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)

COA - New:
Program (Excel)
Class (Excel)
Project (Operating) (Excel)
SpeedCode (Excel)
Account (Word)

COA - Change:
Program (Excel)
Class (Excel)
Project (Operating) (Excel)
SpeedCode (Excel)
Reactivate (Excel)

DeptID - New (Word)
DeptID - Change (Word)
Department ID Management (Word)

Report (nVision) Maintenance

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

Fund 100 (Central Institution) Maintenance

Program 8 Request Form (Word)

Billing - External

Billing Unit Setup & Update Request (Editable PDF)
External Billing Customer Setup & Update Request - Commercial (Fillable PDF)
Incoming EFT Customer Payment Information Form (PDF)
USD Invoice - Commercial (Word)
Certification of Canadian Residency - Sample only (PDF)
Income Tax Status Declarations - (CRA Confirmation of Registration or USA IRS W8-BEN-E) - please contact

Billing - Internal

Internal Sale - (Word)


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

GLJE Requests

Refer to the GLJE Submission user Manual to ensure the appropriate form is completed.

GLJE Submission User Manual (Word)

Send to Research Administrative Services:

Research: General Ledger Journal Entry (Excel)

Send to Financial Services:

Accrual or Revenue Deferral (Excel)
Chartfield String Correction (Excel)
Transfer  (Excel)
Internal Sales (Excel)
Other (Excel)

GLJE Request (processed by unit):

GLJE Request by Unit - Internal Sales (Excel)
GLJE Request by Unit - Other (Excel)
GLJE Submission Form (Google Form)

Transaction Source Document Filing (Jackets) - Samples

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)

Accounts Payable

Accounts Payable Journal Voucher Entry Form (Excel)
Electronic Funds Transfer (Refer to Supplier Change Request Form)
Electronic Payments US Currency (Refer to Supplier Change Request Form)
New Supplier Request (Fillable PDF)
Non-Employee Reimbursement (Fillable PDF)
Payment Request (PDF)
Payment Request Multiple Payee Worksheet (Excel)
Supplier Change Request (Fillable PDF)
Wire Transfer Form (PDF)

Distribution Services

Declaration For Dangerous Goods - Air (Editable PDF)
Declaration For Dangerous Goods - Ground (Editable PDF)
Equipment Decontamination Form
Shipping Form (Editable PDF)
Storage Request Form (Editable PDF)
Surplus Disposal Form (PDF)

Equipment Services

1. Equipment Asset Form - Acceptance of Equipment Transferred From the University (PDF)
2. Asset Disposal Form - Asset Retirement (PDF)
3. Asset Disposal Form - Supplemental (PDF)
4. Asset Disposal Form - Donation to Registered Charity (PDF)
5. Asset Disposal Form - Request to Transfer Equipment to Another Institution (PDF)
6. Asset Disposal Form - Transfer or Sale (Internal) to Another University Unit (PDF)
7. Equipment Asset Acceptance of Gift in Kind to the University Unit (PDF)
8. Equipment Asset Acceptance of Equipment Transferred to the University (PDF)
9. Equipment Asset Loan Form - Equipment Loan from the University of Alberta (PDF)
10. Equipment Asset Loan Form - Equipment Loan to the University of Alberta (PDF)
11. Asset tag request form (PDF)

Asset Equipment Services Upload Template - Contact Equipment Services

Procurement and Contract Management

Competitive Bid Exception (CBE) Form (Word)
Competitive Bid Procedure Exception Request (F&O) (Word)
Corporate P-Card Application and Agreement (PDF)
Corporate P-Card Log Sheet (Word)
Change Request to Current Credit Card (Fillable PDF)
Credit Card Journal Entry Request (Fillable PDF) 
Determination of a Worker's Status Checklist (PDF)
Invitation to Quote for Goods & Services Between $20,000-$75,000 (PDF)
Linde Cylinder Return Form (PDF)
Sole and Single Source Justification Form (PDF)
Services Agreement (Word)
Standard Contract Criteria (Word)
Statutory Declaration Form (Editable PDF)
Supplier Quote Checklist (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 (See Accounts Payable - Non-Employee Reimbursement)
Travel Authorization Payment (TAP) (CCID required)
Travel & Expense Journal Entry Form (Fillable PDF) 
Travel & Expense Adjusting Entry Access Request Form (PeopleSoft HCM eSecurity)