Forms

For HR forms, see HR Forms

List of forms, department, and description
Form Name	Department	Description
Check Release	Accounts Payable	To authorize release of check to departmental personnel.
Agency Payment Withdrawal Request	Accounts Payable
Airfare Equivalency Worksheet	Accounts Payable	To be used when an employee elects to drive versus flying.
Candidate Recruitment or Non-Employee Travel Worksheet	Accounts Payable	To be used only for reimbursement of travel expenses for candidate recruitment or non-employee travel.
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.
Relocation Expenses Worksheet	Accounts Payable	To process reimbursement of employee relocation expenses.
Student Group Travel Authorization and Advance Request	Accounts Payable	To 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.
Payment Request	Accounts Payable	To request and process payments for non-vendors.
Travel Expense Report Instructions	Accounts Payable	Instructions for the Travel Expense Report.
Travel Expense Report	Accounts Payable	Used to process reimbursement payments to employees related to travel for one continuous trip.
Mobile Device Employee Allowance	Administration and Finance	To request an employee mobile device allowance.
Gift Payroll Deduction Authorization	Advancement Services Office	Gift payroll deduction
New Official Organization Request or Hierarchy change	Aggie Service Center	To request a New Official Organization or an Organization Hierarchy change, submit a ticket to ASD. Select template "Official Org Department Request".
AggieMart Access - DEPARTMENTAL	Aggie Service Center
AggieMart Role Selection - CENTRAL	Aggie Service Center	To request appropriate security roles for AggieMart users in Administration and Finance offices
Signature Authority Access	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 Claim: NMSU Automobile 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 Property Damage or 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.
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.
Contractor Building Access	Facilities and Services	Contractor request 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.
Door Key Request	Facilities and Services	To request keys for access to NMSU property
Budget Entries Form B4D (Electronic Processing Only)	Financial Information Processing	To process budget transactions. The completed form should be emailed to fip@nmsu.edu. Once FIP uploads the form to Banner, the JV will route through the electronic approval queues.
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. The following workbook can be submitted along with the New Fund Request form when requesting 5 or more unrestricted funds that are similar in type or from the same funding source, Multiple Funds Request .
New Index	Financial Information Processing	To request a new index/FOAPAL Accounting String.
Official Organization Department Maintenance Form	Financial Information Processing	To request changes on official organizations (departments): Such as Title Changes, Phonebook Changes and Terming.
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 establish original budget and budget revisions. Refer to form for routing instructions. Contact fip@nmsu.edu with questions.
Cash Entry Voucher (Electronic Processing Only)	Financial Information Processing	To record cash receipts, cash disbursements and commitments. Refer to form for routing instructions. Contact fip@nmsu.edu with questions.
Interdepartmental Transactions IDV (Electronic Processing Only)	Financial Information Processing	To process and record internal sales to department. Contact fip@nmsu.edu with questions.
Journal Voucher JE16 (Electronic Processing Only)	Financial Information Processing	To process transactions containing Agency and/or endowment funds. Or to process transactions for Postage and Services. Refer to form for routing instructions. Contact fip@nmsu.edu with questions.
Journal Voucher JED (Electronic Processing Only)	Financial Information Processing	To process transactions on the Banner FOAPAL Index and account, transfer revenue or non-payroll expenses from one index and/or account code to another, or to correct errors. The completed form should be emailed to fip@nmsu.edu . Once FIP uploads the form to Banner, the JV will route through the electronic approval queues.
Finance Documentation	Financial Information Processing	To request documentation to determine if charges that have been applied to a certain account are appropriate. If documentation is not uploaded to BDMS, send an email to fip@nmsu.edu to request documentation. Provide the document number(s) in the email.
AiM Role Selection	FSA	To request appropriate security roles for AiM users within specific AiM environments.
Account Privilege Management	IT	To request NMSU Central account management privileges. Prerequisite: Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu.
Banner Finance Approval Queue	IT	To request a new or make a change to an existing Banner Finance Approval Queue. Prerequisite: Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu.
Banner Security Class Selection	IT	Supplement to the request for computers systems access form. (CORE users) Prerequisite: Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu.
CAF Routing Request	IT	To request CAF routing
Central Office Queue Selection - CENTRAL	IT	Central Office Queue Selection - CENTRAL
Central Office Queue Selection - DEPARTMENTAL	IT	Central Office Queue Selection - DEPARTMENTAL
NMSU Analytics Portal Access	IT	To request access to NMSU Analytics Reporting Portal. Prerequisite: Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu.
Procurement of Information Technology (Pre-Approval Request)	IT	This form is required prior to the acquisition by purchase of any information technology.
Mobile Device Service University Owned Device	IT	To request use of a university owned mobile communication device.
NMSU Analytics Dashboards	IT	To request access to NMSU Analytics Dashboards. Prerequisite: Prior approval to view General Student Reports (STU_Consumer in the SSAR System ), and completion of the Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu.
NMSU Analytics Metric for Productivity and Outcomes	IT	To request access to NMSU Analytics Metric for Productivity and Outcomes. Prerequisite: Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu.
Electronic Personnel Security	IT	To request or cancel user security authority to process actions in Talent Acquisition System (TAS)/EPAF Prerequisite: Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu.
Banner ODBC Role Access	IT	You must be on campus or connected to the VPN in order to complete the form. To request Banner ODBC query access. You must have a Secure Access / Security-Exception Request form on file for this access to be granted. Prerequisite: Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu.
Computer Systems Access	IT	To request or change access to various systems. (EHire, Banner HR, Banner Finance, SAR, AiM) Prerequisite: Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu.
Electronic Personnel Security-Central Access	IT	To request or cancel user security authority to process actions in Talent Acquisition System (TAS). (Central Use Only) Prerequisite: Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu .
Time Sheet Org Change	IT	To request changes to Timesheet Org approvers and to temporarily assign a 'Reports To' position number in place of a vacant positions Prerequisite: Computer & Data Security Online Training The online training can be found by logging on to trainingcentral.nmsu.edu.
HR BDMS Security Access Request	IT - Data Center & Access Control	To be used to request access to an HR-related BDMS application.
Aggie Cash Payroll Deduction Authorization	ID Services	Approval for payroll deduction.
Faculty Deferred Pay Authorization	Payroll Services	To be used by regular full-time faculty hired on an academic basis to elect a twelve month pay option or revoke the deferred pay option for the upcoming academic year.
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.
Leave Report Adjustment Form - Must be submitted through aschelp.nmsu.edu	Payroll Services	For exempt employees to correct errors on submitted leave. Must be submitted through https://aschelp.nmsu.edu/
One Time Payment Request	Payroll Services	For departments to request one-time non-work payments to employees.
Timesheet Nonexempt Regular - Must be submitted through aschelp.nmsu.edu	Payroll Services	For nonexempt employees to correct time submitted or submit time if no electronic timesheet is available. Must be submitted through https://aschelp.nmsu.edu/ It's highly recommended to use Adobe Acrobat Reader DC to fully perform the calculations. You will need to download the Timesheet and use Adobe Acrobat Read or Adobe Acrobat DC to fully perform the calculations. Instructions to download from various browsers can be found here
Timesheet Temporary & Student - Must be submitted through aschelp.nmsu.edu	Payroll Services	For temporary and student employees to correct time submitted or submit time if no electronic timesheet is available. Must be submitted through https://aschelp.nmsu.edu/ It's highly recommended to use Adobe Acrobat Reader DC to fully perform the calculations. You will need to download the Timesheet and use Adobe Acrobat Read or Adobe Acrobat DC to fully perform the calculations. Instructions to download from various browsers can be found here
Direct Deposit	Payroll Services	For employees to electronically establish/change/cancel direct deposit information through myNMSU.edu. Click the Employee tab then locate the Direct Deposit link.
Form W-2, Request for reissue	Payroll Services	For employees to request additional copies of their W-2
Form W-4	Payroll Services	Federal tax withholding changes are made electronically via my.nmsu.edu, or by submitting this IRS Form W-4. NM Additional Tax Withholding changes are made electronically via my.nmsu.edu.
