BPM Summary of Changes
| 5C | 40.10.10 | Airline Fees | Added clarification that use of Medical Necessity as a qualifying condition for Seat upgrades or First Class requires an OIE accommodation. Link included to follow the process. Added wording to also require Business Purpose for payment of other fees. | 12-22-2021 |
| 5A | 5.16 | Guest Payment | Added new chapter to coincide with addition of new account code. | 12-22-2021 |
| 9 & 5B | 9.0 & 5B | Mobile Communication Device Usage & Payroll | Updated to allow for necessary action due to COVID-19 | 3-20-2020 |
| 4 | 4.40.63 | Approvers' and Backup Approvers' Responsibilities | Updated wording on declined unallowable transactions to reflect change in process. Cardholder is responsible for remitting payment to UAR for the unallowable charge. | 3-2-2020 |
| 4 | 4.40.64.2 | Compliance Reviews | Changed responsible department from PCard Administration to Procurement Services | 3-2-2020 |
| 5C | 5C.10.50 | Foreign Travel Approval and Coverage | Changed required to optional in this sentence - Insurance covering the costs involved with returning a person back to the United States for medical treatment or burial services is optional on all foreign travel. | 2-20-2020 |
| 5A | Various | Various | Updated to reflect form changes and add reference to payment guidelines | 6-11-2019 |
| 4 | 30.05 & 40.70 | Direct Pay Request & Reimbursable Purchases | Updated to reflect form changes and add reference to payment guidelines | 6-11-2019 |
| 5C | Various | Various | Chapter updated to reflect form changes | 6-11-2019 |
| 1A | 05.15 | Agency Index Procedures | New Agency form replaced the use of the Direct Pay form | 6-11-2019 |
| 5C | 5C.10.20 | Geographic Travel Categories | Clarification added for Domestic travel. Changes made to the use of word international; changed to foreign for consistency with account code naming. | 5-17-2019 |
| 5C | 5C | Travel | Chapter renumbering, section renaming, clarification on procedures, updated to procedures and reworded to "Appropriate Approval" throughout to replace Dean/VP & CC President. | 1-18-2019 |
| 5C | 5C.10 | General Travel Information | Removed: Next level signature approval on an employee reimbursement is recommended. Removed: Three working days are required by the Travel Office to process and are part of the ninety (90) day time limit. Updated: Clarified that receipts are not required on meal & lodging per diem and mileage. Added: Reimbursement is limited to travel one day before and one day after the business to be conducted. Allowance will be made for foreign travel of longer duration. Added: Hotel overnight stays prior to the official fist day of air travel in the airport city requires a bona fide business reason. Added: Exception requests must have a bona fide business reason and justification, with appropriate approval. | 1-18-2019 |
| 5C | 5C.10.10 | Travelers Eligible for Travel Reimbursement | Changed: Section title changed to Traveler Eligibility Updated: Descriptions of NMSU employees, students and non-employees. Updated: Sections referenced to refer to updated sections with this change. Removed: Wording referencing statement on the Board of Regents separate policy. | 1-18-2019 |
| 5C | 5C.10.30 | Federally-Funded Domestic Travel | Removed: Wording | 1-18-2019 |
| 5C | 5C.10.40 | Federally-Funded Foreign Travel | Removed: Wording on flight class | 1-18-2019 |
| 5C | 5C.10.60 | Travel Expense Report | Moved this section under General Travel Information | 1-18-2019 |
| 5C | 5C.10.70 | BMO Financial Group Diners Club Corporate Card Program | Moved this section under General Travel Information | 1-18-2019 |
| 5C | 5C.10.80 | Personal Expenses | Moved this section under General Travel Information | 1-18-2019 |
| 5C | 5C.20 | TRAVEL ADVANCES | Moved this section | 1-18-2019 |
| 5C | 5C.20.10 | Employee Travel Advance | Removed reimbursement voucher and added travel expense report | 1-18-2019 |
| 5C | 5C.20.20 | Student Team Advance Requirements | Moved this section under Travel Advances | 1-18-2019 |
| 5C | 5C.20.30 | Team Travel Advances | Deleted: The 30 Days from the table Removed reimbursement voucher and added travel expense report |
1-18-2019 |
| 5C | 5C.30 | MEALS AND LOGING | Moved this section | 1-18-2019 |
| 5C | 5C.30.10 | Meal and Lodging Per Diem | Removed direct pay form and added travel expense report | 1-18-2019 |
| 5C | 5C.30.20 | Incidentals | Moved this section | 1-18-2019 |
| 5C | 5C.30.30 | Partial Day Meal Per Diem First and Last day of Travel | Added: wording on per diem table and CONUS Added: Enrollment and Financial Aid/DACC advisors and student team travel are exempt from the nine hour and fifty mile radius. | 1-18-2019 |
