Accounts Payable Forms
| Form | Purpose | Updated | Submit To |
|---|---|---|---|
TCNJ Cloud Check Request |
Use for Non-Travel Personal Reimbursement, Student Travel Reimbursement, Outside Traveler Reimbursement | 2/27/2020 | apinvoice@tcnj.edu |
| Foundation Check Request |
2/27/2020 | apinvoice@tcnj.edu | |
| TSCC Check Request |
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 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 an independent contractor (including guest speaker/lecturer/performer/artist/service professional). | 06/17/2020 | 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 
|
Used to create a Cloud COA values | 3/2/2020 | 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 |
|---|---|---|---|
| COA Correction Form |
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 |
Used to request the Purchasing Department to conduct competitive bidding for goods or services. |
08/2020 | 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 & Checklist | Used for Contract Routing Review and Approval & Checklist provides guidance on the process. | 9/22/2020 | 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) |
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 | |
| 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:
- 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 | ||