College of Agriculture & Natural Resources Department of Plant, Soil and Microbial Sciences

General Accounting Forms

• Incoming Check Form
• Honoraria Checklist
• Cost Transfer Request Form
• Contractual Services Decision Tree
• Blank W-9
• MSU W-9 (For sales exempt purposes)
• Wire Transfer Form
• MSU Sale Use Tax Exempt Status
• Non-Travel Reimbursement Worksheet
• PSM Letterhead
• Requisition Request Form
• Additional updated Procurement Forms (i.e., Single/Sole Source Justification Form, etc.) can be found at this website.
• Electronic Payment Request Form

Purchases

• For goods or service purchases (Non-IT) under $25,000, please send a quote from the vendor along with a completed Requisition Request Form to: PSM.Accounting@msu.edu. 
• For purchases above $25,000 please include a Single/Sole Source Justification Form along with a quote and completed Requisition Request Form and send to: PSM.Accounting@msu.edu.
• Memberships: Per MSU Policy – 47: Membership Dues, Sponsorships and Donations. To obtain approval for a membership or renewal, email PSM.Accounting@msu.edu. The Accounting Team will coordinate Chair approval on your behalf. Once approved, you will receive instructions on purchasing the membership with your P-Card. Please note: If you are purchasing a membership to receive a reduced conference fee, no chair approval is required.
• For additional Purchasing references, please see link below:
  • MSU Procurement and Payment Systems

Capital Asset Disposals, Transfers & Surplus Procedures

Disposal/transfer should be initiated when an asset is:

• No longer needed for departmental use
• Obsolete or no longer functional
• Being replaced
• Missing, stolen, or damaged beyond repair
• Asset is needing to be transferred to another lab. 

To begin the disposal/transfer process, departments must:

Email PSM Accounting at:
PSM.Accounting@msu.edu

Include the following information in your request:

• Asset tag number
• Description of the asset
• Current location
• Reason for disposal or transfer (surplus, broken, trade-in, transferring to another lab, etc.)
• Funding source (if known, especially for grant-funded assets)

PSM Accounting will review the request and initiate the official disposal process in CAM/KFS and will coordinate removal once instructed. 

Software, Computer, Tablet and other IT Related Purchases

• Information Technology (IT) Purchases.
• Information Technology (IT) Purchases Frequently Asked Questions.
• Out of pocket reimbursement for Information Technology (IT) purchases is not allowed. 
• Prohibited Purchases for P-Card.

Incoming EFT Payments (Wire Transfers/ACHs/Direct Deposits)

• In an effort to record ACH/Wires timelier, the Cashier’s Office will be moving towards using a new process for departments to claim funds. If you are an MSU employee emailing to notify and/or claim an incoming wire or ACH payment, please utilize the Electronic Payment Request Form to claim your funds. Contracts and Grants Administration can still be notified of any EFT/ACH/Wire transfer funds using this email address. Email should include the sender, amount being sent and account for deposit.
• If you are missing a payment, please be sure to periodically check the online Unclaimed Electronic Payments list to see if there might be anything that belongs to you. Unclaimed EFTs are listed once Cashier’s Office has exhausted all efforts to try to locate the proper home for the EFTs. If you will be claiming an EFT payment from this list, an Electronic Payment Request Form must be filled out. This forms asks for an “Estimated Expected Date” so please use the date provided on the unclaimed list to help indicate that these are older funds you claiming.
• As a reminder, EFT payments are often received without the appropriate remittance information. Department communication of expected funds is critical to timely deposit to your account.
• If you have any questions regarding the use of the form, please send an email to this address.

Reimbursements

• Non-Travel Reimbursement Worksheet: Be sure to include business purpose and who attended including yourself. Please list affiliation of each attendee. Staff participation should be limited to those persons required to conduct the business. Expenses should be reasonable. Examples of business functions typically include hosting a donor or guest speaker, collaborating with external visitors, etc. Refer to the Manual of Business Procedures: Section 45 | Controller | Michigan State University.
• TIPPING:  Tip amount is to be reasonable at the individual’s discretion.  Customary guideline is 20% for good service before tax. Please provide reasoning for tips above 20%.
• Send receipt and any other itinerary and flyer if available.
• SEND WITHIN 90 DAYS for reimbursement. Any receipt over 90 days will not be reimbursed. Refer to Manual of Business Procedures: Section 75 | Michigan State University.

• Tip amount is to be a reasonable amount. Customary guideline is approximately 20% for good service. Any tip beyond 20%, please provide reasoning.
• Please be sure to review the itemized receipt before adding a tip. We have noticed in reviewing receipts submitted for reimbursement or on a pcard that the restaurant already charged gratuity, and then an additional tip was also added. This could have been mistakenly done and did not realize gratuity was already included.
• Refer to Manual of Business Procedures: Section 45: Food and Beverage, Business Functions - Section 45 | Michigan State University.