Navigating Queen’s University Finance Forms

Queen’s University, like any large institution, relies on a robust system of finance forms to manage its financial operations. These forms are essential for everything from expense reimbursements to procurement requests and fund transfers. Understanding which form to use and how to complete it accurately is crucial for faculty, staff, and students.

Commonly Used Forms

A wide range of finance forms exist, each serving a specific purpose. Some of the most frequently used include:

• Expense Reimbursement Form: This is perhaps the most common form, used to request reimbursement for expenses incurred while conducting university business. This could include travel costs, conference fees, research materials, and other approved expenses. It typically requires detailed receipts and justification for each expenditure.
• Purchase Requisition Form: Before making a purchase on behalf of the university, especially for larger amounts, a purchase requisition form is often required. This form initiates the procurement process and ensures that the purchase aligns with budgetary constraints and university policies. It includes details about the vendor, the items or services being purchased, and the funding source.
• Journal Entry Form: This form is used to make adjustments or corrections to financial records. It’s a critical tool for accountants and financial administrators to ensure the accuracy of the university’s financial statements.
• Petty Cash Reimbursement Form: When small, incidental expenses are paid out of a department’s petty cash fund, this form is used to replenish the fund. It requires receipts for each expense and a summary of the purpose for which the petty cash was used.
• Fund Transfer Form: This form facilitates the movement of funds between different university accounts. It’s used for internal transfers to allocate resources to specific projects, departments, or initiatives.

Accessing and Completing Forms

Queen’s University typically provides access to finance forms through its internal online portals or finance department website. These forms are often available in PDF format for download, while some may be integrated into online submission systems.

When completing these forms, accuracy and attention to detail are paramount. Ensure that all required fields are filled in completely and accurately. Provide clear and concise descriptions for each expense or transaction. Attach all necessary supporting documentation, such as receipts, invoices, and approvals. Using the correct account codes and funding sources is essential for proper tracking and allocation of funds. Failure to complete forms correctly can result in delays in processing or even rejection of the request.

Where to Find Help

The Queen’s University Finance Department is the primary resource for questions regarding finance forms and related policies. Their website often contains FAQs, tutorials, and contact information for support staff. Departmental administrators and supervisors can also provide guidance on completing forms and navigating the university’s financial processes. If unsure about any aspect of a form or procedure, it’s always best to seek clarification before submitting the form.