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.

Sponsored Travel Forms

Requirements and Procedures for Sponsored Travel Activity (pdf)

Commitment Form Letter from Sponsor to SAO (pdf)

Massachussetts State Tax Exempt Form (pdf) SAO is a sales tax exempt entity in all US states except Arizona and Hawaii. Present this form when purchasing for all petty cash reimburseable expenses and Divisional/Departmental P-Card transactions.

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).

SAO Petty Cash Voucher Form (pdf) Petty cash voucher limit is $300 US. Petty Cash Reimbursement Policy (Smithsonian Directive 302).

Whipple Observatory Petty Cash Voucher Form (pdf) Petty cash voucher form for the Fred Lawrence Whipple Obervatory. Petty Cash Reimbursement Policy (Smithsonian Directive 302).

SI/SAO ERP Vendor Enrollment Form with supplemental EFT Form (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.

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.

ASPO Waiver Form (pdf) All waiver requests will be reviewed by the Director's Office. Please submit a short justification for the waiver, including a description of the impact to SAO if the waiver is not approved, and send to Amanda Preston.

SI-707 Property Transaction Form (MS Word)

SAO Department Proposal Form (pdf) (MS Word)

SAO Division Proposal Form (pdf) (MS Word)

SAO Summary Proposal Form (pdf) (MS Excel)