Access Control-Door
Key Request |
Facilities
and Services |
To request
keys for access to NMSU property |
09/27/12 |
|
Access Control-Contractor
Building Access |
Facilities
and Services |
Contractor
request for accesss to NMSU property. |
11/07/2012 |
|
Access Control-Electronic
Door Access Request |
Facilities
and Services |
To request
electronic access to NMSU property |
09/27/12 |
|
Access Control-Request for Unique Door Schedule |
Facilities
and Services |
To request
a temporary change of standard schedule. |
11/07/2012 |
|
Access
Control-Door Key Return |
Facilities
and Services |
To return
keys for NMSU Property. |
06/13/12 |
|
Aggie Ca$h Card Application |
ID Services |
To apply for NMSU Mone$Card. |
09/08/09 |
|
Aggie Ca$hCard Payroll Deduction Authorization |
ID Services |
Allows regular NMSU employees to have moneycard expenses paid for through payroll
deduction. |
09/08/09 |
|
Authorization of Payroll Mail Distribution |
Payroll |
To authorize departments to mail paycheck or direct deposit advice. |
04/20/06 |
|
| Banner
Security Classes Selection |
ICT |
Supplement to the
request for computers systems access form. (CORE users) |
09/25/09 |
|
| Barcode Inventory Discrepancy Form |
Property |
To
report discrepancies in inventory. |
12/2009 |
|
| Budget
Entries Form (Manual Entry only) |
Accounting & Financial Reporting |
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. |
07/01/11 |
|
| Budget
Entries Form (Electronic Processing Only) |
Accounting & Financial
Reporting |
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. |
10/08/10 |
|
Budgeting
Restrictions |
Sponsored
Projects Accounting |
Required
for awards with small budget pools and budgeting restrictions that require
mapping to NMSU budget pools. |
06/2012 |
|
Business Procedures Manual (BPM) Change Form |
Administration
and Finance |
To make changes to BPM. |
8/15/2012 |
|
CAS Justification |
Sponsored Projects Accounting |
Used to provide justification for indirect costs allowed on the award by the agency. |
03/2012 |
|
| Cash Count Form |
University Accounts Receivable |
To record daily cash received. |
03/10/06 |
|
| Cash
Entry Voucher (Manual Entry Only) |
Accounting & Financial Reporting |
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. |
07/01/11 |
|
| Cash
Entry Voucher (Electronic Processing Only) |
Accounting& Financial Reporting |
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. |
10/08/10 |
|
Cash Fund Custodian/Responsible Person Change |
University Accounts Receivable |
To change responsible person on any cash fund. |
02/03/06 |
|
Cash Fund Request Form |
University Accounts Receivable |
Request change fund or petty cash fund. |
03/10/06 |
|
Cash Handling Plan |
University Accounts Receivable |
To detail departmental procedures. |
03/10/06 |
|
|
University Accounts Receivable |
Agency Accounts cash withdrawal form. |
07/01/11 |
|
Catering
and Food Services (also Interdepartmental Voucher) |
Accounting & Financial Reporting |
To process and record internal sales to departments |
07/01/11 |
|
Check Release |
Accounts Payable |
To authorize release of check to departmental personnel. |
02/08/10 |
|
Credit Card Deposit Slip |
University Accounts Receivable |
Deposit slip used for credit card deposits. |
06/2005 |
|
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. |
02/09/10 |
|
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. |
02/20/08 |
|
Departmental Web Credit Card System Use |
Accounting
& Financial Reporting |
Request for departmental web credit card stystem use and setup. |
06/26/08 |
|
Deposit Slip |
University Accounts Receivable |
Used to deposit funds. |
07/18/06 |
|
Detail Code Request |
University Accounts Receivable |
To create new detail code or to change an existing detail code. |
06/14/12 |
|
Diner's Club Corporate Credit Card Enrollment |
Accounts Payable |
Application for Corporate Credit Card. |
12/15/2011 |
|
| Direct Pay Request |
Accounts Payable |
To request certain direct payments to vendors, non-employees or organizations. (Continuation page included) |
05/09/13 |
|
EHire Routing Template Request |
ICT |
To request new EHire routing templates or modify/delete existing ones.
