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)	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	Link
Non-Resident Payment Form	required when submitting payment via electronic check voucher for a non-resident individual	Electronic Requisitions (e-Req)
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 2024-2025: Team (Excel) \| 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.
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)	Link - Wire Transfers for Int'l Vendors
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
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 InvoiceTime Entry
Approve the invoice	Review & approve invoices in Medius.	About Medius
	If the invoice was sent to you directly, send to Medius by emailing it as an attachment to invoices@tufts.edu

** 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

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.