Forms & Documents

Form Name	Department	Description
Authorization of Payroll Mail Distribution	Payroll	To authorize departments to mail paycheck or direct deposit advice.
Airfare Equivalency Worksheet	Accounts Payable	To be used when an employee elects to drive versus flying.
Check Release	Accounts Payable	To authorize release of check to departmental personnel.
Diner's Club Corporate Credit Card Enrollment	Accounts Payable	Application for Corporate Credit Card
Direct Pay	Accounts Payable	To request certain direct payments to vendors, non-employees or organizations. (Continuation page included)
Employee Travel Advance	Accounts Payable	To request an advance before traveling. (Note this advance when turning in your reimbursement voucher.)
Illegible/Missing Receipt for Reimbursement	Accounts Payable	To 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 Expense	Accounts Payable	Used to properly document meals-refreshments & hospitality expense.
Team Travel Advance	Accounts Payable	To request an advance before team travels. (Note this advance when turning in your reimbursement voucher.)
Team Travel Authorization	Accounts Payable	Authorization for encumbering money for team travel.
Travel Expense Report	Accounts Payable	Used to process reimbursement payments to employees related to travel for one continuous trip.
Travel Expense Report Instructions	Accounts Payable	Instructions for the Travel Expense Report.
Employee Non-Travel Reimbursement	Accounts Payable	Used to process reimbursement to employees for expenses other than travel.
Gift Payroll Deduction Authorization	Advancement Services Office	Gift payroll deduction
AggieMart Access	Aggie Service Center
Signature Authority	Controller's Office	To 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.
Notice of Incident (Record Only) Form	Environmental Health Safety & Risk Management	To be completed by an individual to document an incident. If submitting claim, please use appropriate Notice of Claim Form: NMSU Auto Loss, NMSU Property Loss, or Personal Injury or Damage to Private Property.
Notice of Claim: Personal Injury or Private Property (Tort) Form	Environmental Health Safety & Risk Management	To be completed by an individual who claims damages from NMSU. This includes personal injury or damage to private property.
Notice of Claim: NMSU Property Damage or Loss Form	Environmental Health Safety & Risk Management	To be completed by the department when NMSU property is damaged or lost due to theft, vandalism, fire, windstorm, hail, or other accidental loss. For NMSU Auto Loss, use Notice of Claim: NMSU Automobile Loss Form.
Notice of Claim: NMSU Automobile Loss Form	Environmental Health Safety & Risk Management	To be completed by the department when NMSU automobiles are lost /damaged due to an automobile or motorized equipment accident.
Budget Manual Entry	Financial Information Processing	To 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 Voucher	Financial Information Processing	To 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 Documentation	Financial Information Processing	To request documentation to determine if charges that have been applied to a certain account are appropriate.
Interdepartmental Transactions	Financial Information Processing	To process and record internal sales to departments
Journal Voucher Manual Entry	Financial Information Processing	To 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 Activity	Financial Information Processing	To request a new activity for temporary events on campus.
New Fund Number	Financial Information Processing	To request a new fund when it is necessary to establish a new budgeting unit.
New Index	Financial Information Processing	To request a new index/FOAPAL Accounting String.
New Non-Hiring Organization Number	Financial Information Processing	To request new unofficial non-hiring codes.
New Program	Financial Information Processing	To request a new program number.
Official Hiring Organization	Financial Information Processing	To add, change existing or change name only on an official hiring organization (department).
Questionnaire for Establishing Agency Funds	Financial Information Processing	To be completed when Agency account needs to be setup.
Responsible Person Change	Financial Information Processing	To request a change of responsible person for Fund.
Term Index	Financial Information Processing	Request to term an index that will not need a replacement index.
Title Change	Financial Information Processing	To change title on Index, Fund, Non-Hiring Org, Account, Program or Activity.
Budget Entries Form (Electronic Processing Only)	Financial Information Processing	To 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 Processing	To 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 Processing	To be used with JVs with 10 or more line items.
Contractor Building Access	Facilities and Services	Contractor request for access to NMSU property.
Door Key Request	Facilities and Services	To request keys for access to NMSU property
Door Key Return	Facilities and Services	To return keys for NMSU Property.
Electronic Door Access	Facilities and Services	To request electronic access to NMSU property
Unique Door Schedule	Facilities and Services	To request a temporary change of standard schedule.
AiM Role Selection	FSA	To request appropriate security roles for AiM users within specific AiM environments.
Account Privilege Management	ICT	To request NMSU Central account management privileges.
Banner Finance Approval Queue	ICT	To request a new or make a change to an existing Banner Finance Approval Queue.
