All Forms by Activity
Find downloadable and online forms by financial activity:
Account Structure: Stanford's Chart of Accounts
- PTA Request Forms:
- Non-Sponsored PTA Setup (e.g., Other Designated, Operating Budget, Expendable or Endowment Gift PTAs) is online using PTA Manager
- Sponsored Research PTA Setup Forms (multiple varieties on DoResearch 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
- Expenditure Type / Object Code Request Forms
Budget Management
- Request for Infrastructure Exemption
- Organization Hierarchy Change Request (for authorized financial officers only)
Buying & Paying
- Single / Sole Source Justification Form
- Credit Card Forms
- Human Subject Forms
- Supplier Tax Forms
Need printed Stanford forms?
Need forms used to order services? See Buy Pay Guide
Capital Equipment & Capital Projects
- Software Costs – Capitalize vs. Expense Form
- 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
Cash Handling & Deposits
- Transmittal Forms
- Department Transmittal (Deposit Form)
- Affiliate Income Transmittal
- Process Gifts Online Using the Gift Transmittals System. Learn about the Gift Transmittals System
- Request for Department Access to Stanford CASHNet for Online Deposits
- eCommerce Online Forms
- IRS Forms
Financial Authority
- Financial Confidentiality Agreement in STARS (FIN-PROG-0010)
- Legacy (pre 9/1/03) Account View Only Access - CO-614
Funds Management
- iJournals Responsibility Request
- iJournals Upload Template
- iBudgets Upload Template
- Withdrawal Guidelines / Form for True Endowment Funds
- Investment and Withdrawal Guidelines / Form for Funds Functioning as Endowment (FFE)
- Investment and Withdrawal Guidelines from the Intermediate Pool
- PTA Request Forms:
- Non-Sponsored PTA Setup (e.g., Other Designated, Operating Budget, Expendable or Endowment Gift PTAs) is online using PTA Manager
- Sponsored Research PTA Request Forms (multiple varieties on DoResearch 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
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
- I-9 (Employment Eligibility Verification)
- I-9 Smart Version with autofill features for completion on a computer
- I-9 Paper Version for printing and hand completion
- Instructions for Form I-9 from USCIS
- New Employee Information
- 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 How To: 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
- Online Direct Deposit Enrollment Form
- Available in Axess
- See How To: Enroll / Update / Cancel Direct Deposit
- Online Withholding Allowances (W-4 / DE-4) Enrollment Form
- Available in Axess
- See How To: Declare or Change Withholding Allowances
- Tax Treaties for Students, Postdocs and Faculty
- 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)
- I-9 Smart Version with autofill features for completion on a computer
- I-9 Paper Version for printing and hand completion
- Instructions for Form I-9 from USCIS
- 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.
- The following paper forms are ONLY to be used for temporary employees who will not receive a SUNet ID:
Petty Cash Administration
- Petty Cash Upload Template (for use in Expense Requests)
- Petty Cash Reconciliation Form
- Annual Audit Reconciliation Form
- Petty Cash Bank Replenishment Form
Reimbursement / Expense Reporting
- Unused Ticket Affidavit
- Student Certificate for Authorized Expenses
- Certification of Exception to Fly America Act Form
- Foreign Visitor Forms:
- Human Subject Forms
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)
- 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
- Stanford W-9 (Request for Tax Payer Identification Number)
- Stanford Payee Data Record (State of California Std. 204, required when receiving payment from the State of CA in lieu of W-9; add Date in section 5 and complete section 6)
- Stanford 590 (Withholding Exemption Certificate)
- 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)
- Certificate of Stanford's Good Standing Status from California Secretary of State
- Exempt Status Affirmation Letters
- IRS Letter Affirming Stanford's 501(c)(3) Status
- California Franchise Tax Board Letter Affirming Stanford's (R&TC) Section 23701d Status
- Certification of Filing and Payment of Federal Taxes
- Mobile Equipment & Services Template
- Home Internet Equipment and Services Template
- Tax Treaties for Students, Postdocs and Faculty
- 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
Travel
- Stanford Travel Card (TCard) / Purchasing Card (PCard) Application
- Unused Ticket Affidavit
- Student Certificate for Authorized Expenses
- Certification of Exception to Fly America Act Form
- Rental Car Accident Report (while on Stanford business)
- Foreign Visitor Forms: