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. | 05/8/2017 | 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 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 | 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 |
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 |
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 |
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) |
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
|
Completed W-9 form for TCNJ to be submitted to vendors upon their request. | 06/13/2018 | |
| Staples – Business Supplies Advantage
|
Used to request Staples- Business Supplies Advantage Account. | 7/8/2016 | Admin Serv Bldg, Rm 201 |
| Surplus Furniture and Equipment Disposal form
|
Used to notify initiate process surplus equipment disposal. | 12/21/2017 | 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 | 5/22/2017 | 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 |