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