| 5C | 5C.30.40 | Reimbursement of Actual Meals and Lodging Expenses | Removed: paragraph on reimbursement of actual expense for lodging, and added wording on the lodging limited to per diem | 1-18-2019 |
| 5C | 5C.30.50 | Meal and Lodging Change of Plans | Moved this section | 1-18-2019 |
| 5C | 5C.40 | Transportation | Added heading | 1-18-2019 |
| 5C | 5C.40.10 | Air Transportation | Added the type of class allowed when traveling more than 14 hours | 1-18-2019 |
| 5C | 5C.40.10.10 | Airline Fees | Updated wording | 1-18-2019 |
| 5C | 5C.20.10 | Federal Funded International Air Transportation | Removed this section | 1-18-2019 |
| 5C | 5C.40.10.20 | Chartered Air Transportation | Added Wording | 1-18-2019 |
| 5C | 5C.40.20 | Ground Transportation | 1-18-2019 | |
| 5C | 5C.40.20.10 | Personal Vehicle Mileage | Combined local mileage and allowed mileage into this section; and added verbiage to reflect mileage is allowed when employees are traveling from their primary official place of work. | 1-18-2019 |
| 5C | 5C.40.20.20 | Vehicle Rentals | Combined vehicle rental fuel, vehicle rental class, and vehicle rental insurance to this section | 1-18-2019 |
| 5C | 5C.40.20.30 | Chartered Ground Transportation | Section renumbered and removed wording | 1-18-2019 |
| 5C | 5C.40.20.40 | Privately Owned Vehicle/Airplane | Added Wording | 1-18-2019 |
| 5C | 5C.40.20.50 | Trailers Pulled by Private Vehicles | Removed: Check with travel office for reimbursement rate. | 1-18-2019 |
| 5C | 5C.40.20.60 | Carpooling Employees for Official Trips | Section renumbered | 1-18-2019 |
| 5C | 5C.40.20.70 | Driving versus Flying | Removed reimbursement voucher and added travel expense report | 1-18-2019 |
| 5C | 5C.50 | Conference Expenses | Added Title | 1-18-2019 |
| 5C | 5C.50.10 | Conference Fees | Added: Wording on recreational activities or entertainment fees Changed Reimbursement Voucher to Travel Expense Report | 1-18-2019 |
| 5C | 5C.50.20 | Conference Lodging/Meals | Removed reimbursement voucher and added travel expense report | 1-18-2019 |
| 5C | 5C.110 | Student Team Travel | Removed whole section | 1-18-2019 |
| 1A | 1A.05.40 | Depreciating Capital Assets | Removed the reference to "BPM, Appendix 1A.A" an inserted hyperlink to the Capital Asset Guide. The Capital Asset Guide is available at: https://inside.nmsu.edu/fbs/policy-procedures/ |
3-27-2018 |
| 8 | 8.05.05 | Accounts Receivable Payments | Updated hours and corrected to show that Treasury Services is the contact for wiring instructions | 3-16-2018 |
| 8 | 8.05.10 | Departmental Cash Exchange | No substantive changes | 3-16-2018 |
| 8 | 8.05.15 | Departmental Credit Card Deposits | No substantive changes | 3-16-2018 |
| 8 | 8.05.20 | Departmental Cash/Check Deposits | No substantive changes | 3-16-2018 |
| 8 | 8.05.25 | Departmental Returned Items | No substantive changes | 3-16-2018 |
| 8 | 8.15.05 | Departmental Accounts Receivable Invoicing | Updated to show that invoices exceeding $5,000 must have prior approval from the Bursar and not the AVP of Budget/Controller | 3-16-2018 |
| 8 | 8.20.05 | Approval to Collect and/or Handle Cash | Updated approval process and required forms | 3-16-2018 |
| 8 | 8.20.10 | Request a New Cash Fund | Deleted section – combined with 8.20.05 | 3-16-2018 |
| 8 | 8.20.15 | Replenish a Petty Cash Fund | Updated to show Bursar will review requests greater than $50 and not the AVP of Budget/Controller | 3-16-2018 |
| 8 | 8.20.20 | Returning Cash Funds | No substantive changes | 3-16-2018 |
| 8 | 8.20.25 | Changing Cash Fund Custodians | No substantive changes | 3-16-2018 |
| 8 | 8.25.20 | Student Accounts Receivable Refunds – Direct Deposit | Deleted section – not relevant to BPM | 3-16-2018 |
| 8 | 8.25.25 | Student Accounts Receivable Refunds - Checks | Deleted section – not relevant to BPM | 3-16-2018 |
| 8 | 8.25.30 | Collection Procedures for Delinquent Student Accounts | Deleted section – not relevant to BPM | 3-16-2018 |
| 8 | 8.30 | Sponsored Students/Third Party Billing | Deleted section – not relevant to BPM | 3-16-2018 |
| 4 | 10.15 | Change Orders - Construction Project | Revise requirements for BOR approval on change orders in accordance with HED requirements | 1-30-2018 |
| 7 | 7.05 | Employment Tax Issues | Adding clothing tax definitions and guidance. | 1-16-2018 |
| 5A | 40 | Moving Expenses | Adding language to reflect the IRS change effective 1/1/2018; all moving expense is now taxable. | 1-3-2018 |
| 3 | 3.30.05 | Collections Policy for Grants and Contracts | 30 Days Outstanding - additions and deletions, 30 to 60 Days Outstanding - additions and deletions, 90 Days Outstanding - additions and deletions, 120 Days Outstanding - additions, 180 Days Outstanding - additions, and After 270 Days - additions and deletions; To ensure accurate and complete procedures | 4-10-2017 |
| 3 | All and 3.15.50 | Sponsored Projects Accounting | Due to implementation of the Uniform Guidance on 12/26/14, any reference to OMB A-21, A-110 and A-133 will be replaced with Uniform Guidance 2CFR Chapter 1, Chapter II, Part 200, et al. In addition, summarized the UG reference at the end and also updated 3.15.50 with updated UG for cost transfers. | 1-19-2017 |
| 4 | 4.40.61 | Procurement Card Eligibility | Changed the reference of the combined Procurement Card Application and Procurement Card Maintenance form to Procurement Card Application. | 10-12-2016 |
| 4 | 4.40.60 | Procurement Card | Removed the term ‘policies’ from section Grammar/clarifications |
8-5-2016 |
| 4 | 4.40.61 | Procurement Card Eligibility | Removed the term ‘policies’ from section | 8-5-2016 |
| 4 | 4.40.62 | Cardholder Responsibilities | Removed the term ‘policies’ from section Changed the term delinquency to infraction Grammar/clarifications |
8-5-2016 |
| 4 | 4.40.63 | Approvers’ and Backup Approvers’ Responsibilities | Removed the term ‘policies’ from section Under Approver training – added link to PCard website Grammar/clarifications |
8-5-2016 |
| 4 | 4.40.64 | Compliance | Removed the term ‘policies’ from section Added approval to the infraction list and approver assignment rescinded to the 3rd occurrence infraction Added a statement on infraction notifications Grammar/clarifications |
8-5-2016 |
| 4 | 4.40.645 | PCard Restricted Purchases | Added – Prepayments and deposits to the list Grammar/clarifications |
8-5-2016 |
| 5C | 5C.30.65 | Local Airport Mileage | Added long term parking fees so that BPM reflects current practice | 7-7-2016 |
| 4 | 4.15 | Federal Government Purchases | Updated the effective date of Uniform Guidance for procurement to July 1, 2017; reiterated that prior guidance (OMB Circular A-110) will be followed until that date. | 6-15-2016 |
| 1A | 1A.05 | Agency Indexes | Added clarification Added allowance of reimbursement vouchers on agency funds with split funding Added allowance of cash withdrawals with proper backup |
6-2-2016 |
| 4 | 4.40.75 | Sole Source Procurement | Clarified the requirements for sole source procurements between $20,000 and $60,000 to comply with statutory requirements. | 5-4-2016 |
| 5C | 5C.50 | Heading | Added clarification | 5-1-2016 |
| 5C | 5C.50.05 | Meals and Lodging Per Diem | Changed 15 miles to 50. | 5-1-2016 |
| 5C | 5C.50.10 | Same Day Meal Per Diem | Added first and last day reimbursed at 75% and 9 hours for for reimbursement of meals at 75% | 5-1-2016 |
| 5C | 5C.50.20 | Reimbursement of Actual Meal and Lodging Expenses | Lodging reimbursement limited to the applicable lodging per diem or the official conference or meeting hotel or where the University has a negotiated rate, or with dean, vp or community college president approval. | 5-1-2016 |
| 5C | 5C.50.30 | Meal and Lodging Change of Plans | Added approved by dean, vp or community college president. | 5-1-2016 |
| 5C | 5C.80 | Incidentals | Removed duplicate section. Same as BPM section 5C.90.20. | 5-1-2016 |
| 5C | 5C.80.10 | Personal Expenses | Clarified wording. | 5-1-2016 |
| 5C | 5C.80.15 | Incidentals | Clarified wording and removed $6.00 incidental. | 5-1-2016 |
| 5C | 5C.90 | Travel Expense Report | Added link to web-based form. | 5-1-2016 |
| 5C | 5C.90.05 - 5C.90.25 | Various | Deleted and added to Web Based Travel Expense Report Instructions | 5-1-2016 |
| 5C | 5C.100.05 | Allowable Non-Employee Travel Expense | Clarified wording. | 5-1-2016 |
| 5C | 5C.100.10 | Reimbursement of Non-Employee Travel Expenses | Clarified wording. | 5-1-2016 |
| 5C | 5C.100.20 | Reimbursement of Candidate Recruitment Travel | Added wording on the requirements of the candidate recruitment travel reimbursement form. | 5-1-2016 |
| 5C | 5C.110.05 | Student Team Advance Requirements | Added wording on what is required for team travel advances. | 5-1-2016 |
| 4 | 4.40.61 | Procurement Card Eligibility | Removed specific training course names and replace with a statement directing reader to the PCard Website | 4-8-2016 |
| 4 | 4.40.64 | Compliance | Removed paragraph regarding departmental audits as process is included under compliance reviews | 4-8-2016 |
| 4 | 4.40.645 | PCard Restricted Purchases | Added the words ‘and clothing’ to employee uniforms bullet | 4-8-2016 |
| 5A | 5A.05.10 | Gasoline Credit Card Purchases | Added reference to the Wright Express fuel card. | 3-28-2016 |
| 5A | 5A.10.05 | Meals, Refreshments, and Hospitality Expenses | Added wording to allow the use of the procurement card (PCard) for business meals with on or off campus vendors. | 3-28-2016 |
| 5C | 5C.05 | General Travel Information | Replaced 60 days with 90 days. | 3-28-2016 |
| 5C | 5C.20.05 | Airline Fees | Added wording to capture all other airline fees not listed | 3-28-2016 |
| 5C | 5C.70.10 | Team Travel Advances | Added the team travel authorization requirements removed from Section 5C 110.10, 110.15 and 110.20 | 3-28-2016 |
| 5C | 5C.100.20 | Reimbursement of Candidate Recruitment Travel | Reworded and replaced 60 days with 90 days. | 3-28-2016 |
| 5C | 5C.110.10 | Student Team Travel Authorization Requirements | Deleted section | 3-28-2016 |
| 5C | 5C.110.15 | Student Team Travel Reimbursements Filling Requirements | Deleted section | 3-28-2016 |
| 5C | 5C.110.20 | Student Team Reimbursement Voucher Procedures | Deleted section | 3-28-2016 |
| 4 | 4.40.60 | Procurement Card | Changed Delinquency Notice to read – Infraction: Notice received by a cardholder or approver for failure to adhere to the PCard policies and procedures. (Placed in correct alphabetical order on the terms list). Corrected grammar and add PCard website to ‘Cycle Periods Calendar’ | 3-28-2016 |
| 4 | 4.40.61 | Procurement Card Eligibility | Correction in last paragraph to change Accounts Payable to CPO. Added eligibility requirements for cardholders. Added required training names and update links. Changed departmental to Dean/VP/CC President (or designee). |
3-28-2016 |
| 4 | 4.40.62 | Cardholder Responsibilities | Under taxes – Removal of the word rentals. Added Director to title in first paragraph. |
3-28-2016 |
| 4 | 4.40.63 | Approvers’ and Backup Approvers’ | Added an item before Deadline Transactions which states requirement for training. Added a bullet University unallowable purchases. Updated CPO to Procurement Services. Updated tax bullet. Added approver training requirement and update link. |
3-28-2016 |
| 4 | 4.40.64 | Compliance | Updated titles: Director of Procurement Services & Senior Vice President for Administration and Finance. Updated infractions to current practice (insert table). | 3-28-2016 |
| 4 | 4.40.64.1 | Non-Compliance | Added: 4.40.64.1 Non-Compliance Infraction Dismissal - A non-compliance infraction will remain active for twenty four (24) months and then removed from the individual’s record. | 3-28-2016 |
| 4 | 4.40.64.2 | Department Audits | Added: 4.40.64.1 Non-Compliance Infraction Dismissal - A non-compliance infraction will remain active for twenty four (24) months and then removed from the individual’s record. | 3-28-2016 |
| 4 | 4.40.645 | Unallowable PCard Purchases | Updated title to read: PCard Restricted Purchases Bullet 2 – removed the word “airfare” from the travel restricted items. Bullet 4 – removed (business meals) Bullet 6 – removed (food products) Bullets 3, 10, 12, 15 and 18 updated wording Added a bullet for – Rental and lease agreements Change Personal tangible property bullet to reflect furniture and equipment Last bullet updated wording Added reference to university unallowable purchases BPM section 4.00.45 |
3-28-2016 |
| 1C | 1C.10.25 | Government-Owned Equipment - Reports | Deleted a reference to a DOD report that became obsolete in 2009. Since then DOE report is obsolete as well. | 2-23-2016 |
| 5C | 5C.70.05 | Employee Travel Advance | Reformatted, added non-written rules and clarification on who can receive an advance | 2-5-2016 |
| 5C | 5C.70.10 | Team Travel Advances | Reformatted and added non-written rules | 2-5-2016 |
| 5C | 5C.100.05 | Allowable Non-Employee Travel Expenses | Removed working stating a local travel agency will be provided an index | 2-5-2016 |
| 5A | 5A.50 | Retirement Recognition Guidelines | Added Retirement Recognition Guidelines section | 12-4-2015 |
| 4 | 4.15.15 | Flowdown Clauses | Removed incorrect threshold on Federal Grants | 8-18-2015 |
| 5C | 5C.20 | Air Transportation | Added clarification language to airfare incentives, airfare allowable purchase on PCard and airline fee and upgrade clarification table. | 8-1-2015 |
| 5C | 5C.50.10 | Partial Day Meals Per Diem | Removed account codes, added reference to COGNOS Account Code Listing | 8-1-2015 |
| 5A | 5A.10.05 | Business Meals | Eliminated business meal limits. | 8-1-2015 |
| 5A | 5A.10.05 | Business Meals | Clarification of allowable funding source for excess business meal costs. | 7-1-2015 |
| 4A | 4A.10 | Physical Inventory | Removed language pertaining to procedures at time of change in department head | 6-19-2015 |
| 4A | 4A.10.1 | Inventory Procedures | Removed Central Property internal procedures | 6-19-2015 |
| 4A | 4A.10.2 | Inventory Results | Removed section | 6-19-2015 |
| 4A | 4A.10.3 | Inventory Upon Termination or Completion of a Government Contract | Replaced specific instructions upon termination of government contract and referenced Property Accounting office | 6-19-2015 |
| 4A | 4A.15.4 | Transfer of Equipment | Renamed section to "Transfers of Property" | 6-19-2015 |
| 4A | 4A.15.3 | Lost or Stolen Equipment | Replaced "equipment" with "taggable property" | 6-19-2015 |
| 4A | 4A.20.2 | Used Vehicle Trade-Ins | Removed section | 6-19-2015 |
| 4A | 4A.20.3 | Sales to General Public | Removed Central Property internal procedures | 6-19-2015 |
| 4A | 4A.20.4 | Sensitive Data | Updated outdated procedures | 6-19-2015 |
| 4A | 4A.25.1 | Board of Regents Disposition Approval | removed section | 6-19-2015 |
| 4A | 4A.25.2 | Disposition Notification to State Auditor and HED | removed section | 6-19-2015 |
| 4A | 4A.25.3 | Disposition Public Record | removed section | 6-19-2015 |
| 4A | 4A.25.4 | Disposition Selling | removed section | 6-19-2015 |
| 4A | 4A.25.5 | Disposition Destruction | removed section | 6-19-2015 |
| 4A | 4A.25.6 | Disposition Hazardous Material | removed section | 6-19-2015 |
| 4A | 4A.25.9 | Disposition by Sale | removed section | 6-19-2015 |
| 4A | 4A.35.3 | Non-University Organization or Individual Loan of Equipment | removed section | 6-19-2015 |
| 4A | 4A.40 | Motor Vehicles | removed section | 6-19-2015 |
| 4A | 4A.45 | Personal use of Property | removed section | 6-19-2015 |
| 4 | 4.15 | Federal Government Purchases | Added language to indicate the University intends to comply with OMB circular A-110 for one additional year pending the final procurement standards under Office of Management and Budget 2 CFR Chapter 1-Part 200. | 6-9-2015 |
| 4 | 4.40.25 | Honorariums | Eliminated and references Accounts Payable section for further information. | 6-9-2015 |
| 4 | 4.40.60 | Procurement Card | Added the definition of "Construction materials/services" | 6-9-2015 |
| 4 | 4.40.645 | Unallowable PCard Purchases | Added construction materials/services | 6-9-2015 |
| 4 | 4.40.70 | Reimbursable Purchases | Increased justification required from $100 to $500. Removed the word "memo" | 6-9-2015 |
| 4A | 4A.10.1 | Inventory Procedures | Removed equipment manager and added custodian | 6-9-2015 |
| 3 | 3.15.15 | Expenses for Grants, Contracts and Gift Indexes | Adds a new section at the end of 3.15.15 to discuss the handling of Residual Materials and Supplies exceeding $5,000 on Federal Awards. | 3-4-2015 |
| 5C | 5C.80.15 | Incidentals | Incidental expenses removed from per diem rates and allowed to be requested separately. | 10-1-2014 |
| 5C | 5C.90.20 | Incidentals | Incidental expenses removed from per diem rates and allowed to be requested separately. | 10-1-2014 |
| 5C | 5C | Travel | Travel sections reorganized to 1) address travel procedures which are common to all types of travelers; i.e., types of travelers, locations of travel, international travel, air transportation, ground transportation, meals and lodging, conference expenses, travel advances and miscellaneous items, then 2) address specific travel reimbursement procedures for specific type of traveler: employees, non-employees, and student teams. | 8-12-2014 |
| 5C | 5C | Travel | Travel for periods greater than one year is now subject to review by Treasury Services instead of Director of Procurements Services and Risk Management. Added CONUS definition | 8-12-2014 |
| 5C | 5C.05 | General Travel Information | Increased number of days reimbursements should be submitted to Travel Office Added taxable requirements for travel reimbursements issued greater than sixty (60) days Replaced: "Department Head, Dean, or Director" language throughout chapter to "Dean/Vice President level authority" Removed requirement that all signatures must be original | 8-12-2014 |
| 5C | 5C.05.05 | Types of Travelers Eligible for Travel Reimbursement | Added non-employee and members of Board of Regents of NMSU as types of travelers Eliminated Emeritus, Sabbatical and Adjunct Professors from Employee definition and added Emeritus professors to Non-employee definition | 8-12-2014 |
| 5C | 5C.05.10 | Geographic Travel Categories | Combined "Out of Country" and "International" travel definitions Clarified geographic categories depending on whether travel originated and terminated within the State of NM | 8-12-2014 |
| 5C | 5C.05.25 | International Travel Approval and Coverage | Increased number of days to submit forms for international travel approval | 8-12-2014 |
| 5C | 5C.10.10 | Kidnap and Ransom Coverage | Removed names of specific high risk area locations Corrected office contact for international travel | 8-12-2014 |
