Finance Forms

District Accounting is requesting all employees to use the new Finance forms in order to process any financial transactions such as expense transfers, budget transfers, direct pays, travel reimbursements, and independent contractor invoices. The new forms listed below are in PDF "fill-in" format and are the only approved standard forms that Accounting will accept. The forms also include a section for you to enter the Index account as a shortcut instead of entering the entire FOAP string.

If you have any questions, request for modifications regarding the current approved forms, please contact Trena O'Connor at OConnorTrena@fhda.edu or Scottie McDaniel at McDanielScottie@fhda.edu and submit your request and form sample. Then, your request will be evaluated by the District's form standard review committee. Once the form passed the review, it will be posted for download and use.

For best results in using the new District forms, we recommend that you use Adobe Acrobat Reader or Adobe Acrobat Pro instead of Apple Preview.

In addition, since the District has purchased a site license agreement for Adobe Creative Suite of applications, you can now install the latest version of Acrobat Pro in your District computer. Acrobat Pro will provide you more flexibility in using these forms and will allow you to save your information. For more information about how to access the new Adobe applications, please see the ETS Getting Help page.

• Business Services Forms
• Accounting Forms
• Accounts Payable Forms

Business Services Forms

• Contract Routing Sheet  Revised 04/2024
• Contract Approval Flow Chart for Services 
• Board Submittal Sheet (Word Doc)
• Purchasing Payment and Authority Grid
• Purchasing Contracts & Forms 

Accounting Forms

Request for changes to the Chart of Account - "FOAP"

• Chart of Account Maintenance Procedures
• Account Code Request Form

Expense Transfer Forms

Expense Transfer Forms are used to request expenses to be transferred from one FOAP to another. Please attach a printed copy of the transaction in Banner showing the expense(s) to be transferred. The manager responsible for the FOAP that the expense is being transferred to must sign this completed form.

• Expense Transfer Form

Budget Transfer Form

Budget Transfer Forms are used to request budget to be transferred from one Fund 114 to another.

• Budget Transfer Form

Labor Redistribution Form

The purpose for using the Labor Redistribution Form is to make changes to an employee's existing labor charges.

• Labor Redistribution Form

ProCard

• ProCard Policies and Procedures  Revised 10/2023
• ProCard Application

Accounts Payable Forms

Most of the current vendors should be in the Banner system. If you cannot find the vendor in self-service Banner or if you know this is a new vendor, please have the vendor complete a W-9 Tax Form, and return it to Accounts Payable at accountspayable@fhda.edu. This will help Accounts Payable add it to the vendor file and expedite your payment requests. Please work with your vendor to find out their payment method. Accounts Payable current method of payment is paper checks.

• W-9 Tax Form 
• W-8BEN Form

Direct Pay Form

This form replaces the Request for Check form and can be used when items are purchased directly from a vendor. This form must have the "original receipt or invoice" attached and should include the complete "FOAP" and the authorized administrator's signature. Forward the completed form, with the attached receipt/invoice to Accounting Services for reimbursement.

• District Direct Pay Form
• Foundation Direct Pay Form
• Cal History Center Direct Pay Form
• OEI Direct Pay Form (FHDA Employees)
• OEI Direct Pay Form (NON-FHDA Employees)

Travel Reimbursement

These forms can be used to reimburse approved travel-related expenses to district employees only.

• Trip Voucher Form
• Mileage Form
• International Travel Authorization Form

Petty Cash Reimbursement

A petty cash fund serves as a revolving fund and may be established in a department when it can be demonstrated that a continuing cash advance should be kept on hand to permit the purchase of low-value (less than $100) supplies. Employee meals cannot be reimbursed using petty cash funds. Employee meals are to be reimbursed using a Trip Voucher. Purchases of food, other than employee meals, may be reimbursed using petty cash funds, provided they meet the low-value threshold noted above. Petty cash funds may be established in amounts up to $8,000, depending on the needs of the department. The Controller has the authority to increase the amount if warranted by the circumstances.

For more information about Petty Cash Procedures and forms, access the following documents:

• Petty Cash Funds Operating Procedures
• Exhibit A - Petty Cash Reimbursement Form (Excel)
• Exhibit B - Petty Cash Voucher Form
• Exhibit C - Custodian Form
• Exhibit D - Change in Custodian Form
• Exhibit E - Request to Close Petty Cash/Change Fund

Independent Contractor's Form

For more information regarding procedures for paying independent contractors, forms, and guidelines, visit the Independent Contractor's page.To submit payment requests for services rendered under these contracts, the following updated form should be included:

• Payment Authorization – formerly Invoice for Services Rendered Form (ISR)
• Vendor Invoice Template (Optional)
  
  

Electronic Payments Updated 06/2024