Please feel free to save some paper and download these forms to your local computer. You may email them out as attachments, or copy/paste the URL into an email.
Vendor (Please allow at least 7 business days for Vendor Approval Request; it may take longer depending on vendor workload)
IMPORTANT: Please use an authorized secure digital stamp signature via Adobe, DocuSign, Foxit, etc. or provide a pen to paper signature. Due to security concerns, font signature or copy & paste signature are not acceptable.
The information needed on this form can be found on PO (SIPO003R) or TA (SITA002R) reports.
In the justification box, please write the reason why the adjustment is requested.
For correction involving Contract/Grant fund, please attach the Commitment Control balance and write the Start/End Date of the Contract/Grant on the form.
Additional guidance on travel expense correction:
Confirm with Travel Department if the Final Reimbursement voucher has been paid and all airline charges/credit have been paid/received before submitting the request.
Ensure that the WebTA timecard reflects the fund where the expense is going to be move to. Copy of the timecard (or Timecard correction) for the period of the travel should be attached.
Massachusetts State Tax Exempt Form(pdf)
SAO is exempt from sales tax for purchases made in Massachusetts (including orders delivered to Massachusetts from other states). Present this form when purchasing for all petty cash reimburseable expenses and Divisional/Departmental P-Card transactions. This Massachusetts tax exempt form is not valid for purchase made in or delivered to Arizona and Hawaii. Tax exempt documentation for those states must be used for those purchases.
PO Liquidation via Voucher Finalization Form (pdf)
This form is used to liquidate PO obligations via voucher finalization. This implies there is a
voucher, or an expense, associated with the PO. Check the PO Activity Summary to see if there are vouchers
associated. If there is no voucher activity, you must use the PO Liquidation via Change Order form
found on Purchasing's site in order to liquidate the PO. Do not use either of these forms for requisitions (pre-encumberances).
For initial property receipt, off-site property use authorization, or to transfer accountability of Smithsonian property to another individual, please use the above link.
Project ID Request Form(pdf)
Please download this form and open with Adobe as not all browsers will display the form correctly in the browser window
Overhead Recovery Waiver Form (formerly known as ASPO Waiver Form)(pdf)
All waiver requests will be reviewed by the Director's Office. A short justification is required for the waiver, including a description of the impact to SAO if the waiver is not approved. Also attach budgets that show 1) full indirect costs and 2) costs with waiver calculation. Please mail to Nancy Brickhouse.
Requirements and Procedures for Sponsored Travel Activity (pdf)
Sponsored Travel Commitment Form Letter (pdf)
Sponsored Travel Form is screen savable with Adobe Reader versions 7 and higher select File>Save As and enter a new file name
SI/SAO ERP Vendor Enrollment Forms with supplemental EFT & IRS-W-9 Forms (pdf)
Please refer to this link for general guidelines and requirements. Note: All US based vendors (including all companies, no-fee consultants, Stipend recipients, and contracted consultants) must supplement the vendor enrollment form with an IRS W-9 form per SI-OC policy.
Foreign vendors: please use the WIRE TRANSFER REQUEST form below to specify international banking information, DO NOT USE the supplemental EFT form packaged with the ERP Vendor Enrollment Form. Submit the ERP Vendor Enrollment form appended with the Wire Transfer Request form.
SI/SAO Electronic Funds Transfer (EFT) Form (pdf)
Per policy by the Smithsonian Institution's Office of the Comptroller, all vendors with a US Tax ID Number (TIN) or a US Social Security Number (SSN) must supplement the vendor enrollment form with an IRS W-9 form.
IRS W-9 Form (pdf)
Per policy by the Smithsonian Institution's Office of the Comptroller, all vendors with a US Tax ID Number (TIN) or a US Social Security Number (SSN) must supplement the vendor enrollment form with an IRS W-9 form.
Foreign Wire Transfer Request Form (MS Word)
Please fill out the highlighted fields, and submit with the ERP Vendor Enrollment Form or the ERP Invitational Traveler Form.
(pdf)
(MS Word)