|
09/25/09 |
|
Electronic
Personnel Security Request |
ICT |
To request
or cancel user security authority to process hires in PeopleAdmin and
EPAF |
03/21/2013 |
|
Employee Use of University Vehicle |
Treasury Services |
To report mileage usage by quarter for University vehicles. |
03/21/13 |
|
Employee Use of University Vehicle (Commuting Value) |
Treasury Services |
To figure value of commuting mileage. |
03/21/13 |
|
Equipment Loan Form |
Office of Audit Services |
Approval for Home/Off-Campus use of University equipment for the purpose of conducting university business. |
11/13/02 |
|
| Federal Government Purchases Equipment Screening |
Procurement Services & Risk Management |
Used for proposed purchases of equipment using federal funding ($10K or more). |
07/01/11 |
|
Finance Documentation Request |
Accounting & Financial Reporting |
To request documentation to determine if charges that have been applied to a certain account are
appropriate. |
02/2011 |
|
FOAPAL- Agency Questionnaire |
Accounting & Financial Reporting |
To be completed when Agency account needs to be setup. |
08/09/11 |
|
FOAPAL-
Change Responsible Person on Fund Request |
Accounting & Financial Reporting |
To request a change
of responsible person for Fund. |
05/01/09 |
|
FOAPAL- Change Responsible Person on Org Request |
Accounting & Financial Reporting |
To request a change of responsible person for organization. |
04/01/08 |
|
FOAPAL- Index Change Request |
Accounting & Financial Reporting |
To request a change in the individual FOAPAL elements that make up a current index. |
04/01/08 |
|
FOAPAL- New Account Request |
Accounting & Financial Reporting |
To request setup of new account for expense, revenue or Net Asset Statement activities |
04/01/08 |
|
FOAPAL- New Activity Request |
Accounting & Financial Reporting |
To request a new activity for temporary events on campus. |
02/2011 |
|
FOAPAL- New Fund Request |
Accounting & Financial Reporting |
To request a new fund when it is necessary to establish a new budgeting unit. |
3/2012 |
|
FOAPAL- New Index Request |
Accounting & Financial Reporting |
To request a new index/FOPAL Accounting String. |
02/2011 |
|
FOAPAL-New Non-Hiring Organization Request |
Accounting & Financial Reporting |
To request new unofficial non-hiring codes. |
04/01/08 |
|
FOAPAL-New Program Request |
Accounting & Financial Reporting |
To request a new program number. |
05/08 |
|
| FOAPAL- Official Hiring Organization Request (Department) |
Accounting and Financial Reporting |
To add, change existing or change name only onan official hiring organization (department). |
12/01/06 |
|
FOAPAL- Term Index Request |
Accounting and Financial Reporting |
Request to term an index that wil not need a replacement index. |
04/01/08 |
|
FOAPAL- Title Change Request
|
Accounting and Financial Reporting |
To change title on Index, Fund,Non-Hiring Org, Account, Program or Activity. |
04/01/08 |
|
Fuel
Key Request
|
Transportation
and Parking Services (TPS) |
To
request new or replacement fuel keys. |
09/14/12 |
|
| Fuel
System Personnel Access Request |
Transportation
and Parking Services (TPS) |
For all
NMSU employees that will be fueling NMSU vehicles at the Transportation
Services fueling center. |
09/14/12 |
|
| Gift
Payroll Deduction Authorization Form |
Advancement
Services Office |
Gift payroll
deduction |
07/20/11 |
|
Interdepartmental Voucher (also Catering and Food Services Form) |
Accounting & Financial Reporting |
To process and record internal sales between departments. |
07/01/11 |
|
| Internal Purchasing Requisition |
Procurement Services & Risk Management |
Used
internally by departments to initiate a requisition. (OPTIONAL) |
07/01/11 |
|
| International
Travel: Faculty/Staff Authorization Form |
Travel, Risk Management, Study Abroad |
All facuty/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. |
09/2011 |
|
| International
Travel: Student International Travel |
Travel, Risk Management, Study Abroad |
All students that are participating in international travel that is associated with NMSU (non-peronal) must complete this at least 20 days prior to date of travel. |
