|
Human Resource Services |
To be voluntarily completed by new applicants for EEO/AA purposes. |
07/18/07 |
|
Applicant Screening Record |
Human Resource Services |
Employer summary of applicant interviews for Federal reporting regulations. |
06/07/07 |
|
Authorization of Payroll Mail Distribution |
Payroll |
To authorize departments to mail paycheck or direct deposit advice. |
04/20/06 |
|
| Budget Entries Form |
Accounting & Financial Reporting |
To establish original budget and budget revisions. |
05/01/07 |
|
Business Procedures Manual (BPM) Change Form |
Administration |
To make changes to BPM. |
06/2005 |
|
| Cash Count Form |
University Accounts Receivable |
To record daily cash received. |
03/10/06 |
|
| Cash Entry Voucher (Miscellaneous Accounting Input Form -MJE) |
Accounting & Financial Reporting |
To record cash receipts, cash disbursements and commitments. |
06/15/07 |
|
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. |
06/2005 |
|
Catering and Food Services |
Accounting & Financial Reporting |
To process and record internal sales to departments |
06/06/07 |
|
Central Scanning Request |
Financial Systems Administration |
For use by Business & Finance departments who would like to request central
scanning of documents. |
04/23/07 |
|
Change of Address Form |
Payroll |
To change address via the web of payroll records only. |
03/05/02 |
|
Check Release |
Accounts Payable |
To authorize release of check to departmental personnel. |
06/2005 |
|
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. |
06/2005 |
|
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 Business & Finance Accounts Receivable system. |
11/01/07 |
|
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. |
07/10/07 |
|
Diner's Club Cash Enrollment |
Accounts Payable |
To receive travel cash advances on your Diner's Corporate Credit Card. |
04/06/06 |
|
Diner's Club Corporate Credit Card Enrollment |
Accounts Payable |
Application for Corporate Credit Card. |
04/06/06 |
|
Direct Deposit Authorization |
Payroll |
To setup direct deposit of pay. |
4/03/03 |
|
| Direct Pay Request |
Accounts Payable |
To request certain direct payments to vendors, non-employees or organizations. (Continuation page included) |
09/11/06 |
|
| Direct Pay Vendor Set-up Request |
Procurement Services & Risk Management |
Used to obtain banner ID numbers for individuals being paid non-employee travel reimbursements,
stipends or honorariums. |
10/10/2007 |
|
EHire Routing Template Request |
Financial Systems Administration |
To request new EHire routing templates or modify/delete existing ones.
|
04/23/07 |
|
Employee Departure Transmittal Form |
Human Resource Services/Business & Finance |
Electronic employee departure form that must be completed addition to the manually prepared Personnel Action Form (PAF) and the Employee Separation Form that is sent to Personnel. |
08/31/01 |
|
Employee Separation from NMSU Checklist |
Human Resource Services/Business & Finance |
To be used when an employee separates from the University (termination/transfer/retirement/leave of absence/sabbatical). |
12/18/02 |
|
Employee Use of University Vehicle |
Treasury Services |
To report mileage usage by quarter for University vehicles. |
06/2005 |
|
Employee Use of University Vehicle (Commuting Value) |
Treasury Services |
To figure value of commuting mileage. |
06/2005 |
|
Employee Withholding Allowance Certificate for Extra State Tax |
Payroll |
To change withholding of state taxes. |
4/20/06 |
|
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 |
|
ERB Form 42 - Beneficiary Designation |
Payroll |
Required by the Educational Retirement Board (ERB) to create or update retirement records. |
01/08/08 |
|
Faculty Deferred Pay Authorization |
Payroll |
To change frequency in pay. |
06/2005 |
|
| Federal Government Purchases Equipment Screening |
Procurement Services & Risk Management |
Used for proposed purchases of equipment using federal funding ($10K or more). |
06/2005 |
|
Finance Documentation Request |
Accounting & Financial Reporting |
To request documentation to determine if charges that have been applied to a certain account are
appropriate. |
11/01/07 |
|
FOAPAL- Agency Questionnaire |
Accounting & Financial Reporting |
To be completed when Agency account needs to be setup. |
03/23/06 |
|
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. |
04/01/08 |
|
FOAPAL- New Fund Request |
Accounting & Financial Reporting |
To request a new fund when it is necessary to establish a new budgeting unit. |
04/01/08 |
|
FOAPAL- New Index Request |
Accounting & Financial Reporting |
To request a new index/FOPAL Accounting String. |
04/01/08 |
|
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 |
|
| Gift Act Form for NMSU |
Controller's Office |
To report possible Gift Act expenditures to Governmental Affairs Office. |
11/16/2007 |
|
| Grant/Contract Administration (GCA) |
Office of Grants and Contracts |
To request the set up of a new grant or contract. |
07/07/05 |
|
|
Human Resource Services |
To provide employee eligibility verification. |
06/30/08 |
|
Interdepartmental Voucher |
Accounting & Financial Reporting |
To process and record internal sales between departments. |
04/26/07 |
|
| Internal Purchasing Requisition |
Procurement Services & Risk Management |
Used
internally by departments to initiate a requisition. (OPTIONAL) |
06/2005 |
|
| Inventory and Sales Control Worksheet |
University Accounts Receivable |
Used to balance inventory fund. |
03/10/06 |
|
| Journal Voucher |
Accounting& Financial Reporting |
