Forms, Policies & Procedures

Required when wireless device is requested, in accordance with university policy. Employee has read, understands, and agrees to Cellular Devices and Services Policy. Please sign and submit approved form to Accounts Payable in Financial Services.

Request to send invoice to individual or business for services received from University and Auxiliaries. 

Form to document cash count and reconciliation. 

Annually ensure department is in compliance with cash handling policies

Log incoming cash receipts via mail

Submit form to document the change in Fund Custodian. 

Request a ChartField addition, change or inactivation for University and Auxiliaries. Additional instructions included on request form.

A list of common expense accounts used on campus. 

Complete and submit this form when a department is looking to update fiscal signing authority for a department or a division. 

Required to establish direct deposit of University employee reimbursements (Business expenses or travel expenses)

A home use agreement has been created to assist Administrators in the tracking of campus resources being used during the COVID-19 event by Employees off-campus to meet telecommuting requirements.

Request an advance for non-travel business expenses for University and Auxiliaries.

Request advance reimbursement for non-travel business expenses for University and Auxiliaries.

Procedures for defining user responsibilities, how to make reservations, pick-up vehicles, drop - off vehicles, and obtaining invoices.

Document any loan of equipment to an external organization, individual, or employee where the equipment is taken off the campus.

Document any lost, stolen, or destroyed inventoried property. Please note, this form is now supported by Smartsheets. 

Required for Foreign Nationals who are not U.S Citizens for tax purposes.

Required when any gift card is provided. 

Required when any hospitality related expense occurs whether EREQ, Direct Pay, ProCard or Employee Reimbursement for University and Auxiliaries.

The Inter-Unit journal request form is used to process a journal between two separate Business Units (SOCMP, SOASI, SOSSE, or SOFDN). 

Document the transfer of inventoried property between departments.

When traveling abroad, each employee, study abroad student, or student not on a faculty/staff led insurance request is required to complete this form. Form is required at least 45 days before travel. More information on international travel and requirements is available on the AP Foreign Travel Insurance Program website.

Request a new item type or change an existing item type

The Excel template is used to submit a journal reclass to General Accounting for University and Auxiliaries. The second tab of the excel workbook contains a chart of accounts listing of revenue and expense accounts. 

Required for every laptop and must be filed with department Property Custodian.

Required for every laptop and portable computing device and must be filed with department Property Custodian. (Formally called the Laptop Permit Form)

Sonoma State University ProCard Participant Request Form.

Document any changes for Property Custodians. 

Document any changes in the Property Managers. 

Request to survey University inventoried property. Includes requests for disposal, sale, trade-in, donation, or salvaged-for-parts.

A form to request a decrease or termination of petty cash or cash change fund. 

Annually request approval to collect payments on behalf of the University or Auxiliaries

Agreement for establishment or continuation of a University Course Fee Fund.

Document when a safe combination was changed and who the safe combination has been provided to

Establishes the individual who has primary responsibility for maintaining access to a department safe

We're excited to introduce our streamlined IFT request process utilizing a Smartsheets form. Please utilize this new system for all Interagency Financial Transaction requests.

Utilized by depts to justify a sole source (or brand) vendor for procuring goods or services in lieu of formal bidding (valued at or exceeding $50K).

Deposit form used for University and Auxiliaries. * Updated 5-1-2017

University and Auxiliary transmittal form used only for payments on SSU invoices. * Updated 8-6-2009

For use of travel 01/01/2025 - current. Request for reimbursement for travel expenses for candidates, current students, volunteers registered with SSU Human Resources, vendors with travel on their issued purchase order, and for Business Unit SOASI.

For use of travel 10/01/2024 - 12/31/2024. Request for reimbursement for travel expenses for candidates, current students, volunteers registered with SSU Human Resources, vendors with travel on their issued purchase order, and for Business Unit SOASI.

Agreement for establishment or continuation of a University Donor or Non-Donor Trust Fund. Instructions located on PDF form.

Agreement for establishment or continuation of a University Trust Fund (Donor) SOCMP ONLY.

This form is required when the ProCard is used for Conference/Meeting Registration fees and local Enterprise Rental Car fees.

Required in lieu of IRS W-9 when doing business with the State of California (SSU Rev. 03-2023)