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 | 8/18/2023 | |
| TCNJ W-9 Form | Completed W-9 form for TCNJ to be submitted to vendors upon their request. | 7/23/2023 | |
| 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 | 9/15/2023 | |
| Grant Expenditure Documented Business Purpose | 9/12/2019 |