Forms & Documents

Form NameDepartmentDescription
Authorization of Payroll Mail DistributionPayrollTo authorize departments to mail paycheck or direct deposit advice.
Payroll Direct Deposit AuthorizationPayrollTo establish, change or cancel employee direct deposit information.
Airfare Equivalency WorksheetAccounts PayableTo be used when an employee elects to drive versus flying.
Check ReleaseAccounts PayableTo authorize release of check to departmental personnel.
Diner's Club Corporate Credit Card EnrollmentAccounts PayableApplication for Corporate Credit Card
Direct PayAccounts PayableTo request certain direct payments to vendors, non-employees or organizations. (Continuation page included)
Employee Travel AdvanceAccounts PayableTo request an advance before traveling. (Note this advance when turning in your reimbursement voucher.)
Illegible/Missing Receipt for ReimbursementAccounts PayableTo request reimbursement for a purchase if the receipt was received illegible or is missing, and the vendor will not provide a replacement.
Meals, Refreshments, and Hospitality ExpenseAccounts PayableUsed to properly document meals-refreshments & hospitality expense.
Team Travel AdvanceAccounts PayableTo request an advance before team travels. (Note this advance when turning in your reimbursement voucher.)
Team Travel AuthorizationAccounts PayableAuthorization for encumbering money for team travel.
Travel Expense ReportAccounts PayableUsed to process reimbursement payments to employees related to travel for one continuous trip.
Travel Expense Report InstructionsAccounts PayableInstructions for the Travel Expense Report.
Employee Non-Travel ReimbursementAccounts PayableUsed to process reimbursement to employees for expenses other than travel.
Gift Payroll Deduction AuthorizationAdvancement Services OfficeGift payroll deduction
MOU Remote Document Submission - Version A Controller's OfficeThis Memorandum of Understanding must be executed if a remote office elects to email scanned finance documents, instead of mailing the originals, to Fiscal Monitors at SPA or AFR for processing.
MOU Remote Document Submission - Version B Controller's OfficeThis Memorandum of Understanding must be executed if a remote office elects to email scanned finance documents, instead of mailing originals, to a Las Cruces Campus Unit for approval.
Signature AuthorityController's OfficeTo be used by the University Deans and Vice Presidents as well as Community College Presidents to request designees to sign on their behalf per the Business Procedure Manual’s Signature Authority Policy.
Budget Manual EntryFinancial Information ProcessingTo be used for entries with less than 10 line items. Completed form is to be delivered to Fiscal Monitor. To establish original budget and budget revisions.
Cash Entry Manual VoucherFinancial Information ProcessingTo be used for entries with less than 10 line items. Completed form is to be delivered to Accounting and Financial Reporting (AFR). To record cash receipts, cash disbursements and commitments.
Finance DocumentationFinancial Information ProcessingTo request documentation to determine if charges that have been applied to a certain account are appropriate.
Interdepartmental TransactionsFinancial Information ProcessingTo process and record internal sales to departments
Journal Voucher Manual EntryFinancial Information ProcessingTo be used for JV's with less than 10 line items. Completed form is to be delivered to Fiscal Monitor. To correct errors on Banner FOAPAL index and account, or to transfer revenue or non-payroll expenses from one index and/or account code to another.
New AccountFinancial Information ProcessingTo request setup of new account for expense, revenue or Net Asset Statement activities
New ActivityFinancial Information ProcessingTo request a new activity for temporary events on campus.
New Fund NumberFinancial Information ProcessingTo request a new fund when it is necessary to establish a new budgeting unit.
New IndexFinancial Information ProcessingTo request a new index/FOAPAL Accounting String.
New Non-Hiring Organization NumberFinancial Information ProcessingTo request new unofficial non-hiring codes.
New ProgramFinancial Information ProcessingTo request a new program number.
Official Hiring OrganizationFinancial Information ProcessingTo add, change existing or change name only on an official hiring organization (department).
Questionnaire for Establishing Agency FundsFinancial Information ProcessingTo be completed when Agency account needs to be setup.
Responsible Person ChangeFinancial Information ProcessingTo request a change of responsible person for Fund.
Term IndexFinancial Information ProcessingRequest to term an index that will not need a replacement index.
Title ChangeFinancial Information ProcessingTo change title on Index, Fund, Non-Hiring Org, Account, Program or Activity.
Budget Entries Form (Electronic Processing Only)Financial Information ProcessingTo be used for entries with 10 or more line items. Completed form is to be emailed and printed hard copy to be delivered to Fiscal Monitor. To establish original budget and budget revisions.
Cash Entry Voucher (Electronic Processing Only) Financial Information ProcessingTo be used for entries with 10 or more line items. Completed form is to be emailed to fip@nmsu.edu/ and printed hard copy to be delivered to Accounting and Financial Reporting (AFR). To record cash receipts, cash disbursements and commitments.
Journal Voucher (Electronic Processing Only)Financial Information ProcessingTo be used with JVs with 10 or more line items.
Contractor Building AccessFacilities and ServicesContractor request for access to NMSU property.
