Form NameDescription of Form
Allowability and Appropriateness ManualDescription: To define Iowa State University’s non-compensation expenses and to offer clear and consistent guidance in justifying allowable business expenses as reasonable, appropriate, and necessary for the fulfillment of Iowa State University’s mission. 
Certificate of Missing ReceiptDescription: Used for reimbursements where a receipt is missing or inadequate.
 
Chargeback RequestDescription: Used to request a chargeback for a reimbursement that occurred in error.
Document Type: PDF
Revision Date: 06/2025
Communication Technology Allowance Request FormDescription: Used to provide allowances for eligible employees for technology services.
Document Type: PDF
Revision Date: 02/2024
Conflict of Interest FormDescription: Required as an attachment to a Supplier Invoice when paying an individual for services of $100.00 or more. If the amount of services is $600.00 or more per invoice, or is expected to be more than $1,000.00 per year, a Professional Services Contractual Agreement also is required to be attached.
Document Type: PDF
Revision Date: 07/2025
Employee Travel WorksheetDescription: Travel Intake Form
Document Type: PDF
Revision Date: 09/30/2025
Expense Transfer Request FormDescription: Used when transferring funds between units, generally at year end. This form is required when requesting a transfer of expenses between funding sources. 
Document Type: PDF 
Revision Date: 03/2025
 
External Bank Account Application and Policy AcknowledgementDescription: Form used to request an external bank account and acknowledge the university polices regarding the account.
Document Type: PDF
Revision Date: 03/2010
Fee-For-Service Labor Rate ModelDescription: Template of the three labor rate models for inclusion in fee for service rates.
Document Type: Excel
Revision Date: 09/2025
Fly America Waiver FormDescription: To assist in determining qualification for a waiver of the restrictions of the Fly America Act under 41 CFR Part 301-10.
Document Type: PDF
Revision Date: 01/2021
IRS Form 8233Description: Required to be attached to a Supplier Invoice when paying non-resident aliens for providing services within the United States if the payee wants to be exempted from 30% withholding for federal taxes.
Document Type: Adobe Acrobat
Revision Date: 09/2022
Participant Support Cost FormDescription: Used for Participant Support Cost payments on Sponsored Projects.
Document Type: PDF
Revision Date: 09/2022
Petty Cash Reconciliation FormDescription: Used to reconcile the petty cash account.
Document Type: PDF
Revision Date: 12/2024
Petty Cash Requisition Form and
Policy Acknowledgment		Description: Form used to request petty cash and knowledge the university policies regarding the account.
Document Type: PDF
Date: 08/2020
Petty Cash VoucherDescription: Completed form to be attached to an Ad Hoc Bank Transaction when replenishing petty cash funds.
Document Type: Excel
Revision Date: 09/2016
Professional Services Contractual AgreementDescription: Used to document arrangements with independent contractors.
Document Type: Word or Acrobat
Revision Date: 10/2016
Research Participation Receipt and Property Receipt FormDescription: Form to be signed by the recipient when a department distributes cash, gift cards, gift certificates, or other property. This documentation replaces the old Property Receipt Form and the RPRF forms for compensation over $100 and under $100.
Document Type: PDF
Revision Date: 07/2024
Travel Advance / Payroll Authorization FormDescription: Used when requesting a travel advance for an employee, and authorizes ISU to make a payroll deduction if the expenses for the trip are not accounted for within 30 business days of the end of the trip.
Document Type: Adobe Acrobat
Revision Date: 07/2023
Travel Advance Procedures
Wire Instructions from Foreign BusinessesDescription: Wire form to be used to obtain wire instructions from foreign suppliers.
Document Type: Adobe Sign
Revision Date: 09/2023
Wire Instructions from Foreign IndividualsDescription: Wire form to be used to obtain wire instructions from foreign suppliers.
Document Type: Adobe Sign
Revision Date: 09/08/2023

 

Additional forms and information may be found at Iowa State University's Policy Library.

Resources and Quick Links

ISU departments may solicit or receive cash gifts from companies or individuals who wish to make charitable contributions that benefit Iowa State University. Gifts should be made payable to the ISU Foundation. These funds are to be deposited and processed through the ISU Foundation. When a donor sends a check to an ISU department, the donor needs to include information on the gift’s designation (i.e. – for which department and for what purpose or event). For those contributions that are received from individual donors, the Contribution Form should be completed. For those contributions that are received from corporate or foundation donors and are less than $5,000, the Gift Reporting Form for Corporate and Foundation Gifts should be completed. As a general rule, a fee of 5% is applied to any gift.

If departments need to confirm their ISU Foundation account name/number, please contact the ISU Foundation at questions@foundation.iastate.edu. A postcard will be sent by the ISU Foundation to the donor confirming their gift shortly after the gift is received. The ISU Foundation will also send a receipt for tax purposes to the donor in late January which documents all gifts made during the prior year. See the ISU Foundation for additional information. Some gifts may require additional information, or may require formal agreements between the donor and the ISU Foundation. Examples include (but are not limited to) new fund designations, named scholarship/memorial funds, and research projects that OSPA and the ISU Foundation agree can be administered as a gift. Please contact questions@foundation.iastate.edu if further clarification is needed.

Resources and Quick Links

The Conflict of Interest (COI) form provides information to comply with state and federal conflict of interest regulations. Include the form with payments to approved individuals on a Supplier Invoice.

Refer to the Procurement Services "How to Procure Services in Workday" flowchart to determine when a payment can be made with a Supplier Invoice, a purchase order, or a supplier contract.

  • For routine services, a non-catalog or Contract Request Form requisition must be submitted, which does not require the COI form.
  • Professional services of less than $2,000 can be processed on a Supplier Invoice. For individuals, a COI form should be attached. For business entities, an invoice should be attached. A Professional Services Contractual Agreement (PSCA) should also be attached.
  • Professional services that are expected to be $2,000.00 or more will require a Non-Catalog Requisition or a Contract Request Form to be submitted, which does not require a COI form.
  • Payments to speakers and entertainers can be processed with a Supplier Invoice, regardless of the amount. A COI is required for individuals. However, if there is a signed contract, a Requisition is required, also regardless of the amount.

Contact the Office of Financial Accounting and Compliance with questions about the Supplier Invoice or required attachments.