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STS Forms

Please find below a list of forms required by the department and graduate school. All forms are to be submitted to the STS graduate program. If you have difficulty accessing the forms, please contact the STS GraduateSecretary.

Advising

• Request a Major Advisor
• Request an Advisory Committee
• Request to Change Advisor/Committee Member
• M.S. Plan of Study
• Ph.D. Plan of Study
• Request Change to Plan of Study
• Course Justification Request
• Request to Admit Candidate to the Preliminary Examination
• Request to Admit Candidate to the Final Examination
• Certification of Defending Student Status

Book Keeping Policies and Procedures

• Frequently Used Policies and Procedures - Information on travel (including approval, international travel, reimbursement amounts, lodging reimbursement, motor pool, transportation authorization, travel cards, purchasing cards, personal funds, group travel, driving, as well as alternative lodging options), business meals, honorarium payments and other costs, state purchases, signatures on grants/awards, office supply purchases, and other miscellaneous frequently asked questions.

Accounting

• Reimbursement Request Form - This form is used for all requests for reimbursement except for travel expenses. This includes meals with candidates, guest speakers, etc. If using this form for this purpose, please list all individuals that attended for which you are claiming reimbursement. Original receipts must be attached. Also, if you are not using grant funds or a subaccount assigned to you, Valerie Hardcastle, Head, must sign approving the payment to be taken from departmental funds BEFORE turning in the form to me . Please be sure to list in detail the purpose of purchasing the item. For books, list if they were purchased for research or teaching; this is a crucial distinction required for the form that is later sent to the Controller's Office.

Travel

• Virginia Tech Travel Estimate and Approval Form - This form should be used for all travel including travel sponsored through a sponsored programs fund. The form must be completed and presented to Doris Shelor PRIOR TO incurring expenses for the trip. The Head or designee is authorized to approve travel expenses for one, two, or three employees. This requirement is necessary because a written approval form provides documentation of approved travel in case of accident, worker's compensation, or other liability issues. A copy of the approved form must be attached to all expenditure documents, including the travel reimbursement voucher, the registration payment voucher, the Air Travel Services Form, and the American Express purchasing card certification form.
• Travel Reimbursement Expense Form - This form should be used for all travel expenses. Please attach original receipts and read the form carefully to see where receipts are needed.
• Current Travel Reimbursement Rates - This page lists the reimbursements allowable for lodging and meals and incidentals (M&IE) for in-state and out-of-state locations including individual meal amounts.
• Current Personal Mileage Rates - This page lists the reimbursements allowable for personal vehicle use.
• Accounts Payable Direct Deposit Authorization Form - Travel reimbursement and other types of reimbursement payment procedures have changed. The Appropriations Act of the Commonwealth of Virginia now requires the university to reimburse employees through electronic data interchange, i.e. direct deposit. The elimination of paper checks is being mandated to the university because the administrative costs associated with direct deposit to bank accounts are much less than the costs of printing, folding and mailing checks, replacing lost checks and paying bank fees for check processing. Because the state law has changed, the Controller's Office will not be authorized to reimburse any future travel expenses or other types of reimbursements until an employee has sign up for the direct deposit payment process.

Reimbursement for Non-Employee (students or visitors)

• Reimbursement Request Form Non-Employee -This form is to be used for all requests for reimbursement except for travel expenses. This includes meals with candidates, guest speakers, etc. If using this form for this purpose, please list all individuals that attended for which you are claiming reimbursement. Original receipts must be attached. Also, if you are not using grant funds or a subaccount assigned to you, Valerie Hardcastle, Head, must sign approving the payment to be taken from departmental funds BEFORE turning in the form to me . Please be sure to list in detail the purpose of purchasing the item. For books, list if they were purchased for research or teaching; this is a crucial distinction required for the form that is later sent to the Controller's Office.
• Request for Travel Reimbursement for Non-Employee - This form should be used for all travel expenses. Please attach original receipts and read the form carefully to see where receipts are needed.

Taxes

• W9 Form - This form is one used to send with the other paperwork to pay guests an honorarium for speaking at Virginia Tech. The form can be faxed or mailed to the individual coming to Virginia Tech to see if the individual is a U.S. citizen or not before an honorarium is discussed.

Purchasing

• Purchase Request Form - This form is to be used when you want Doris to order any type of office supplies. It can also be used to purchase educational materials. Just fill out the form where applicable and attach the necessary documentation for Doris to order the merchandise.

Grants

• OSP CLAHS Cover Sheet - The new OSP Policy effective July 1, 2005, states that proposal submission forms to be submitted to the OSP will require only two signatures, that of the PI and the respective Dean. The policy further states that where the individual unit requires it, additional signatures may be needed. The College of Liberal Arts and Human Sciences will continue to require ALL persons formerly identified as being required for approval of submission of the proposal to OSP. Specifically, all PI's, co-PI's, their respective department heads (and/or Director if the proposal is submitted through a center or similar unit), and respective Dean(s) will be required on all proposals on which CLAHS faculty are participating as researchers. A page with signatures must be included with the proposal with all appropriate signatures before a signature from the CLAHS Dean's Office will be provided. This is that Cover Sheet.
• Intructions for filling out the OSP CLAHS Cover Sheet
• International Travel Supplemental Grant Form - Description: International Travel Supplemental Grants Form: This program supports faculty travel for the purposes of: 1) participation at international conferences and 2) establishing international collaborations. Funded by the Virginia Tech Foundation (VTF), this program is administered through the Office of the Vice President for Research (OVPR). Contact Shelly Key at skey@vt.edu or 231-4785.Awards up to $1,000 are made to supplement funding from the applicant's home academic unit..

Last updated 01/12/2007