09/2011 |
|
| International
Travel: Waiver, Release, and Hold Harmless Agreement |
Travel, Risk Management, Study Abroad |
Required
from each individual that is traveling internationally, regardless
of traveler type. |
10/2010 |
|
| Inventory and Sales Control Worksheet |
University Accounts Receivable |
Used to balance inventory fund. |
03/10/06 |
|
| Inventory
Change Form |
Property |
Transfer
taggable propertyfor indepartmental transfers. |
04/26/12 |
|
| Inventory
Scan Exception |
Property |
To be used ONLY
for inventory items that cannot be scanned. |
09/28/12 |
|
| Journal
Voucher (Manual Entry Only) |
Accounting & Financial
Reporting |
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 FOPAL index
and account, or to transfer revenue or non-payroll expenses from one
index and/or account code to another. |
07/01/11 |
|
| Journal
Voucher (Electronic Processing Only) |
Accounting & Financial
Reporting |
To be used for JVs with 10 or more line items. Completed form is to be emailed and printed hard copy to be delivered to Fiscal Monitor. To correct errors on Banner FOPAL index and account, or to transfer revenue or non-payroll expenses from one index and/or account code to another. |
10/08/10 |
|
Liability Insurance Claim Form |
Procurement Services & Risk Management |
To be completed by an individual who has been involved in an accident or had
an injury at NMSU or involving an NMSU employee. |
04/2013 |
|
| Mail Receipt Log Form |
University Accounts Receivalbe |
To track income received by mail. |
03/10/06 |
|
Non-Resident Alien Affidavit/Certification |
Treasury Services |
To certify length of stay for non-resident alien. |
06/2005 |
|
Notice of Incident |
Procurement Services & Risk Management |
For use by NMSU employees who have observed an incident. (NOT TO BE USED FOR WORKER'S COMPENSATION) |
05/2008 |
|
Parking-Temporary
Reserved Parking Request |
Transportation
and Parking Services (TPS) |
To request
reserved parking for events or an area for construction/project staging. |
11/2012 |
|
Password Reset Privilege Form |
ICT |
To request
NMSU Central account management privileges. |
06/2011 |
|
Permission
to Sell |
Property |
To obtain permission to sell surplus items remotely and to recover proceeds from sales |
09/2011 |
|
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. |
05/2009 |
|
Petty Cash Replenishment Summary |
University Accounts Receivable |
Summary of petty cash refund requests. |
05/2009 |
|
Petty Cash Voucher |
University Accounts Receivable |
Used when requesting reimbursement of petty cash funds. |
06/2005 |
|
Procurement Card Maintenance Form |
Accounts Payable |
To cancel or make changes to any procurement card holder information including
default account numbers. |
12/2009 |
|
| Procurement Card Missing Receipt Form |
Controller's Office |
To be completed when a receipt is missing and the vender can not supply an original. |
09/16/05 |
|
Procurement Card Request Form & Agreement |
Accounts Payable |
To request new procurement card. |
12/2009 |
|
Procurement Card System Access and Change Form Cardholder |
Procurement
Services and Risk Management |
New Cardholder setup or to add or change a Proxy for a Cardholder. |
08/2012 |
|
Procurement Card System Access and Change Form Departmental Approver |
Procurement
Services & Risk Management |
New Approver setup, change an Approver, or change an Approver’s Proxy. |
08/2012 |
|
Professional Service Contract |
Procurement Services & Risk Management |
Contract required for services over $2500 |
08/01/08 |
|
Purchase Approval Queue Request |
ICT |
To request a new or make a change to an existing Banner Finance Approval Queue. |
12/2010 |
|
| Purchase
Order - Change Order Request
|
Procurement Services & Risk Management |
*This
form will be processed electronically using the Banner
form FPAREQN. |
07/2010 |
|
| Purchase Order - Funding Change Request |
Procurement Services & Risk Management |
To change account number or object code on a purchase order. |
07/01/11 |
|
| Purchasing Process Log |
