and Reporting, Billing Invoice Entry, AP Journal voucher Entry, Department Purchase Requisition Entry, eTRAC administrator

Request for Administrative Application Access - PeopleSoft eTRAC 

Use this form to grant access to view financial information for specified research projects in eTRAC.

Request for Administrative Application Access - PeopleSoft Travel & Expenses Independent Reviewer

Use this form to assign users to perform independent review of research Travel & Expense claims for specified department IDs (dept IDs).