PCard Missing Receipt	Pcard Administration	To be completed when a receipt is missing and the vendor can not supply an original.
Procurement Card Application	Pcard Administration	To apply to become a new cardholder & assignment of reconciler and approvers. Updated 10/2023.
Procurement Card Maintenance	Pcard Administration	To update or cancel an existing PCard cardholder profile. Updated 10/2023.
Procurement Card Delegate/Approver	Pcard Administration	To modify existing reconciler, approver or backup approver setups. Updated 10/2023.
Stock Part Creation or Deletion	Procurement Services	Request for stock part creation/ deletion
Professional Service Contract	Procurement Services	Contract required for services over $3000
Emergency Procurement Determination Request	Procurement Services	To request emergency procurement approval from Procurement Services by a department for purchases over $20,000.
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	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.
Procurement Sourcing (Bid/Request for Proposal)	Procurement Services
Sole Source Justification	Procurement Services	To request sole source approval from purchasing, by a department for PO's over $20,000.00.
Student Trip Insurance	Procurement Services	To apply for Group Activity Insurance-students and non-employees for officially sanctioned activities.
Professional Service Contract Amendment	Procurement Services
Banner Purchase Order Funding Change Request	Procurement Services	To change account number or object code on a purchase order.
Authorize to Own and Operation Unoccupied Aircraft Systems (UAS)	Procurement Services	To authorize the purchase of an UAS (drone) prior to operation by NMSU personnel.
Equipment Loan	Property	Approval for Home/Off-Campus use of University equipment for the purpose of conducting university business.
Inventory Scan Exception	Property	To be used ONLY for inventory items that cannot be scanned.
Central Property Tagging Worksheet	Property
Inventory Change Request	Property	This form is used for submitting surplus property to Central Property warehouse. Surplus property is defined as items that are worn out, unusable, or obsolete to the extent that the item is no longer economical or safe for continued use. In addition, use the ICR to report stolen, cannibalized, destroyed, missing, and found items.
Permission to Sell	Property	This form is used when requesting funds be returned to the department when submitting property to surplus. No ICR is required.
Property Transfer	Property	This form is used for the internal transfer of property between university departments.
Transfer of Custody - For Property Donations	Property	This form is for documenting the Donation of property from NMSU to an external entity. Must follow NMSA 13-6-2. An ICR must be approved prior to completion of this form and the actual transfer of property to be donated.
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.
Transfer of Custody	Records Management and Retention	Used for the transmittal of documents from one NMSU department to another NMSU department
RMR Responsibilities for Use	Records Management and Retention	To be signed after completing the FSA-RMR Information and Bridge Session to BDMS and PCard Receipts Destruction training in order to obtain BDMS access or a PCard.
Correction Request	Records Management and Retention	To request document correction, deletion, change, etc. in BDMS.
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.
CAS Justification	Sponsored Projects Accounting	Used to provide justification for indirect costs allowed on the award by the agency.
Estimated Expenses	Sponsored Projects Accounting	Form should be used by Colleges/Departments for agency requests of estimated expenses on sponsored awards.
Budgeting Restrictions Template	Sponsored Projects Accounting	Required for awards with small budget pools and budgeting restrictions that require mapping to NMSU budget pools.
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
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.
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	University Accounts Receivable	Request change fund or petty cash fund.
Deposit Slip	University Accounts Receivable	Used to deposit funds.
Inventory and Sales Control	University Accounts Receivable	Used to balance inventory fund.
Mail Receipt Log	University Accounts Receivable	To track income received by mail.
Receipt Log	University Accounts Receivable	To track income on smaller dollar transactions.
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.
Cash Fund Person Change	University Accounts Receivable	To change responsible person on any cash fund.
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.
Detail Code	University Accounts Receivable	To create new detail code or to change an existing detail code.
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.
ROTC Tuition Reimbursement Authorization	University Accounts Receivable	To request reimbursement for tuition and required fees by Air Force/ Army ROTC affiliated personnel.