Procurement Services & Risk Management |
To assist departments in tracking of departmental requisitions and purchase orders. |
06/2005 |
|
| Receipt Log |
University Accounts Receivable |
To
track income on smaller dollar transactions. |
03/10/06 |
|
| Reimbursement Voucher with continuation sheet |
Accounts Payable |
To process reimbursement payments to employees. (Continuation page included) |
01/11/2013 |
|
| Remote
Document Submission MOU-Version A |
Controller's Office |
This
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. |
06/2011 |
|
| Remote
Document Submission MOU-Version B |
Controller's Office |
This 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. |
06/2011 |
|
| Report
of Final Expenses |
Sponsored
Projects Accounting |
Form should be used by Colleges/Departments to report final expenses on sponsored awards. |
03/19/2010 |
|
| Report of Governmental Gross Receipts Tax |
Treasury Services |
To report monthly revenue subject to State of New Mexico Governmental Gross Receipts tax. |
07/01/08 |
|
Request for CASHNet Access |
FSA |
To
request access to theCASHNet System |
04/26/11 |
|
Request for Cognos Reporting Security |
ICT |
To
request access to NMSU's Cognos Reporting Portal. |
04/24/12 |
|
Request for Computer Systems Access Form |
ICT |
To request or change access to various systems. (EHire, Banner HR, Banner Finance, SAR, AiM) |
04/24/12 |
|
Request for Copy of Check |
Accounts Payable |
To request a copy of a check that was previously processed. |
02/11/2010 |
|
Request to collect/handle cash |
University Accounts Receivable |
To request collection and/or handling cash on a temporary or permanent basis
for the purpose of sales and/or services. |
03/10/06 |
|
| Separation of Duties Assignment |
University Accounts Receivable |
To be used for sales and service collections, cashiering, and general cash receipting activities. |
03/10/06 |
|
| Signature Authority Form |
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 . |
12/22/11 |
|
Sole Source Justification |
Procurement Services & Risk Management |
To request sole source approval from purchasing, by a department for PO's over $9,999.00.
|
01/11/2010 |
|
Specialty Underwriters in House Reimbursement |
Procurement Services & Risk Management |
Reimbursement request for maintenance performed in-house. |
06/2005 |
|
Specialty Underwriters LLC |
Procurement Services & Risk Management |
Add, change, delete or request a quote for equipment maintenance. |
02/28/08 |
|
| Stock
Part Creation Request |
Procurment
Services & Risk Management |
|
06/14/2010 |
|
| Stop Payment Request |
Accounts Payable |
To request stop payment of a check that has been processed. |
09/25/07 |
|
| Surplus
Property Tracking Form (This form has been replaced with the Inventory
Control Report Form) |
N/A |
|
|
|
Team Travel Advance Request |
Accounts Payable |
To request an advance before team travels. (Note this advance when turning
in your reimbursement voucher.) |
07/01/11 |
|
Team Travel Authorization |
Accounts Payable |
Authorization for encumbering money for team travel. |
07/01/11 |
|
Time
Sheet Org Approver Change and Temp Reports To Approver Change
|
ICT |
1. to
request changes to Timesheet Org apprvers and 2. to temporarily assign
a 'Reports To' positioon number in place of a vacant positions |
09/14/12 |
|
Travel Advance Request, Employee |
Accounts Payable |
To request an advance before traveling. (Note this advance when turning in
your reimbursement voucher.) |
07/01/11 |
|
| Vehicle
Acquisition Request |
Transportation
services |
To
authorize acquisition of vehicles. |
12/2010 |
|
| Vehicle
Assignment Authorization Form |
Transportation
services |
To
authorize vehicle assignment |
01/05/10 |
|
| Vehicle
Rental Form |
Transportation
services |
To
request a rental vehicle reservation |
09/19/12 |
|
| Vendor
Deposit Authorization |
Accounts
Payable/Procurement Services & Risk Management |
To
setup vendors to receive direct deposit payment via ACH |
09/19/12 |
|
| Vendor Questionnaire |
Procurement Services & Risk Management |
To establish a vendor number in Banner. |
09/23/11 |
|