Door Key RequestFacilities and ServicesTo request keys for access to NMSU property
Door Key Return Facilities and ServicesTo return keys for NMSU Property.
Electronic Door AccessFacilities and ServicesTo request electronic access to NMSU property
Unique Door ScheduleFacilities and ServicesTo request a temporary change of standard schedule.
AiM Role SelectionFSATo request appropriate security roles for AiM users within specific AiM environments.
Cashnet Access FSATo request access to theCASHNet System
Account Privilege ManagementICTTo request NMSU Central account management privileges.
Banner Finance Approval QueueICTTo request a new or make a change to an existing Banner Finance Approval Queue.
Banner Security Class SelectionICTSupplement to the request for computers systems access form. (CORE users)
Central Office Queue Selection - CENTRALICTCentral Office Queue Selection - CENTRAL
Central Office Queue Selection - DEPARTMENTALICTCentral Office Queue Selection - DEPARTMENTAL
Central Office Queue Selection - SERVICE CENTERSICTCentral Office Queue Selection - SERVICE CENTERS
Cognos Portal AccessICTTo request access to NMSU's Cognos Reporting Portal.
Computer Systems AccessICTTo request or change access to various systems. (EHire, Banner HR, Banner Finance, SAR, AiM)
Electronic Personnel SecurityICTTo request or cancel user security authority to process hires in PeopleAdmin
Secure Access / Security-Exception RequestICTTo request or change firewall bypass authorization for access to firewall protected systems from an office computer.

Updated version of the Secure Enterprise Server Access form
Time Sheet Org ChangeICTTo request changes to Timesheet Org approvers and to temporarily assign a 'Reports To' position number in place of a vacant positions
Aggie Cash ApplicationID ServicesTo apply for NMSU Aggie Cash account.
Aggie Cash Payroll Deduction AuthorizationID ServicesAllows regular NMSU employees to have money card expenses paid for through payroll deduction.
Approval of Student International TravelTravel, Risk Management, Study AbroadAll students that are participating in international travel that is associated with NMSU (non-personal) must complete this at least 20 days prior to date of travel.
International Travel Agreement - Faculty and StaffTravel, Risk Management, Study AbroadAll faculty/staff that are planning international travel that is associated with NMSU (non-personal) should complete and route this form at least 20 days prior to date of travel.
International Travel Agreement - StudentsTravel, Risk Management, Study AbroadAll students that are participating in international travel that is associated with NMSU (non-personal) must complete this at least 20 days prior to date of travel.
Notification of International Travel - Faculty and StaffTravel, Risk Management, Study AbroadAll faculty/staff that are planning international travel that is associated with NMSU (non-personal) should complete and route this form at least 20 days prior.
Travel Warning Exception - StudentTravel, Risk Management, Study AbroadTo be completed by any student traveler going to a country under a U.S. State Department Travel Warning.
Travel Warning - Faculty and StaffTravel, Risk Management, Study AbroadRequired from each individual that is traveling internationally, regardless of traveler type.
Stock Part Creation or DeletionProcurement Services & Risk ManagementRequest for stock part creation/ deletion
PCard Missing ReceiptPcard AdministrationTo be completed when a receipt is missing and the vendor can not supply an original.
Procurement Card Reconciler/ApproverPcard AdministrationTo modify existing reconciler, approver or backup approver setups.
Procurement Card ApplicationPcard AdministrationTo apply to become a new cardholder & assignment of reconciler and approvers.
Procurement Card MaintenancePcard AdministrationTo update or cancel an existing PCard cardholder profile.
Barcode Inventory DiscrepancyPropertyTo report discrepancies in inventory.
Equipment LoanPropertyApproval for Home/Off-Campus use of University equipment for the purpose of conducting university business.
Inventory Change RequestPropertyTransfer taggable property for in departmental transfers.
Inventory Scan Exception PropertyTo be used ONLY for inventory items that cannot be scanned.
Permission to Sell PropertyTo obtain permission to sell surplus items remotely and to recover proceeds from sales
Federal Government Purchases Equipment ScreeningProcurement Services & Risk ManagementUsed for proposed purchases of equipment using federal funding ($10K or more).
Liability Insurance ClaimProcurement Services & Risk ManagementTo be completed by an individual who has been involved in an accident or had an injury at NMSU or involving an NMSU employee.
Notice of IncidentProcurement Services & Risk ManagementFor use by NMSU employees who have observed an incident. (NOT TO BE USED FOR WORKER'S COMPENSATION)
Professional Service Contract

Procurement Services & Risk ManagementContract required for services over $3000
Purchase Order Funding Change RequestProcurement Services & Risk ManagementTo change account number or object code on a purchase order.
Sole Source JustificationProcurement Services & Risk ManagementTo request sole source approval from purchasing, by a department for PO's over $20,000.00.
Vendor Direct Deposit AuthorizationProcurement Services & Risk ManagementTo setup vendors to receive direct deposit payment via ACH
Vendor Questionnaire - DomesticProcurement Services & Risk ManagementTo establish a vendor number in Banner or to recertify a terminated vendor.