| 5C | 5C.20 | Air Transportation | Added procedure for airfare reimbursement prior to dates of travel. Added requirements when airfare is purchased using credit from a prior unused ticket. Added standard baggage fees, early bird and seat upgrade reimbursement requirements | 8-12-2014 |
| 5C | 5C.30.10 | Vehicle Rentals | Added direct billing of vehicle rental unallowed. | 8-12-2014 |
| 5C | 5C.30.15 | Vehicle Rental Fuel | Added fuel purchase requirements for rental vehicles. | 8-12-2014 |
| 5C | 5C.30.20 | Vehicle Rental Class | Added vehicle rental classes allowed. | 8-12-2014 |
| 5C | 5C.30.60 | Allowed Mileage | Expanded resources for mileage calculations | 8-12-2014 |
| 5C | 5C.30.90 | Driving versus Flying | Clarified transportation costs allowed when estimating driving versus flying Clarified documentation required when estimating driving versus flying to include a completed Airfare Equivalency Worksheet | 8-12-2014 |
| 5C | 5C.50.05 | Meals and Lodging Per Diem | Added procedure for non-employees' meals and lodging payment | 8-12-2014 |
| 5C | 5C.50.10 | Partial Day Meal Per Diem | Updated account codes used for one day recruiting travel | 8-12-2014 |
| 5C | 5C.50.30 | Meal and Lodging Changes | Generalized procedures for changes in travel plans | 8-12-2014 |
| 5C | 5C.60.10 | Conference Lodging/Meals | Clarified procedures for deduction to meal per diem reimbursement when meals included in conference or other charges paid by NMSU | 8-12-2014 |
| 5C | 5C.70.05 | Employee Travel Advance | Specified index and account code used for employee travel advances. Added taxable requirements for travel reimbursements issued greater than sixty (60) days. | 8-12-2014 |
| 5C | 5C.70.10 | Team Travel Advances | Clarified how to obtain travel advances from Agency Funds Increased number of days to clear travel advance Added taxable requirements for travel reimbursements issued greater than sixty (60) days | 8-12-2014 |
| 5C | 5C.90 | Employee Travel Reimbursements | Replaced: "All signatures must be original. Facsimile signatures, initials, and signing another employee's name are not acceptable. Employee reimbursements require next level signature approval" with "Next level signature approval on an employee reimbursement is recommended and employees are not allowed to approve their own reimbursements." | 8-12-2014 |
| 5C | 5C.90.05 | Statement of Per Diem | Added procedure for multiple travel destinations Added documentation procedures for driving vs. air transportation, including the requirement to attach a completed Airfare Equivalency Worksheet | 8-12-2014 |
| 5C | 5C.100 | Non-Employee Travel | Added procedures for payment for non-employee travel. | 8-12-2014 |
| 5C | 5C.100.05 | Allowable Non-Employee Travel Expenses | Added new section to cover allowable non-employee travel, the account code to use and how payment may be made. | 8-12-2014 |
| 5C | 5C.100.10 | Reimbursement of Non-Employee Travel Expenses | Added new section to detail requirements to obtain non-employee travel payments | 8-12-2014 |
| 5C | 5C.100.20 | Reimbursement of Candidate Recruitment Travel | Added procedures for non-employee recruitment travel expenses using new Candidate Recruitment Travel Reimbursement form | 8-12-2014 |
| 5C | 5C.110.10 | Student Team Travel Authorization Requirements | Removed requirement to return the original travel authorization to Travel Office if trip is cancelled and specific rate references | 8-12-2014 |
| 5C | 5C.110.15 | Student Team Travel Reimbursements Filing Requirements | Increased number of day to clear travel advances Added taxable requirements for travel reimbursements issued greater than sixty (60) days. Removed approval requirement for individual team member reimbursement. | 8-12-2014 |
| 5C | 5C.110.20 | Student Team Reimbursement Voucher Procedures | Updated sources to obtain mileage figures Increased the number of days to clear travel advances Added taxable requirements for travel reimbursements issued greater than sixty (60) days. | 8-12-2014 |
| 4 | 4.00.20 | Insurance Administration | Corrected insurance type names and removed types of insurance which are no longer administered through Purchasing | 6-23-2014 |
| 4 | 4.00.35 | Purchase Cycle | Updated the Purchase Order cycle | 6-23-2014 |
| 4 | 4.00.45 | Unallowable and Restricted Purchases | Updated list of unallowable and restricted purchases Moved Pcard restrictions to Pcard section 4.40.60 | 6-23-2014 |
| 4 | 4.05 | Bid Policies | Renamed section to "Bid Purchase" Clarified award determination criteria and bid opening procedures | 6-23-2014 |
| 4 | 4.05.10 | Resident Suppliers | Removed informal solicitations which are not applicable, Added New Mexico Veteran supplier to in-state preference, Removed criteria for selection of resident suppliers | 6-23-2014 |
