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Forms

Accounts Payable Forms

Form	Purpose	Updated	Submit To
Check Request 2017	Used for approving payment to vendors for goods and/or services that have been received.	05/8/17	Admin Serv Bldg, Rm 201
Direct Deposit Form	Use these forms to have AP reimbursement directly deposited with your banking institution.	08/26/16	Admin Serv Bldg, Rm 201
Independent Contractor Request Form	Use this to determine if an individual is an Independent Contractor. See Payments to Individuals under Accounts Payable Operating Procedures.	12/18/14	Human Resources Admin Serv Bldg, Rm 101
Short Form (Updated threshold $2,500)	Use this form to determine if an individual can be paid as either a guest speaker, guest lecturer, guest performer, or guest artist.	10/24/19	Human Resources Admin Serv Bldg, Rm 101
W-9 Form	Internal Revenue Service Request for Tax Payer Identification Number and Certification. This form must be completed by new vendors before payment requests are processed by the Accounts Payable department.	09/13/19	Admin Serv Bldg, Rm 201
Speaker/Honorarium Form	Use this form as an invoice for Speakers & Honorariums.	03/15	Admin Serv Bldg, Rm 201

Budget Forms

Form	Purpose	Updated	Submit To
Reallocation Request	Requests the movement of budgeted funds. See instructions.	03/29/19	budfin@tcnj.edu Appropriate authorized signatory.
Budget Supplemental Request	Requests additional budgeted funds.	03/15	budfin@tcnj.edu Appropriate authorized signatory.

Data Control and Financial Reporting

Form	Purpose	Updated	Submit To
BB Reports Security Access	Provides campus community with access to BB Reports.	10/03/17	budfin@tcnj.edu Appropriate authorized signatory.
MAPS Security Access	Provides campus community with access to MAPS.	09/19/17	budfin@tcnj.edu Appropriate authorized signatory.
Chartfield Request Form	Used to create a Peoplesoft chartfield value, or to add or change a Deptid, Program or Project/Grant.	09/04/15	budfin@tcnj.edu Appropriate authorized signatory.
Salary Account Distribution Change Request	Use this form to change the chart-fields to which a employee’s salary is charged	3/13/14	Appropriate authorized signatory.(See form)

General Accounting Forms

Form	Purpose	Updated	Submit To
Journal Entry Form	Used to post financial transactions to the general ledger. See guidance and flowchart when a journal entry is needed here.	11/30/16	budfin@tcnj.edu Appropriate authorized signatory
TCNJ Invoice	Used this form when college is requesting payment from external vendors.	03/02/06	External vendors

Purchasing Forms

Form	Purpose	Updated	Submit To
TCNJ Business Registration Certificate	Used to verify the College’s business registration with the Department of Revenue.	12/08/04	Requesting Vendor
Request for Quote Form	Used to request the Purchasing Department to conduct competitive bidding for goods or services.	03/15	Admin Serv Bldg, Rm 201
Written Quotation Summary Form	Used to summarize the competitive bids that were completed by departments. This summary is then used in conjunction with the Check Request Form for payment processing. Written quotations must be attached to the summary form.	03/15/06	Admin Serv Bldg, Rm 201
Sole Source Waiver	Used by campus community to justify purchases that cannot be competitively bid.	01/22/04	Admin Serv Bldg, Rm 201
Contract Routing Form	Used for Contract Routing Review and Approval.	10/31/18	Admin Serv Bldg, Rm 201
Professional Services Contract	Used to establish contractual agreements for professional consulting services.	03/23/16	Admin Serv Bldg, Rm 201
Vendor Qualification Sheet	Vendors are requested to submit evidence of qualifications to meet all requirements as required by the Office of Finance and Business Services at The College of New Jersey.	7/19/16	Admin Serv Bldg, Rm 201
ST-5 Exempt Use Cert (Sales Tax)	Completed NJ Tax Exempt form to be submitted to vendors when purchasing goods or services in New Jersey.	06/29/16
The College of New Jersey’s W-9 Form	Completed W-9 form for TCNJ to be submitted to vendors upon their request.	09/13/19
Staples – Business Supplies Advantage	Used to request Staples- Business Supplies Advantage Account.	7/8/16	Admin Serv Bldg, Rm 201
Surplus Furniture and Equipment Disposal form	Used to notify initiate process surplus equipment disposal.	12/21/17	Purchasing Office

Travel Forms

Form	Purpose	Updated	Submit To
Student Travel Request	Authorizes travel requests for students.	09/29/06	Admin Serv Bldg, Rm 201

Grants Post Awards Forms

*Please submit Post-Award Grant Forms to: pagrants@tcnj.edu

Please see the information in the sections above in regards to forms for:

Check Request
Short Form
W-9
Independent Contractor Request Form
Speaker & Honorarium Form
Reallocation Form
Journal Entry Form
Contract Routing Form

Form	Purpose	Updated	Submit To
Authorization for Employment Form	Hiring of 12 Month Grant Employees	5/22/17	Admin Serv Bldg, Rm 201
10 Month Authorization for Employment Form	Hiring of 10 Month Grant Employees	9/23/16	Admin Serv Bldg, Rm 201
2016 Supplemental Payroll Form	Use to provide payments to Faculty/Staff for services performed above and beyond their college funded positions (Hours must be performed outside of college salaried hours)	01/13/16	Admin Serv Bldg, Rm 201

Grant Position Request Form	Use for new Grant hires	10/02/15	Admin Serv Bldg, Rm 201
GSAL Form A	Use to apply payment towards student(s) Tuition, Housing or Meal expense. Form Instructions	10/6/17	Admin Serv Bldg, Rm 201
GSAL Form B	Use to provide the student with a STIPEND payment for services or towards off campus housing and/or meal allotment. Form Instructions	10/6/2017	Admin Serv Bldg, Rm 201
Grant Expenditure Documented Business Purpose		9/12/2019

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