Vendor Questionnaire - ForeignProcurement Services & Risk ManagementTo establish a vendor number in Banner or to recertify a terminated vendor.
BDMS Security AccessRecords Management and RetentionTo request security access to Banner Document Management Suite (BDMS) Applications.
Central ScanningRecords Management and RetentionTo request for single or double sided document scanning.
Correction RequestRecords Management and RetentionTo request a for a document correction, deletion, change, etc.
Project InitiationRecords Management and RetentionFor official New Mexico State University Document and Records Management requests that have a valid statutory retention requirement greater than three (3) years.
Request for Destruction of University RecordsRecords Management and RetentionTo request the destruction of documents.
Request for Disposition of University RecordsRecords Management and RetentionTo be used to request for disposition of records that have met their retention schedule.
Transfer of Custody for Reference Materials OnlyRecords Management and RetentionTo be used only for the transmittal of Reference Materials 1.21.2.115 from an NMSU department to the FSA-RMR Office.
Budgeting Restrictions TemplateSponsored Projects AccountingRequired for awards with small budget pools and budgeting restrictions that require mapping to NMSU budget pools.
CAS JustificationSponsored Projects AccountingUsed to provide justification for indirect costs allowed on the award by the agency.
Cost Share Close OutSponsored Projects AccountingThe Cost Share Close Out form should be completed when a new fund or a change to an existing fund is being made.
Report of Final Expenses Sponsored Projects AccountingForm should be used by Colleges/Departments to report final expenses on sponsored awards.
Fuel KeyTransportation & Parking ServicesTo request new or replacement fuel keys.
Fuel System Personnel AccessTransportation & Parking ServicesFor all NMSU employees that will be fueling NMSU vehicles at the Transportation Services fueling center.
Temporary Reserved ParkingTransportation & Parking ServicesTo request reserved parking for events or an area for construction/project staging.
Vehicle AcquisitionTransportation & Parking ServicesTo authorize acquisition of vehicles.
Vehicle Assignment AuthorizationTransportation & Parking ServicesTo authorize vehicle assignment
Vehicle Rental ReservationTransportation & Parking ServicesTo request a rental vehicle reservation
Check CopyTreasury ServicesTo request a copy of a check that was previously processed.
Employee Use of University Vehicle - CommutingTreasury ServicesTo figure value of commuting mileage.
Employee Use of University VehicleTreasury ServicesTo report mileage usage by quarter for University vehicles.
Stop PaymentTreasury ServicesTo request stop payment of a check that has been processed.
Cash CountUniversity Accounts ReceivableTo record daily cash received.
Cash Fund Person Change University Accounts ReceivableTo change responsible person on any cash fund.
Cash FundUniversity Accounts ReceivableRequest change fund or petty cash fund.
Cash Handling PlanUniversity Accounts ReceivableTo request collection and/or handling cash on a temporary or permanent basis for the purpose of sales and/or services.
Cash WithdrawalUniversity Accounts ReceivableAgency Accounts cash withdrawal form.
Collect and or Handle CashUniversity Accounts ReceivableTo request collection and/or handling cash on a temporary or permanent basis for the purpose of sales and/or services.
Credit Card Deposit SlipUniversity Accounts ReceivableDeposit slip used for credit card deposits.
Department External InvoiceUniversity Accounts ReceivableBilling for goods and services to external vendors. Invoice use is limited to those departments requesting billing payments through the Administration & Finance Accounts Receivable system.
Deposit SlipUniversity Accounts ReceivableUsed to deposit funds.
Detail CodeUniversity Accounts ReceivableTo create new detail code or to change an existing detail code.
Inventory and Sales ControlUniversity Accounts ReceivableUsed to balance inventory fund.
Mail Receipt LogUniversity Accounts ReceivableTo track income received by mail.
Petty Cash Fund ReconciliationUniversity Accounts ReceivableUsed at least on a monthly basis to reconcile outstanding vouchers and available funds to ensure the petty cash fund equals correct amount.
Petty Cash Replenishment SummaryUniversity Accounts ReceivableSummary of petty cash refund requests.
Petty Cash VoucherUniversity Accounts ReceivableUsed when requesting reimbursement of petty cash funds.
Receipt LogUniversity Accounts ReceivableTo track income on smaller dollar transactions.
Separation of Duties AssignmentUniversity Accounts ReceivableTo be used for sales and service collections, cashiering, and general cash receipting activities.
CAF Routing RequestICTTo request CAD routing
Candidate Recruitment Travel ReimbursementAccounts PayableTo request reimbursement of travel expenses related to a candidate recruitment visit to NMSU.
Relocation Expenses WorksheetAccounts PayableTo process reimbursement of employee relocation expenses.
Mobile Device Employee AllowanceAdministration and FinanceTo request an employee mobile device allowance.
Mobile Device Plan TemplateAdministration and FinanceTemplate used as supporting documentation to plan submitted for college/division.
Mobile Device Service University Owned DeviceICTTo request use of a university owned mobile communication device.