Banner Security Class Selection	ICT	Supplement to the request for computers systems access form. (CORE users)
Central Office Queue Selection - CENTRAL	ICT	Central Office Queue Selection - CENTRAL
Central Office Queue Selection - DEPARTMENTAL	ICT	Central Office Queue Selection - DEPARTMENTAL
Cognos Portal Access	ICT	To request access to NMSU's Cognos Reporting Portal.
Computer Systems Access	ICT	To request or change access to various systems. (EHire, Banner HR, Banner Finance, SAR, AiM)
Electronic Personnel Security	ICT	To request or cancel user security authority to process hires in PeopleAdmin
Banner ODBC Role Access	ICT	To request Banner ODBC query access. You must have a Secure Access / Security-Exception Request form on file for this access to be granted.
Procurement of Information Technology (Pre-Approval Request)	ICT
Secure Access / Security-Exception Request	ICT	To 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 Change	ICT	To request changes to Timesheet Org approvers and to temporarily assign a 'Reports To' position number in place of a vacant positions
Aggie Cash Application	ID Services	To apply for NMSU Aggie Cash account.
Aggie Cash Payroll Deduction Authorization	ID Services	Allows regular NMSU employees to have money card expenses paid for through payroll deduction.
Approval of Student International Travel	Travel, Risk Management, Study Abroad	All 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 Staff	Travel, Risk Management, Study Abroad	All 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 - Students	Travel, Risk Management, Study Abroad	All 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 Staff	Travel, Risk Management, Study Abroad	All 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 - Student	Travel, Risk Management, Study Abroad	To be completed by any student traveler going to a country under a U.S. State Department Travel Warning.
Travel Warning - Faculty and Staff	Travel, Risk Management, Study Abroad	Required from each individual that is traveling internationally, regardless of traveler type.
Taxable Clothing – Acceptance Form	Payroll Services	To document employee acceptance of taxable clothing purchased by the department.
Taxable Clothing Purchase – Employee Listing Form	Payroll Services	To support purchase of clothing purchases exceeding the De Minimus amount. Must be submitted at time of purchase and list all employees for taxation purposes.
Taxable Fringe Benefit Reporting Form (Non-Clothing)	Payroll Services	To report any item (non-clothing) exceeding the De Minimus amount provided to an employee.
PCard Missing Receipt	Pcard Administration	To be completed when a receipt is missing and the vendor can not supply an original.
Procurement Card Reconciler/Approver	Pcard Administration	To modify existing reconciler, approver or backup approver setups.
Procurement Card Application	Pcard Administration	To apply to become a new cardholder & assignment of reconciler and approvers.
Procurement Card Maintenance	Pcard Administration	To update or cancel an existing PCard cardholder profile.
Equipment Loan	Property	Approval for Home/Off-Campus use of University equipment for the purpose of conducting university business.
Inventory Change Request	Property	Transfer taggable property for in departmental transfers.
Inventory Scan Exception	Property	To be used ONLY for inventory items that cannot be scanned.
Permission to Sell	Property	To obtain permission to sell surplus items remotely and to recover proceeds from sales
Authorized Request to Own and Operate Unmanned Aircraft Systems (UAS)	Procurement Services
Federally Funded Equipment Pre-Acquisition — Certification & Screening	Procurement Services	To be used for purchases of equipment, on federal funds, to determine if like equipment might already be on campus and available for use.
Federally Funded Payments to Influence, Clean Air/Water Pollution Certification	Procurement Services	To be used for purchases using federal funds subject to the certification requirements for Payment to Influence and Clean Air/Water Pollution.
Federally Funded Vendor Conflict of Interest, Debarment/Suspension Certification	Procurement Services	To be used for purchases using federal funds subject to the requirements for Conflict of Interest, Debarment/Suspension.
New Vendor Entity Request	Procurement Services	To request establishment of an individual or entity not currently in Banner in order to issue a payment. Replaces the Vendor Questionnaire – Domestic and Vendor Questionnaire – Foreign forms.
Non-Procurement Vendor Direct Deposit Authorization	Procurement Services	To setup vendors to receive direct deposit payment via ACH
Procurement Emergency Determination Request	Procurement Services	To request emergency procurement approval from Procurement Services by a department for purchases over $20,000.
Procurement Sourcing (Bid/Request for Proposal)	Procurement Services
Professional Service Contract	Procurement Services	Contract required for services over $3000
Professional Service Contract Amendment	Procurement Services
Purchase Order Funding Change Request	Procurement Services	To change account number or object code on a purchase order.
Sole Source Justification	Procurement Services	To request sole source approval from purchasing, by a department for PO's over $20,000.00.
