All Forms
Account Structure: Stanford's Chart of Accounts
Downloadable and online forms related to account structure: chart of accounts:
- PTA Request / Update Forms (for a single PTA):
- Sponsored Research PTA Setup Forms (multiple varieties on Office of Sponsored Research web site)
- Form 1 (Capital Projects requiring a jurisdictional permit and plan check)
- Capital Projects PTA Request (when Facilities Form 1 is NOT required)
- Request for Establishing a New Service Center
- Fund Accounting PTA Request (for Other Designated, Operating Budget, Expendable or Endowment Gift PTAs)
- Expenditure Type / Object Code Request Forms
Banking & Commerce
Downloadable and online forms related to cash handling and deposits:
- Transmittal Forms
- eCommerce Online Forms
- IRS Forms
Buying & Paying
Downloadable and online forms related to buying and paying:
- Lost / Missing Receipt Form
- Purchasing Cards (PCards)
- Human Subjects
- Human Subject Non-Cash Incentive Distribution Attestation Form
- Human Subject Certification Form (for department record retention)
- Tax Forms
- Living Wage Forms
- For Compliant Suppliers / Contractors:
- For Preferred Suppliers / Contractors:
- Printed Stanford Forms from Staples Advantage
- Requesting Additional Custodial and Exterior Trash, Recycling, and Composting Services
Capital Accounting & Asset Management
Downloadable and online forms related to capital equipment and capital projects:
- Capital Acquisition Correction / Adjustment Form (Capital Template)
- Form 1 (Capital Projects requiring a jurisdictional permit and plan check)
- Capital Projects PTA Request (when Facilities Form 1 is NOT required)
- Commonly Used Property Forms (Property Management Office)
- Equipment Lease Approval Form
- Equipment Lease Obligation Reporting Form
- Real Estate Lease Obligation Reporting Form
Financial Authority
Downloadable and online forms related to financial authority:
Financial Reporting Tools
Downloadable and online forms related to financial reporting tools:
Funds Management
Downloadable and on-line forms related to funds management:
- iJournals Responsibility Request
- iJournals Upload Template
- iBudgets Upload Template
- FFE (Investment or Withdrawal of Funds Functioning as Endowment)
- PTA Request Forms:
- Sponsored Research PTA Request Forms (multiple varieties on Office of Sponsored Research web site)
- Form 1 (Capital Projects requiring a jurisdictional permit and plan check)
- Capital Projects PTA Request (when Facilities Form 1 is NOT required)
- Request for Establishing a New Service Center
- Fund Accounting PTA Request (for Other Designated, Operating Budget, Expendable or Endowment Gift PTAs)
Month/Year End Close
Downloadable and on-line forms related to month-end / year-end close:
- iJournals Responsibility Request
- iJournals Upload Template
- PTA Carry Forward / Rollover Project Balances
- ADI Spreadsheet Template for Fund Transfers
- Annual Attestation of Feeder Owner Responsibilities
- Capital Acquisition Correction / Adjustment Form (Capital Template)
Payroll Administration
Downloadable and online forms related to payroll administration:
- I-9 (Employment Eligibility Verification)
- New Employee Information
- New Employee Affidavit (W-11)
- One-time Pay and/or Reduction
- Additional Recurring Pay
- Vacation Accrual Balance Funding
- Online Withholding Allowances (W-4 / DE-4) Enrollment Form
- Available in Axess
- See Quick Steps: Declare or Change Withholding Allowances
- Tax Treaties for Students, Postdocs and Faculty (These pages reside in the Students section of this web site)
- W-8BEN (for fellowship payments) – use to Claim Tax Treaty for Fellowship Payment
- Form 8233 (for salary payments) – use to Claim Tax Treaty for Salary Payment
- Out-of-State Employee Approval
- Out-of-State Employee Days Worked in California
Payroll for Employees
Downloadable and online forms related to payroll for employees:
- Online Direct Deposit Enrollment Form
- Available in Axess
- See Quick Steps: Enroll / Update / Cancel Direct Deposit
- Online Withholding Allowances (W-4 / DE-4) Enrollment Form
- Available in Axess
- See Quick Steps: Declare or Change Withholding Allowances
- Tax Treaties for Students, Postdocs and Faculty (These pages reside in the Student section of this web site)
- W-8BEN (for fellowship payments) – use to Claim Tax Treaty for Fellowship Payment
- Form 8233 (for salary payments) – use to Claim Tax Treaty for Salary Payment
- I-9 (Employment Eligibility Verification)
- All employees and students must submit their Withholding Allowances (W-4/DE-4) and Direct Deposit information online in Axess. Please see the New Employee Information Form for detailed instructions.
- New Employee Affidavit (W-11)
- The following paper forms are ONLY to be used for temporary employees who will not receive a SUNet ID:
Petty Cash Administration
Downloadable and online forms related to petty cash administration:
Reimbursement
Downloadable and on-line forms related to reimbursement:
Supporting Students
Downloadable and online forms related to supporting students:
- SU-21: Fellowship / Award Form (not to be used for payment for services)
- 1098-T (online access to your IRS tax information)
- Third Party Contract Application (for organizations sponsoring students)
- Third Party Contract Application for Stanford Sloan Master's Program (when organizations sponsor SLOAN PROGRAM students)
- Form 8233 (federal tax treaties for salary payments)
- W-8BEN (federal tax treaties for fellowship payments)
- Cash Advance Request for Students (for Financial Aid Office personnel only)
Tax Compliance
Downloadable and online forms related to tax compliance @ Stanford:
- Stanford W-9 (Request for Tax Payer Identification Number)
- Form 8283 (IRS form for Non-cash Charitable Contributions)
- Form 8282 (IRS form for Donee Information Return)
- Form 8300 (Report of Cash Payments over $10,000)
- Stanford's Statement of Exempt Status (IRS Letter of Good Standing)
- Certification of Filing and Payment of Federal Taxes
- Mobile Equipment & Services Template
Travel
Downloadable and online forms related to travel:
- Stanford Travel Card (MasterCard) Application
- Lost / Missing Receipt Form
- Unused Ticket Affidavit
- Certification for Student Travel Form
- Fly America Act Waiver Checklist
- Certification of Exception to Fly America Act Form
- Foreign Visitor Forms: