Forms

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 Cloud Check Request	Cloud payment request form	2/27/2020	apinvoice@tcnj.edu
TSCC Cloud Check Request	Cloud payment request form	2/27/2020	apinvoice@tcnj.edu
Direct Deposit Form	Provide vendor this forms to have AP reimbursement directly deposited to their bank via ACH.	9/11/2024	Admin Serv Bldg, Rm 201
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.	11/08/2022	Admin Serv Bldg, Rm 201
Cloud Invoice	Use when vendor does not provide an official invoice	2/1/2021	apinvoice@tcnj.edu
TCNJ NJ Sales Tax Exempt Status	TCNJ NJ Sales and Use Taxes Exempt Letter	8/18/2023
TCNJ W-9 Form	Completed W-9 form for TCNJ to be submitted to vendors upon their request.	7/26/2023
Void Check Form	Use this form to request that a check be voided	2/27/2020	budfin@tcnj.edu

 

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	8/30/2022	budfin@tcnj.edu Appropriate authorized signatory.
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	Use this form to change the chart-fields to which a employee’s salary is charged	3/13/2014	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	Use this form when college is requesting payment from external vendors.	3/2/2006	External vendors
Prepaid Template-FY24	Use this form to calculate prepaid expenses when entering a requisition if prepaid is over $2,500.	1/11/2024	Attach completed form to Requisition
Get-It Card Request Form	Use this form to request new Get-it Cards or request additional funds on an existing card.	8/18/2022	budfin@tcnj.edu Appropriate authorized signatory

 

Purchasing Forms

Form	Purpose	Updated	Submit to
TCNJ Business Registration Certificate	Used to verify the College’s business registration with the Department of Revenue.	12/8/2004	Requesting Vendor
Bid Request Form	Used to request the Purchasing Department to conduct competitive bidding for goods or services.	1/21/2024	Admin Serv Bldg, Rm 201
Written Quotation Summary Form	Used to summarize the competitive bids that were completed by departments for all purchases up to $6,880. This summary is attached to the requisition in Cloud for purchasing approval. Written quotations must be attached to the summary form.	1/22/2021	Admin Serv Bldg, Rm 201
Contract Routing Form & Checklist	Used for Contract Routing Review and Approval & Checklist provides guidance on the process.	3/4/2021	Admin Serv Bldg, Rm 201
Professional Services Contract	Used to establish contractual agreements for professional consulting services.	10/31/2023	Admin Serv Bldg, Rm 201
Independent Contractor Long Request Form	Use this form determine if an individual is an Independent Contractor for payments over $5,000. See Payments to Individuals under Accounts Payable Operating Procedures.	4/1/2024	Human Resources Admin Serv Bldg, Rm 101
Independent Contractor Short Request Form (threshold $5,000)	Use this form to determine if an individual can be paid as an independent contractor (including guest speaker/lecturer/performer/artist/service professional).	4/1/2024	Human Resources Admin Serv Bldg, Rm 101
Sole Source Waiver/Justification Form	Used by campus community to justify purchases that cannot be competitively bid.	1/22/2021	Admin Serv Bldg, Rm 201
Surplus Furniture and Equipment Disposal Form	Used to notify initiate process surplus equipment disposal.	12/21/2017	Purchasing Admin Serv Bldg, Rm 201

 

Travel Forms

Form	Purpose	Updated	Submit to
Student Travel Request Form	Authorizes travel requests for students.	9/29/2006	Attach form to check request for student reimbursement

 

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	5/2/2022	Admin Serv Bldg, Rm 201
10 Month Authorization for Employment Form	Hiring of 10 Month Grant Employees	1/27/2020	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)	1/13/2016	Admin Serv Bldg, Rm 201
Grant Position Request Form	Use for new Grant hires	10/2/2015	Admin Serv Bldg, Rm 201
GSAL Form A	Use to apply payment towards student(s) Tuition, Housing or Meal expense. Form Instructions	9/15/2023	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	9/15/2023	Admin Serv Bldg, Rm 201
GSAL Job Aids	Entering GSALs Approving GSALs	9/15/2023
Grant Expenditure Documented Business Purpose		9/12/2019
Subrecipient Invoice Template	Subrecipient costs must be identified on each invoice by categorical line item in accordance with the approved budget.	9/6/2024