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 (Continuation page included) |
02/08/07 |
|
Labor Redistribution Form |
Payroll |
To make changes to an employee's labor distribution. (Instruction
Page included) |
06/02/06 |
|
Leave Report Adjustment Form |
Payroll |
To correct errors in leave submitted. |
10/19/06 |
|
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. |
06/2005 |
|
| Mail Receipt Log Form |
University Accounts Receivalbe |
To track income received by mail. |
03/10/06 |
|
Mobile Communications Device Allowance Authorization |
Human Resources |
To request authorization for a stipend allowance for mobile service. |
05/23/08 |
|
Money$Card Application |
ID Services |
To apply for NMSU Mone$Card. |
01/09/04 |
|
Money$Card Payroll Deduction Authorization |
ID Services |
Allows regular NMSU employees to have moneycard expenses paid for through payroll
deduction. |
01/29/07 |
|
Non-Exempt Job Vacancy Selection Announcement |
Human Resource Services |
To comply with the Union Agreement, departments are required to post this form identifying the individual selected for a job vacancy. |
11/21/07 |
|
Non-Exempt Staffing Requisition Supplement |
Human Resource Services |
To comply with the Union Agreement, departments are required to provide additional information on non-exempt positions for job postings. |
08/30/07 |
|
Non-Resident Alien Affidavit/Certification |
Treasury Services |
To certify length of stay for non-resident alien. |
06/2005 |
|
Notice of Accident |
Human Resource Services |
For use by NMSU employees who have been involved in an on-the-job accident. This is reported to Workers' Compensation. |
05/2008 |
|
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 |
|
One Time Payment Request |
Payroll |
To process non-work payments to employees. |
06/2005 |
|
Personnel Action Form (PAF) |
Human Resource Services/Payroll |
To change an employee record or job information. (Instruction
Sheet included) |
03/14/08 |
|
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. |
06/2005 |
|
Petty Cash Replenishment Summary |
University Accounts Receivable |
Summary of petty cash refund requests. |
06/2005 |
|
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. |
06/02/06 |
|
| 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. |
09/14/05 |
|
Procurement Card System Access and Change Form Cardholder |
Financial Systems Administration |
New Cardholder setup or to add or change a Proxy for a Cardholder. |
08/14/07 |
|
Procurement Card System Access and Change Form Departmental Approver |
Financial Systems Administration |
New Approver setup, change an Approver, or change an Approver’s Proxy. |
08/14/07 |
|
Professional Service Contract |
Procurement Services & Risk Management |
Contract required for services over $2500 |
08/01/08 |
|
Purchase Approval Queue Request |
Financial Systems Administration |
To request a new or make a change to an existing Banner Finance Approval Queue. |
04/23/07 |
|
| Purchase Order - Change Order Request |
Procurement Services & Risk Management |
To make changes to a purchase order. |
06/2005 |
|
| Purchase Order - Funding Change Request |
Procurement Services & Risk Management |
To change account number or object code on a purchase order. |
06/2005 |
|
| 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) |
07/14/08 |
|
| 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 Cognos Reporting Security |
Administrative
Data Management |
To
request access to NMSU's Cognos Reporting Portal. |
08/06/2008 |
|
Request for Computer Systems Access Form |
Financial Systems Administration |
To request or change access to various systems. (EHire, Banner HR, Banner Finance, SAR, CASHNet) |
11/07/07 |
|
Request for Copy of Check |
Accounts Payable |
To request a copy of a check that was previously processed. |
07/20/05 |
|
Request for Refund and/or Roll-Over |
Payroll |
To request refund or rollover of retirement funds upon termination. |
06/2005 |
|
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 |
|
Sole Source Justification |
Procurement Services & Risk Management |
To request sole source approval from purchasing, by a department for PO's over $2500.00.
|
05/08/06 |
|
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 |
|
| Stop Payment Request |
Accounts Payable |
To request stop payment of a check that has been processed. |
09/25/07 |
|
Team Travel Advance Request |
Accounts Payable |
To request an advance before team travels. (Note this advance when turning
in your reimbursement voucher.) |
07/23/07 |
|
Team Travel Authorization |
Accounts Payable |
Authorization for encumbering money for team travel. |
07/25/07 |
|
Time Sheet Org Change Form
|
Financial Systems Administration |
To add or replace approvers for a time sheet org or to create new time sheet orgs.. |
09/06/07 |
|
Timesheet: Regular Non-Exempt |
Payroll |
Timesheet for Regular Non-Exempt employees. |
05/10/07 |
|
| Timesheet: Temporary & Student |
Payroll |
Timesheet
for Temporary and Student employees. |
05/10/07 |
|
Travel Advance Request, Employee |
Accounts Payable |
To request an advance before traveling. (Note this advance when turning in
your reimbursement voucher.) |
01/23/08 |
|
| Vendor Questionnaire |
Procurement Services & Risk Management |
To establish a vendor number in Banner. |
09/18/07 |
|
W-4 Form for 2008 |
Payroll |
To change Federal Tax withholding allowance for calendar year 2008. |
01/08/08 |
|
W-5 Form for 2008 |
Payroll |
To claim advance payment on Federal earned income credit during the calendar year 2008. |
04/20/08 |
|
