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    Administrative

    Forms

    To help you find what you're looking for, we've reimagined this page and provided more context and updated resources. If you have feedback on this page, email TSSfeedback@tufts.edu 

    There are a variety of administrative business process and system access forms available through AccessTufts and TSS. 

    Manage Access
    Manage or Apply for a Card
    Book Travel
    Submit Expenses
    Pay a person
    Pay a vendor
    Receive Payments
    Reallocate Expenses
    Manage Grants
    Manage Equipment

    Manage Access

    Form Description More Info
    Request Sponsored Affiliate Account Sponsored Accounts (previously called “Affiliate Accounts”) are provisioned when someone requires access to Tufts University resources. Sponsored Accounts
    TSS System Access Request Use this form to request access to a new system or to request a new role in a system you already have access to.  TSS System Access
    Add Access Form Add Dept IDs, Timekeeps, and/or proxies TSS System Access
    P-Card Maintenance Form Manage P-Card Profile - Add/Change Dept IDs, Proxies, etc.  Tufts Procurement Card

    Card Applications & Management

    Form Description More Info
    P-Card Application Apply for Tufts Procurement Card  Tufts Procurement Card
    P-Card: Request an increase    
    P-Card Maintenance Form modify department affiliations and accounts, business contact information and change proxy reconcilers  
    T-Card Application Apply for Tufts Corporate Travel Card  Tufts Travel Card
    T-Card: Request an increase    
    Card/Cash Repayment Form Repay cash advance balances or accidental personal purchases made on your P-Card or T-Card Card & Cash Repayments

     

    Book Travel

    Form Description More Info
    T-Card Application Book Travel for yourself/another employee with your Travel Card Booking Travel
    T-Number Request Form Booking Travel for students, guests, or employees without a Travel Card requires a Travel Authorization Number (T-Number) 
    • Travel Authorization
    • Getting A T-Number

     

    Submit Expenses

    Form Description More Info
    Travel & Expense Intake Form Submit expenses to TSS to create your expense report in Apptricity for you Travel & Business Expenses

    Submit Reimbursement**

    Submit for reimbursement for student or non-employee (guest) travel/expenses via check voucher Check Voucher Process
    Mileage Calculator For use when completing check voucher reimbursement  
    Request Apptricity Access For Faculty/Staff without a Travel Card submitting out-of-pocket expenses Using Apptricity
    Mobile Device Form Only in situations where a cell phone satisfies a clear and substantial need of a job will a cell phone be supported and paid for by the university. Mobile Device Policy
    Card/Cash Repayment Form Repay cash advance balances or accidental personal purchases made on your P-Card or T-Card Card & Cash Repayments

    ** Not a form but a system process

    Pay An Individual

    Not sure how to pay someone? Use this payment decision tool to help! 

    Form Description More Info
    Pay a stipend, honorarium, scholarship or fellowship award
    PaymentWorks invitation Initiates onboarding for individuals not in PeopleSoft PaymentWorks
    Foreign National Information Form (for non-wage payments) Required for non-resident payments via check voucher or e-Req to determine tax liability. Send it to the payee to complete; they'll receive a PDF to forward back to you to attach to the payment request.

    Check Voucher Info

    eReq Info

    Pay Wages to an employee
    Hire Workers* Hiring a student, temp, faculty or staff member, or onboarding an affiliate allows for payment of wages and supplements. Hiring Workers
    Weekly Timesheet Use if your employee does not have a 'timecard' on time entry Time Entry
    Attendance Record Attendance Records 2025-2026:  Individual (PDF) | Individual (Excel)  
    Other Payments Submit GSS (Guided Self Service) Requests for supplements, pay rate changes, or other job data changes GSS
    Overpayment Intake Accidentally Overpay an Employee? TSS can calculate the net amount due back and work with the employee to recover the overpaid wages.  

    * Forms/processes vary by hire type, review the supporting page or work with your HRBP

    Place an Order/Pay A Vendor

    Not sure how to pay your vendor? This decision tool will help you determine How to Buy Anything at Tufts.

