Office for Resources & Planning

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Miscellaneous Forms & Instructions

• Account Create Form (PDF)
• Request for Extraordinary Funding Support
• Hightower Funds Request & Form
• FAS Access
• Request for Payment Forms
• Travel Expense Reimbursement
• Moving Expense Reports
• Cash Receipt Transmittals
• Gift Card Payroll Form (MS Excel) NEW
  
  

Hightower Funds Request & Form

Each year Emory College receives funds from the Hightower endowment, which memorializes the late Robert E. Hightower Sr. This endowment provides funds to bring outstanding visiting lecturers to Emory.

The College has typically committed funds of $75,000-$100,000 annually. These include small allocations for partial funding of a single speaker to larger amounts to support conferences with several speakers. The criteria for a successful Hightower request have been defined as follows:

Hightower funds are intended for honoraria.

Other funding sources, including departmental or program support, committed to the program or event must be outlined in the request.

The program or event promotes interdisciplinary, college-wide discussion and dialogue on important topics in a variety of fields.

To request funds, the following procedures must be adhered to:

1. The Hightower Request Form (PDF) must be completed by requestors and returned to Jennifer Stocking, 405 Candler Library, ext. 7-9518. The following items are required info from the form:

• Department or Program Name
• Name(s) of speaker(s)
• Name of event
• Type of event
• Dates of the event
• Other sources of support and the dollar amount of that support
• Dollar amount allocated from departmental honoraria pool
• Abbreviated curriculum vitae of speaker(s)
• Description of interdisciplinary nature of the program or event.
• Requestor’s name
• Statement of support from chair or director as regards Hightower funding for department of program.

2. Requests are accepted on a biannual basis. The deadlines for the 2008-2009 academic year are as follows:

• Requests for Fall events are due on September 15.
• Requests for the spring and summer events are due on December 1.
  

3. Twice a year, the Senior Associate Dean of Academic Planning will present completed requests for review to the College Hightower Committee.

4. All event flyers must indicate that the Hightower Fund sponsored or co-sponsored the lecture. These flyers must be submitted with the request for reimbursement. This information will be included in the College Office's report to the Hightower family.

5. The College Office will handle the transfer of funds once the event has occurred according to the following procedures:

1) Please charge expenses to your department or program account.

2) Flyer(s) from the event, indicating that the Hightower Fund sponsored or co-sponsored the lecture, must be attached to each reimbursement request. The Hightower family also asks that departments/programs receiving Hightower funds provide the following information:

• Name of the speaker(s)
• Title of the lecture(s)
• Lecturer's home institution
• Highlighted FAS ledger pages showing where the expense was incurred.

3) Once all relevant information has been received from the department or program requesting reimbursement, the funds will be transferred from the Hightower account to the department or program’s account.

FAS Access

To obtain initial FAS access for a new staff or faculty member use the following form:

https://www.finance.emory.edu/external/forms/dataaccess.pdf

Send the completed form to the College Office for approval.

To add or delete an account administrator for an FAS account send an email with the details to controllersoffice@ctrl.emory.edu and copy diana.krause@emory.edu.  Please specify whether you are changing AA1, AA2 or AA3 on the account.  Note that the account administrators are listed on FAS screen "005".

Request for Payment Forms

The Request for Payment Non-Employee Compensation form (PDF) is used to process all payments that must be reported to the IRS on Form 1099. These include payments for consulting, professional and fee-based services (including medical trials). Payment to any unincorporated vendor should be submitted on a Request for Payment Form 1. Honoraria should also be processed on Form 1.

The Request for Payment Travel Advance Request form (PDF) is used to process travel funds in advance of the trip. Travel advances are for Emory employees only. A travel advance may not be requested earlier than fifteen (15) days prior to date of departure.

The Payment Request for Nonresident Aliens form (PDF) is used to process payments for nonresident aliens. Individuals who are U.S. citizens or permanent resident aliens (green card holders) cannot use this form. Required forms and supporting documentation must be attached to Form 4. Instructions for completing this form are found on the back of the form.

Travel Expense Reimbursement

Emory University expects to reimburse all reasonable and necessary expenses incurred while representing the University. It is expected that faculty/staff will exercise prudent judgement when incurring expenditures consistent with the flexibility afforded by policies and guidelines. These guidelines apply to the reimbursement from all University funds, irrespective of source.

Reimbursement requests must include the original signature of the traveler and the individual authorized to approve the travel. All employees (except Emory University Hospital) who receive payroll by direct deposit will be reimbursed by direct deposit.

Original receipts must be provided for lodging, vehicle rental, registration fees, and individual meals costing more than $50. Any other individual expense exceeding $50, such as parking or taxi/limo will not be reimbursed without a receipt. Travel expense reports (FAS access required) must be completed and signed by someone authorized to sign on the account. If completed for a Department Chair or Program Director, it must be forwarded to the College Office for signature. See the Emory Travel Information Center for more information.

Moving Expense Reports

The purpose of this form is for reimbursement of relocation expenses of Emory University Employees. When completed according to the guidelines, this form separates taxable from non-taxable reimbursements. All reimbursements are handled by Payroll. The reimbursement cannot be processed until the person being reimbursed is on the Emory Human Resources system. All new-hire paperwork (HRAF, I-9, and tax forms) must be completed in order for the individual to be paid for moving expenses.

The only expenses that will be non-taxable are the expenses incurred in moving household goods and personal effects from the employee's old residence to the new residence and in traveling (including lodging but not meals) from the old residence to the new residence.

The taxable expenses will be for the cost of pre-move househunting trips, temporary living expenses in the general area of the new workplace, selling (or settling an unexpired lease on) the old residence and buying (or acquiring a lease on) the new residence, any meals connected with the relocation, and mileage reimbursements in excess of 10 cents a mile. When these expenses are reimbursed, OASDI, Medicare, Federal, and State income taxes will be withheld. Moving Expense Reports (PDF) must be forwarded to the College Office for an account number and signature.

Cash Receipt Transmittals

Departments should forward checks or other cash deposits to either the office of Alumni and Development Records (ADR) or the College Office to be processed.

Gift checks should be sent to ADR (benjamin.tompkins@emory.edu) with any documentation from the donor and the appropriate account number.  Any questions about gift deposits should be made to the College’s Chief Financial Officer (christopher.corrigan@emory.edu).

All other deposits should be sent to the College Office for processing (diana.krause@emory.edu) along with any documentation related to the deposit.

*Adobe Acrobat Reader is required to view PDF files.