| 4 | 4.05.15 | Sealed Proposals | Renamed section "Request for Proposals", Updated terminology, Removed 1) requirement to include all contractual terms and conditions applicable to the procurement in the request for proposal, , 3) prospective offeror's responsibilities, Removed internal procedures ", 2) allowability of revisions permitted after submission of proposals and prior to award | 6-23-2014 |
| 4 | 4.05.18 | Electronic Bidding | Added new section for on-line bidding system | 6-23-2014 |
| 4 | 4.15.10 | Equipment Screening | Removed section and referenced BPM Property Accounting section 1C.10.05 | 6-23-2014 |
| 4 | 4.15.30 | Price or Cost Analysis | Added single source procurements to procedure and removed internal procedures | 6-23-2014 |
| 4 | 4.20.05 | Professional Services Justification | Removed justification requirements for federal agency funding sources | 6-23-2014 |
| 4 | 4.30.05 | Direct Pay Request Purchases | Removed section and referenced BPM Accounts Payable section 5A.05 | 6-23-2014 |
| 4 | 4.30.15 | Furniture and Equipment Purchases of $1,000 or More | Corrected verbiage to "property of $1,000 or more" | 6-23-2014 |
| 4 | 4.30.20 | Petty Cash Purchases for Less than $50 | Corrected verbiage to "petty cash purchases not exceeding $50" | 6-23-2014 |
| 4 | 4.35.10 | Correspondence Regarding Purchase Orders | Removed verbiage concerning correspondence and communication with vendors | 6-23-2014 |
| 4 | 4.35.15 | Inspection of Items Received by Department | Corrected terminology and deleted return requirements | 6-23-2014 |
| 4 | 4.40.15 | Contractual Agreements | Clarified terminology and removed verbiage concerning lease agreements using state-appropriated funds | 6-23-2014 |
| 4 | 4.40.20 | Emergency Purchases | Removed reference to heavy road equipment. Clarified when an emergency procurement is permissible and current procurement and notification practices | 6-23-2014 |
| 4 | 4.40.45 | Non-Employee Travel Direct Bill Expenses | Renamed section to Non-Employee Lodging Expenses | 6-23-2014 |
| 4 | 4.40.50 | Prepayments | Generalized vendor-required prepayments and Board of Regents approval | 6-23-2014 |
| 4 | 4.40.61 | Procurement Card Eligibility | Removed various level approvals and added training verification | 6-23-2014 |
| 4 | 4.40.70 | Reimbursable Purchases | Clarified justification memo approval level | 6-23-2014 |
| 4 | 4.40.78 | Single Source Procurement | Added new section to reflect single source procurement procedures | 6-23-2014 |
| 4 | 4.40.80 | Trade or Exchange | Removed Risk Management from departments to report deletions of taggable personal property. | 6-23-2014 |
| 4 | 4.40.85 | Unauthorized Purchases | Clarified justification memo approval level | 6-23-2014 |
| 4 | 4.45 | Vehicles | Deleted procedures now handled by Transportation and Services | 6-23-2014 |
| 4 | 4.45.05 | Vehicle Accidents | Removed Purchasing internal procedures | 6-23-2014 |
| 4 | 4.45.10 | Vehicle Color | Deleted procedures now handled by Transportation and Services | 6-23-2014 |
| 4 | 4.45.25 | Vehicle Logos and Identification | Deleted procedures now handled by Transportation and Services | 6-23-2014 |
| 4 | 4.45.35 | Materials Warehouse | Renamed "Materials Management" and removed internal procedures | 6-23-2014 |
| 4 | 4.45.35.1 | Distribution of Materials and Equipment | removed section | 6-23-2014 |
| 4 | 4.45.35.2 | Ordering of Materials and Equipment | removed section | 6-23-2014 |
| 4 | 4.45.35.3 | Inventory of Stock | removed section | 6-23-2014 |
| 4 | 4.45.35.3.1 | Annual Inventory | removed section | 6-23-2014 |
| 4 | 4.45.35.3.2 | Monthly Inventory | removed section | 6-23-2014 |
| 4 | 4.45.35.3.3 | Periodic Inventory | removed section | 6-23-2014 |
| 4 | 4.45.35.3.4 | Receiving Inventory Shipments | removed section | 6-23-2014 |
| 4 | 4.45.35.3.5 | Inventory Quantities | removed section | 6-23-2014 |
| 5A | 5A.00 | Issuance of Payments | Retitled from Check Writing Policy to Issuance of Payments. Updated list of checks exempt from procedures and direct deposit option for vendors and students per current practice | 5-30-2014 |
| 5A | 5A.05 | Direct Pay Request | Updated list of purchases/services that may be paid by Direct Pay form per current practice | 5-30-2014 |
| 5A | 5A.05.10 | Gasoline Credit Card Purchases | Updated for receipt requirement per current practice | 5-30-2014 |
| 5A | 5A.05.20 | Stipends, Trainee Allowances, and Participant Payments | Added Participant Payment requirements per current practice. Payments to employee is clarified to be processed on One-Time Payment Request as per practice. | 5-30-2014 |
