Business Office & Budget Office Forms
To ensure your payment is processed by the scheduled check date please remember to fill out forms completely, include an approval signature, appropriate account coding, and attach all supporting documentation. Also please note per policy checks cannot be issued more than 30 days out from the event.
If you have any questions please contact accountspayable@roanoke.edu
Accounts Payable Forms
Self-Service Payment Request Instructions
Instructions on how to use the Self-Service payment request/Procurement page to request a payment. This takes the place of the old Portal.
Self-Service Payment Request Approval Instructions
Instructions on how to approve a payment request/voucher in Self-Service.
This form is required of any new vendor providing a service or when requesting payment of a honorarium. An updated W-9 form should be submitted for a vendor with any change in tax information/address. A W-9 form ensures the collection of accurate/updated information that is signed/verified by the vendor. Also, as yearly audit regulations become more extensive having this information will be pertinent to keep us in compliance with all accounting and IRS regulations. For further information please see our Roanoke College - W-9 Form and 1099 Tax Reporting Guidelines (this document is also accessible in the Policies section of the Accounts Payable and Purchasing Page).
Independent Vendor Payment Request
This form is to be used to request payment for individuals performing a service for which an invoice will not be provided.
Used to request funds in advance for business-related expenses at Roanoke College. It ensures proper approval, documentation, and reconciliation of cash advances, including submission of receipts and return of unused funds within 10 days.
Used to document how a previously issued cash advance was spent. It captures employee details, the amount issued, amount spent, and any remaining cash to ensure proper reconciliation and accountability
Credit Card/Visa Related Forms
Visa Credit Card Request and Agreement
This form is for RC Faculty or Staff to request a individual or department VISA card and to agree to Roanoke College's credit card policy.
Roanoke College Credit Card Increase
This form is for RC Faculty or Staff to request a VISA card increase.
Per policy it is the Roanoke College VISA Cardholder's responsibility to obtain itemized transaction receipts from the vendor each time the credit card is used. Cardholders must attempt to get the receipt from the vendor. If the receipt is not available, the cardholder must attach a completed Missing Receipt Disclosure for each receipt missing.
This form should be used when checking out a Visa from the Business Office to submit your expenses.
General Accounting Related Forms
This form is used for all expense reimbursement requests.
A step-by-step reference for Finance & Budget Managers.
Budget Office Forms
This form should be used for transferring expenses that have already been paid to a different account.
This form should be used for transferring money to a different account to cover expenses not already incurred.
Please note that Microsoft Excel forms allow data to be entered and calculations performed.