The College of New Jersey

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Forms

Accounts Payable Forms

Form Purpose Updated Submit To
TCNJ Cloud Check Requestpdf Use for Non-Travel Personal Reimbursement, Student Travel Reimbursement, Outside Traveler Reimbursement 2/27/2020 apinvoice@tcnj.edu
Foundation Check Requestpdf 2/27/2020 apinvoice@tcnj.edu
TSCC Check Requestpdf 2/27/2020 apinvoice@tcnj.edu
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 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 (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
Blank 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
ePBCS coming soon

Data Control and Financial Reporting

Form Purpose Updated Submit To
COA Request Form

COA Request Form (Fillable PDF)

Used to create a Cloud COA values 3/2/2020 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
COA Correction Form pdf Used to correct COA values on expenses. Not to be used to reclassify Travel or P-Card Expenses. 1/1/2020 budfin@tcnj.edu
Appropriate authorized signatory
TCNJ Invoice Used this form when college is requesting payment from external
vendors.
03/02/06 External vendors
Prepaid Template Use this form to calculate prepaid expenses when entering a requisition. 05/01/2020 Attach completed form to Requisition

Purchasing Forms

Form Purpose Updated Submit To
Cloud Invoice  Use when vendor does not provide an official invoice 1/1/2020 apinvoice@tcnj.edu
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.
03/15 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. 1/28/2020 Admin Serv Bldg, Rm 201
Professional Services Contract Used to establish contractual agreements for professional consulting
services.
05/13/2020 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) pdf 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

pdf

Completed W-9 form for TCNJ to be submitted to vendors upon their request. 09/13/19
Surplus Furniture and Equipment Disposal form

pdf

Used to notify initiate process surplus equipment disposal. 12/21/17 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:

  • Short Form
  • W-9
  • Independent Contractor Request Form
  • Speaker & Honorarium Form
  • Reallocation Form
  • Contract Routing Form
Form Purpose Updated Submit To
Authorization for Employment Form  Hiring of 12 Month Grant Employees 1/27/20 Admin Serv Bldg, Rm 201
10 Month Authorization for Employment Form Hiring of 10 Month Grant Employees 1/27/20 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 1/20/2020 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

Must complete a TCNJ Cloud Check Request Form per student listed on GSAL Form B.

1/20/2020 Admin Serv Bldg, Rm 201
Grant Expenditure Documented Business Purpose 9/12/2019
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