INTERNAL FORMS

Do you have questions about which form to use when requesting a disbursement? The following provides a brief overview of which form to use when:

  • Purchase Requisition: To acquire goods and other payments which are not compensation or reimbursement related
  • Reimbursement Requisition: To request a reimbursement for out of pocket expenses incurred on behalf of the University (A separate, special reimbursement requisition form is to be used when accounting for a cash advance.)
  • Compensation Requisition: To request payment for services to employees and/or independent contractors (Do not request contract labor or maintenance service compensation using this form; rather, use a Purchase Requisition form.) See back of the form to determine if you can use this form.
  • Cash Advance Requisition: To request an advance for incidental expenses while on Biola-related business trips or other Biola-related incidental event expenses

 

Cash Advance

There are three forms that relate to each cash advance:

  1. Cash Advance Requisition
  2. Cash Advance Guidelines Form
  3. Cash Advance Report

Cash Advance Requisition 2013 (PDF)
Form is used to request a cash advance from Biola University for Biola business expenditures before the expenditures actually occur. If the expenditures have already taken place, please see and use the Reimbursement Requisition (PDF).

Cash advances can only be issued to a current Biola employee or a current Biola student; that person is responsible for the cash as well as all the documentation/receipts to clear the cash advance.

Cash advances cannot be used for service, payroll, or rental items (e.g., lodging rental or equipment rental). The person checking out the cash advance is responsible for collecting the tax reporting information when such information is required (i.e. gift card of gift certificate).

Please note that if a cash advance requestor has been set up as a direct deposit in Accounts Payable, the cash advance will be processed as a direct deposit accordingly unless your special request for a physical check is made for that particular cash advance on the Cash Advance Requisition.

Cash Advance Guidelines Form 2013 (PDF)
This form must be read, completed, and signed by the requestor for each cash advance requested. The cash advance will not be released until the Cash Advance Guildelines Form is received by Accounting.

Cash Advance Report-with U.S. Currency Items (PDF)
Cash Advance Report-with Foreign Currency Items (PDF)

A cash advance is similar to a loan. When a cash advance is checked out, the amount is recorded on Biola's books as a receivable, and the person checking out the cash advance is reponsible for it. In general, the payee has two weeks from the cash advance issuance date to clear the cash advance.

Please use the cash advance report to report all the business expenditures related to the cash advance checked out. If your receipts are all in U.S. currency, please report your expenditures on the Cash Advance Report-with U.S. Currency Items (PDF). If your receipts are in foreign currency, please report your expenditures on the Cash Advance Report-with Foreign Currency Items (PDF). If a cash advance remains outstanding beyond a reasonable period of time, the cash advance amount may be reported as taxable income to the payee.

Compensation Requisition (PDF)
Form is used to request payment for services to employees and/or independent contractors. (Do not request contract labor or maintenance service compensation using this form; rather, use a Purchase Requisition form.) See back of the form to determine if you can use this form.

Journal Receipt for Check Deposit (PDF)
This form is used to deposit checks to a Biola departmental (restricted or unrestricted) or agency (student club) G/L (general ledger) account. You may deposit up to a maximum of 50 checks per Journal Receipt form. The Banner Fund, Organization, and Account to which the deposit is to be credited must be written on the face of each check. Checks must be current and should be made payable to Biola University and drawn at a U.S. bank.

Journal Receipt for Cash Deposit (PDF)
This form is used to deposit cash (bills and coins) to a Biola departmental (restricted or unrestricted) or agency (student club) G/L (general ledger) account. Each cash deposit Journal Receipt cannot exceed $10,000 in total cash or include more than 10 rolls of coins. Please use detail code MISC and use C to credit the deposit to your department's Banner Fund, Organization, and Account.

Journal Receipt for Credit Card Deposit (PDF)
This form is used to deposit credit card payments to a Biola departmental (restricted or unrestricted) or agency (student club) G/L (general ledger) account. You may submit up to a maximum of 15 credit card charges per Journal Receipt for the University Cashier to process the credit card transactions on the departments' behalf. The department submitting the request will be charged the credit card processing fee when the credit card transaction is processed. All disputes and inquiries related to the credit card charge are the department's responsibility. In order for the University Cashier to process the credit card charge, the following must be provided: Credit card type, credit card number, expiration date, CVV number on the back of the card, cardholder's name, cardholder's billing address for the credit card and the dollar amount to be charged. We accept VISA, Mastercard, and Discover cards.

Journal Receipt for Credit Card REFUND (PDF)
This form is used to process credit card refunds to a card that a Biola departmental (restricted or unrestricted) or agency (student club) G/L (general ledger) account had previously charged. The department submitting the request will be charged the credit card processing fee when the credit card refund is processed. All questions related to the credit card transactions are the department's responsibility. In order for the University Cashier to process the credit card refund, the following information of the card previously charged must be provided: Credit card type, credit card number, expiration date, CVV number on the back of the card, cardholder's name, cardholder's billing address for the credit card and the dollar amount to be refunded.

Journal Receipt for Credit Card Daily Settlement (PDF)
This form is used to record the daily credit card settlement by departments. Do not use this form unless your department has its own credit card machine and your department processes credit card transactions. Please break out the VISA and Mastercard settlement subtotal and the Discover subtotal separately on different lines.

Journal Voucher Form (PDF)
Form is used to record transactions on Biola's books. The Journal Voucher form can be used to:

  • transfer or correct a charge or expense from one Biola department to another Biola department
  • transfer or correct a charge or expense from one account to another account within the same Biola department
  • interdepartment billing

The Journal Voucher form must be printed on yellow, legal-sized paper and must bear the approval signature of an authorized signer of the Biola departmental account being charged. All backup paperwork and documentation should be attached to the Journal Voucher. All Journal Vouchers must be turned in to the Accounting Department by the last business day of the month and are subject to the Accounting Department's approval prior to being posted to the general ledger. Please note that Journal Entry (JE) forms are no longer used; please use the Journal Voucher form instead.

Payroll Direct Deposit Form (PDF)
Form is used to initiate direct deposit of wages for Students, Faculty, and Staff employed at Biola University.

Purchase Requisition Form (PDF)
Form is used to acquire goods and other payments which are not compensation or reimbursement related.

Reimbursement Requisition (PDF)
Form is used to request reimbursement for business-related expenditures that have already been purchased and paid for. However, expenditures related to payroll, service, labor, or honorarium cannot be reimbursed on the Reimbursement Requisition form. Please do not use this form to report and clear a cash advance you have checked out to pay for the expenditures. All expenses must be approved in advance by your supervisor and/or PAC team member, and the Reimbursement Requisition form must bear the approval signature of an appropriate authorized signer of the departmental account to be charged. Please refer to Employee Handbook section 6.7 for general reimbursement and expenditure guidelines.

Transmittal Form for In Kind Gifts (Online Form)