Forms & Documents

For HR Forms see: HR Forms

Form NameDepartmentDescription
Authorization of Payroll Mail DistributionPayrollTo authorize departments to mail paycheck or direct deposit advice.
Agency Payment/Withdrawal RequestAccounts Payable
Airfare Equivalency WorksheetAccounts PayableTo be used when an employee elects to drive versus flying.
Check ReleaseAccounts PayableTo authorize release of check to departmental personnel.
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.
Student Group Travel Authorization and Advance RequestAccounts PayableTo request an advance before team/group travels. (Note this advance when turning in your reimbursement voucher.)
Authorization for encumbering money for team/group travel.
This form replaces the Team/Group Travel Authorization and Team/Group Travel Advance forms.
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
AggieMart AccessAggie Service Center
AggieMart Role SelectionAggie Service CenterTo request appropriate security roles for AggieMart users in Administration and Finance offices
Signature Authority AccessController'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.
Notice of Incident (Record Only) FormEnvironmental Health Safety & Risk ManagementTo 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) FormEnvironmental Health Safety & Risk ManagementTo 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 FormEnvironmental Health Safety & Risk ManagementTo 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 FormEnvironmental Health Safety & Risk ManagementTo be completed by the department when NMSU automobiles are lost /damaged due to an automobile or motorized equipment accident.
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 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.
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
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
Banner ODBC Role AccessICTTo 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 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 Payroll Deduction AuthorizationID ServicesApproval for 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.
Taxable Clothing – Acceptance FormPayroll ServicesTo document employee acceptance of taxable clothing purchased by the department.
Taxable Clothing Purchase – Employee Listing FormPayroll ServicesTo 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 ServicesTo report any item (non-clothing) exceeding the De Minimus amount provided to an employee.
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.
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
Authorized Request to Own and Operate Unmanned Aircraft Systems (UAS)Procurement Services
Federally Funded Equipment Pre-Acquisition — Certification & ScreeningProcurement ServicesTo 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 CertificationProcurement ServicesTo 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 CertificationProcurement ServicesTo be used for purchases using federal funds subject to the requirements for Conflict of Interest, Debarment/Suspension.
New Vendor Entity RequestProcurement ServicesTo 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.
Emergency Procurement Determination RequestProcurement ServicesTo 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 ServicesContract required for services over $3000
Professional Service Contract AmendmentProcurement Services
Purchase Order Funding Change RequestProcurement ServicesTo change account number or object code on a purchase order.
Sole Source JustificationProcurement ServicesTo request sole source approval from purchasing, by a department for PO's over $20,000.00.
Stock Part Creation or DeletionProcurement ServicesRequest for stock part creation/ deletion
Student Trip InsuranceProcurement ServicesTo apply for Group Activity Insurance-students and non-employees for officially sanctioned activities.
BDMS Security Access RequestRecords Management and RetentionTo be used to request Scan/Index and/or Annotate access to a BDMS application.
Correction RequestRecords Management and RetentionTo request document correction, deletion, change, etc. in BDMS.
Request for Destruction of University RecordsRecords Management and RetentionTo be used to request the destruction of documents that have been imaged or loaded into BDMS.
Request for Disposition of University RecordsRecords Management and RetentionTo be used to request for disposition of records that have met their retention schedule.
RMR Responsibilities for UseRecords Management and RetentionTo 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 CustodyRecords Management and RetentionUsed for the transmittal of documents from one NMSU department to another NMSU department
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.
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
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 WithdrawalUniversity Accounts ReceivableAgency Accounts cash withdrawal form.
Cashnet Access University Accounts ReceivableTo request access to theCASHNet System
Credit Card Deposit Slip University 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.
Payment Handling PlanUniversity Accounts ReceivableTo 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 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.
ROTC Tuition Reimbursement AuthorizationUniversity Accounts ReceivableTo request reimbursement for tuition and required fees by Air Force/ Army ROTC affiliated personnel.
Separation of Duties AssignmentUniversity Accounts ReceivableTo be used for sales and service collections, cashiering, and general payment receipting activities. To be completed whenever staff change.
CAF Routing RequestICTTo request CAF routing
Candidate Recruitment or Non-Employee Travel WorksheetAccounts PayableTo be used only for reimbursement of travel expenses for candidate recruitment or non-employee travel.
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.