| 5A | 5A.10 | Employee Spouse Reimbursement of Personal Expenses (Non-Travel) | Title change to reflect content of section. | 5-30-2014 |
| 5A | 5A.10.10 | Catered Meals | Added procedures for direct billing of restaurant business meals per current practice | 5-30-2014 |
| 5A | 5A.10.15 | Employee Reimbursement for Purchases of Goods | Removed section covered in Purchasing and Materials Management procedures | 5-30-2014 |
| 5A | 5A.15.15 | Non-allowable Purchases | Removed section covered in Purchasing and Materials Management procedures | 5-30-2014 |
| 5A | 5A.15.18 | Procurement Cards | Removed section covered in Purchasing and Materials Management procedures | 5-30-2014 |
| 5A | 5A.20 | Purchase Order Disbursements | Added procedure when ordering department receives an invoice per current practice | 5-30-2014 |
| 5A | 5A.20.05 | Purchase Order Types | Corrected usage of terms Purchase Order and Purchase Requisitions | 5-30-2014 |
| 5A | 5A.20.10 | Purchase Order Tolerance Rules | Added procedure if an invoice is over a Purchase Order amount per current practice | 5-30-2014 |
| 5A | 5A.25 | Interdepartmental Charges | Removed as procedures are part of Accounting and Financial Reporting procedures | 5-30-2014 |
| 5A | 5A.30 | Non-employee Travel | Removed as procedures covered in Travel chapter | 5-30-2014 |
| 5A | 5A.30 | Gift Cards and Gift Certificates | Added procedures for purchase and use of gift cards and gift certificates per current practice | 5-30-2014 |
| 5A | 5A.30.05 | Direct Bill of Non-employee Travel Expenses | Removed as procedures covered in Travel chapter | 5-30-2014 |
| 5A | 5A.30.10 | Reimbursement of Non-employee Travel Expenses | Removed as procedures covered in Travel chapter | 5-30-2014 |
| 5A | 5A.40 | Moving Expenses | Added the three requirements needed to satisfy the definition of moving expenses and suggested hiring department responsibilities per current practice | 5-30-2014 |
| 5B | 5B.05 | Fringe rates | Updated employee types to include Term employees | 4-3-2014 |
| 5B | 5B.10 | Employee Management Systems | Retitled from NMSU Hiring System to Employee Management System and took out reference to system security and training | 4-3-2014 |
| 5B | 5B.10.05 | Processing for Student Employees | Removed section as processing for employee types are included in HR procedures | 4-3-2014 |
| 5B | 5B.13 | Payroll Deadlines | Added section to provide guidance on deadlines | 4-3-2014 |
| 5B | 5B.15 | Forms - Payroll Actions | Updated content to provide link to forms | 4-3-2014 |
| 5B | 5B.20.03 | Changing Employee Information | Added SSN, Name and Address change information | 4-3-2014 |
| 5B | 5B.20.10 | Direct Bank Deposit | Updated for myNMSU (Self-service) procedure | 4-3-2014 |
| 5B | 5B.20.20 | Lost Payroll Checks | Changed processing time from 5-7 days to standard practice of 10 days | 4-3-2014 |
| 5B | 5B.20.45 | Separated Employees | Added Department Responsibilities | 4-3-2014 |
| 5B | 5B.20.50 | Employee Overpayments | Added process for employee overpayment | 4-3-2014 |
| 8 | 8.05.15 | Deposit Credit Card Deposits | Added American Express credit card to the list of credit cards accepted | 4-3-2014 |
| 8 | 8.15.10 | Departmental Accounts Receivable Payments Received | Instructs department how to handle departmental accounts receivable payments received directly in their area after and accounts receivable has been established by University Accounts Receivable | 4-3-2014 |
| 8 | 8.15.15 | Department Accounts Receivable Reporting | Generalizes the accounts receivable reporting procedure to deal with variances in collection actions taken | 4-3-2014 |
| 8 | 8.20.05 | Approval to Collect and/or Handle Cash | Procedure created to address cash handling requirements to bring in line with Cash Handling Safeguard Guide | 4-3-2014 |
| 8 | 8.25.05 | Student Account Billing/Invoicing | Procedure created to address student billing | 4-3-2014 |
| 8 | 8.25.10 | Incidental Charge Requests | Procedure added to address requirements for departments wishing to charge a student account for goods or services | 4-3-2014 |
| 8 | 8.25.15 | Student Accounts Receivable - Returned Items | Eliminated dollar amounts in procedure | 4-3-2014 |
| 8 | 8.25.20 | Student Accounts Receivable Refunds - Direct Deposit | Procedure created to address accounts receivable direct deposit refunds | 4-3-2014 |
| 8 | 8.25.25 | Student Accounts Receivable Refunds - Checks | Procedure created to address accounts receivable check refunds | 4-3-2014 |
| 8 | 8.25.30 | Collection Procedures for Delinquent Student Accounts Receivable | Generalized procedures due to variances in collection actions taken on student accounts receivables | 4-3-2014 |