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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. 11/08/2022 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 10/31/2022
TCNJ W-9 Form Completed W-9 form for TCNJ to be submitted to vendors upon their request. 10/31/2022

 

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-FY23 Use this form to calculate prepaid expenses when entering a requisition if prepaid is over $2,500. 12/20/2022 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.
10/22/2021 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. 5/13/2020 Admin Serv Bldg, Rm 201
Independent Contractor Long Request Form Use this form determine if an individual is an Independent Contractor for payments over $2,500. See Payments to Individuals under Accounts Payable Operating Procedures. 9/22/2020 Human Resources Admin Serv Bldg, Rm 101
Independent Contractor Short Request Form (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). 9/22/2020 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 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.

5/25/2022 Admin Serv Bldg, Rm 201
Grant Expenditure Documented Business Purpose 9/12/2019

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