     

    Form Description More Info
    Sales Tax Exempt Forms Tufts University is exempt from state sales and use taxes on goods and services in a variety of states. When you make a purchase on behalf of the University, the vendor typically will request that you provide a Sales Tax Exempt Certificate. Tax Exempt Status
    Create an e_Req to generate a Purchase Order
    PaymentWorks invitation Initiates onboarding for vendors not in PeopleSoft to receive payment. Once your vendor has onboarded, you may complete the electronic requisition (e-Req) to create your Purchase Order (PO)  
    TSS System Access Request To submit an e-Req, you must have PeopleSoft Finance access to Electronic Requisition.  TSS System Access
    TSS e-Req Intake Form Submit a request to TSS to complete an electronic requisition on your behalf for the PO to be created and dispatched to you or your vendor Electronic Requisitioning
    Supplier Justification Form Required attachment on e-Reqs for purchases >$10,000; be sure to provide competitive bids collected from at least two suppliers.  
    Request a Contract
    Jaggaer**

    Initiate new Contracts, including Terms and Conditions in the Tufts Contract Management System

    • Foreign Contracts - Contact Global Safety & Operations
    • Artist Performance Agreements - please contact Procurement for a contract
    Request a Contract
    Processing/Paying an Invoice
    Approve the invoice

    Review & approve invoices in Medius. 

    If the invoice was sent to you directly, send to Medius by emailing it as an attachment to invoices@tufts.edu

    About Medius

    ** Not a form but a system process

    Receive Payments

    Form Description More Info
    Incoming Payment Notification Form  Submit your completed form to treasury@tufts.edu in order to collect the banking information required for wire/ACH/EFT payments. Check & Wire payments

    Apply to become a Merchant Department

    Submit for reimbursement for student or non-employee (guest) travel/expenses via check voucher Receive Card Payments
    Signed Tufts W-9 Provide your customer with the W-9 for products and services rendered  
    Payroll Overpayment Intake When an employee is overpaid via payroll and you intend to pursue recovery of the payment, complete this form and TSS will calculate the net amount due back and work with the employee to recover the overpaid wages. *Note: You must notify the employee of the overpayment. Payroll Overpayments
    Card/Cash Repayment Form If an employee has cash advance balances or accidental personal purchases made on their P-Card or T-Card, they can repay those amounts with this form.  Card & Cash Repayments

    Cash Deposit Slips are available directly from Bursar Offices.

    Reallocate Expenses/Journal Entries 

    Form Description More Info
    Add Dept IDs Modify your e-Req/Check Voucher profile by adding or changing Dept IDs/accounts on your profile Check & Wire payments

    Journal Entry Form

    Move expenses between accounts or Dept IDs within the same department. For high volume journal entry transactions, setup Journal Uploads.

     
    Expense Transfer Form  Move expenses and costs between accounts or Dept IDs  
    Interdepartmental Requisition (IDR) Form Used for payment or billing of services or goods from one department to another; must be to and from account codes beginning with 6XXX.  
    Request a new Account or Fund If an employee has cash advance balances or accidental personal purchases made on their P-Card or T-Card, they can repay those amounts with this form.  Card & Cash Repayments
    New Dept ID Request Form** Work with your Budget Center Representative Budget Center

    ** Not a form but a process

    Manage Grants (Post-Award)

    Form Description More Info
    No-Cost Extension Form Request a formal extension of a grant's project period without requesting additional funds from the funding agency, allowing the project to continue for a longer time to complete the original scope of work No-Cost Extension

    Joint Appointment Support Form

    Joint Appointments between Tufts University and Tufts Medical Center are used when researchers collaborate across institutions on sponsored awards.

    Joint Appointments
    Suitable Means Checklist Federal regulations require that a person certifying effort on a sponsored award would have suitable
    means for verifying the actual expended effort.
    Award Management Resources
    Payroll Recertification Memo Template To be used when requesting a late payroll transfer, together with reports FIN052 or FIN003 as supporting documentation.  

    Manage Equipment 

    Form Description More Info
    Equipment Change Request Notifying the Property Office of any equipment changes (recycling, relocation, transfer, etc.) for accurate tracking of asset depreciation against your budget.  
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