Stock Part Creation or Deletion	Procurement Services	Request for stock part creation/ deletion
Student Trip Insurance	Procurement Services	To apply for Group Activity Insurance-students and non-employees for officially sanctioned activities.
BDMS Security Access Request	Records Management and Retention	To be used to request Scan/Index and/or Annotate access to a BDMS application.
Correction Request	Records Management and Retention	To request document correction, deletion, change, etc. in BDMS.
Request for Destruction of University Records	Records Management and Retention	To be used to request the destruction of documents that have been imaged or loaded into BDMS.
Request for Disposition of University Records	Records Management and Retention	To be used to request for disposition of records that have met their retention schedule.
RMR Responsibilities for Use	Records Management and Retention	To be signed after completing the FSA-RMR Bridge to BDMS and PCard Receipts Destruction training in order to obtain BDMS access or a PCard.
Transfer of Custody	Records Management and Retention	Used for the transmittal of documents from one NMSU department to another NMSU department
Budgeting Restrictions Template	Sponsored Projects Accounting	Required for awards with small budget pools and budgeting restrictions that require mapping to NMSU budget pools.
CAS Justification	Sponsored Projects Accounting	Used to provide justification for indirect costs allowed on the award by the agency.
Cost Share Close Out	Sponsored Projects Accounting	The 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 Accounting	Form should be used by Colleges/Departments to report final expenses on sponsored awards.
Fuel Key	Transportation & Parking Services	To request new or replacement fuel keys.
Fuel System Personnel Access	Transportation & Parking Services	For all NMSU employees that will be fueling NMSU vehicles at the Transportation Services fueling center.
Temporary Reserved Parking	Transportation & Parking Services	To request reserved parking for events or an area for construction/project staging.
Vehicle Acquisition	Transportation & Parking Services	To authorize acquisition of vehicles.
Vehicle Assignment Authorization	Transportation & Parking Services	To authorize vehicle assignment
Vehicle Rental Reservation	Transportation & Parking Services	To request a rental vehicle reservation
Check Copy	Treasury Services	To request a copy of a check that was previously processed.
Employee Use of University Vehicle - Commuting	Treasury Services	To figure value of commuting mileage.
Employee Use of University Vehicle	Treasury Services	To report mileage usage by quarter for University vehicles.
Stop Payment	Treasury Services	To request stop payment of a check that has been processed.
Cash Count	University Accounts Receivable	To record daily cash received.
Cash Fund Person Change	University Accounts Receivable	To change responsible person on any cash fund.
Cash Fund	University Accounts Receivable	Request change fund or petty cash fund.
Cash Withdrawal	University Accounts Receivable	Agency Accounts cash withdrawal form.
Cashnet Access	University Accounts Receivable	To request access to theCASHNet System
Credit Card Deposit Slip	University Accounts Receivable	Deposit slip used for credit card deposits.
Department External Invoice	University Accounts Receivable	Billing 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 Slip	University Accounts Receivable	Used to deposit funds.
Detail Code	University Accounts Receivable	To create new detail code or to change an existing detail code.
Inventory and Sales Control	University Accounts Receivable	Used to balance inventory fund.
Mail Receipt Log	University Accounts Receivable	To track income received by mail.
Payment Handling Plan	University Accounts Receivable	To request collection and/or handling payments on a temporary or permanent basis for the purpose of sales and/or services. To be completed when procedures change or a new payment handling function is created.
Petty Cash Fund Reconciliation	University Accounts Receivable	Used 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 Summary	University Accounts Receivable	Summary of petty cash refund requests.
Petty Cash Voucher	University Accounts Receivable	Used when requesting reimbursement of petty cash funds.
Receipt Log	University Accounts Receivable	To track income on smaller dollar transactions.
ROTC Tuition Reimbursement Authorization	University Accounts Receivable	To request reimbursement for tuition and required fees by Air Force/ Army ROTC affiliated personnel.
Separation of Duties Assignment	University Accounts Receivable	To be used for sales and service collections, cashiering, and general payment receipting activities. To be completed whenever staff change.
CAF Routing Request	ICT	To request CAF routing
Candidate Recruitment Travel Reimbursement	Accounts Payable	To request reimbursement of travel expenses related to a candidate recruitment visit to NMSU.
Relocation Expenses Worksheet	Accounts Payable	To process reimbursement of employee relocation expenses.
Mobile Device Employee Allowance	Administration and Finance	To request an employee mobile device allowance.
Mobile Device Plan Template	Administration and Finance	Template used as supporting documentation to plan submitted for college/division.
Mobile Device Service University Owned Device	ICT	To request use of a university owned mobile communication device.