The College of New Jersey

Apply     Visit     Give     |     Alumni     Parents     Offices     TCNJ Today     

Forms

Accounts Payable Forms

Form Purpose Updated Submit To
Check Request 2017

excel

Used for approving payment to vendors for goods and/or services that have been received. 05/8/2017 Admin Serv Bldg, Rm 201
Direct Deposit Form Use these forms to have AP reimbursement directly deposited with your banking institution. 08/26/2016 Admin Serv Bldg, Rm 201
Independent Contractor Request Formpdf
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 Use this form to determine if an individual can be paid as either a guest speaker, guest lecturer, guest performer, or guest artist. 12/18/14 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. 06/13/2018 Admin Serv Bldg, Rm 201
Speaker/Honorarium Form Use this form as an invoice for Speakers & Honorariums. 03/2015 Admin Serv Bldg, Rm 201

Budget Forms

Form Purpose Updated Submit To
Reallocation Request  Requests the movement of budgeted funds. See
instructions
.
11/30/2016 budfin@tcnj.edu
Appropriate authorized signatory.
Budget Supplemental Request   Requests additional budgeted funds. 03/2015 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 pdf 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. 11/30/2016 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 pdf Used to request the Purchasing Department to conduct competitive
bidding for goods or services.
03/2015 Admin Serv Bldg, Rm 201
Written Quotation Summary Form pdf 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. 09/30/16 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. 7/19/2016 Admin Serv Bldg, Rm 201
ST-5 Exempt Use Cert (Sales Tax) pdf Completed NJ Tax Exempt form to be submitted to vendors when purchasing goods or services in New Jersey. 06/29/2016
The College of New Jersey’s W-9 Form

pdf

Completed W-9 form for TCNJ to be submitted to vendors upon their request. 06/13/2018
Staples – Business Supplies Advantage

pdf

Used to request Staples- Business Supplies Advantage Account. 7/8/2016 Admin Serv Bldg, Rm 201
Surplus Furniture and Equipment Disposal form

pdf

 Used to notify initiate process surplus equipment disposal.  12/21/2017  Purchasing Office

Travel Forms

Form Purpose Updated Submit To
Student Travel Request
pdf
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 5/22/2017 Admin Serv Bldg, Rm 201
10 Month Authorization for Employment Form Hiring of 10 Month Grant Employees 9/23/2016 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) 01/13/2016 Admin Serv Bldg, Rm 201
 Grant Position Request Form  Use for new Grant hires 10/02/2015 Admin Serv Bldg, Rm 201
GSAL Form A  Use to apply payment towards student(s) Tuition, Housing or Meal expense. Form Instructions 10/6/2017 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
Top