Useful Forms and Documents - Physics & Astronomy

All forms updated April 7th 2025. If in doubt please check this link and search for the most recent forms.

TRAVEL GUIDES

TRAVEL AUTHORIZATION FORMS – WORKFLOW

TA forms should be submitted as least 12-15 business days prior to the departure date to ensure timely processing. Students requiring travel advances for their trip should ensure that those forms are also completed and submitted at the same time as your TA to ensure funds are processed timely prior to your departure date.

Don’t write anything in the “Purchase Order” field.
Make sure you add: Name, Address, Panther ID, Dates of Travel, Travel Destination, Full Name of Event, Department Name.
Also include a Purpose of Travel (one sentence is fine).
Add a Speedtype number in the “Account Charge” section to provide a source of funding for the trip. (Students, ask your advisor for a number). Multiple speedtypes can be used. COASBST will look up the available speedtypes and include the PI and owner of funds in the Adobe Sign routing.
Add amounts and percentages to charge speedtypes as well as list who will handle your classes while you’re away.
Complete the estimated expenses section
Do Not Sign The Form– Email the form directly to [email protected] and noting in the subject line (e.g. “Travel Authoriazation – your name – Physics & Astronomy”) once its reviewed, they will route for signatures via Adobe Sign.
Be sure to secure approval from the Chair prior to completing your TA if you will need Dept. support to cover expenses. The Chair will inform you which speedtype to list on the form.

TRAVEL EXPENSE STATEMENTS – WORKFLOW

Important Changes for 2024: The Travel Expense Statement Forms have been removed from this website. You should ONLY use the Travel Expense Statement form that will be sent to you from the COAS team after your Travel Authorization has been processed and a PO number has been generated because it will already be pre-populated with your per diem rates. DO NOT change any of the per diem pre-populated amounts but you should address those concerns in the email that you use to submit the TES to the COAS BST so that they can address them upon review. You NO LONGER need to sign the Travel Expense Statement prior to submitting it to the COAS Business Services Team at [email protected] , nor do you need to send those forms to Felicia or Sebastien to sign prior to submitting it. After successful submission, you should receive an Adobe Sign email that will also be routed to the chair for signature before the COAS Business Services Team routes it to AP for payment processing.

PAYMENT REQUEST FORM – WORKFLOW

When you want to submit a Payment Request Form for reimbursement, you will draft the form and completer the following areas:

Today’s Date
Department Name
Vendor Payee Name
Address
Panther ID or Vendor ID
Residency
Citizenship Question
Item Description
Amount
Speed type to be charged (COASBST will look up the speedtypes listed and include the PI and owner of the funds in the Adobe Sign routing)

Please do not sign the form. At this point you will route this to [email protected] and list in the subject line “Form Type (Payment Request Form – Name of Payee/Vendor – Physics & Astronomy)”. Send this along with your receipts and proof of payment (bank or credit card statement). NOTE: Once received, COASBST will email you back to secure the necessary signatures to complete the routing of this form, no longer are these forms sent to Felicia Watts.

OTHER FORMS

INTERNS/VOLUNTEERS

The following items are needed for interns/volunteers to be reviewed and approved for special projects/collaborations on the GSU CAMPUS:

You will also need to draft a memo that includes the following information:
1. Reason for request
2. Title of position (i.e. Intern, Volunteer, Research Assistant)
3. Age of Intern/Volunteer
4. Start/End dates
5. Scope of work while on campus
6. Include the name of the person and where they are from (e.g. ‘John Doe from Midtown High School’)
NOTE: Include that the internship is UNPAID in the memo if it is

All actions require the chair/director’s review and signature of approval on the justification memo and fillable PAF. If the request if for a staff or faculty position, the Justification Memo should include signature of approval from the following approvers in addition to the chair/director:

Sponsored Funds: Director, Saturday Sam – back up Assoc. Director – Stacey Harrell
State Funds: Assistant Dean, Marvin Tingler – Back up CFO, Anand Vasudev

Please obtain the area grants and contracts officer review and approval for all actions charged to sponsored funds by ensuring the area GCO’s signature is on the fillable Personnel Action Form (PAF) before processing, and add the assigned GCO to the MSS transaction as Ad Hoc Approver.

The Affiliate Data Sheet, Export Control Screening Form and the Fillable Personnel Action Form form must be completed for intern/volunteer collaborations.

HIRE REQUEST FORM

For Temporary/Student Assistant Hire Requests: All temp/student assistant hire requests for rates up to $ 12.50/hr. are allowable without a memo of rate justification. A resume/cv must be included on all PAF hire requests, along with a brief explanation of duties. Should your desired rate of pay exceed $ 12.50/hr., you will need to draft a memo request for review/approval to Marvin Tingler/Teresa Rucker-Henderson requesting the desired rate of pay as well as explaining the scope of work and supporting verbiage to support your request. Please be sure to include a signature space for Sebastien to approve the memo as well. Your memo should also include start/end dates and funding sources for the payroll of hire candidate.

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