Forms Repository

Use the forms below to facilitate actions and complete tasks within RIAS.

Important: These forms are updated periodically, so please be sure that any forms saved on your computer are the most current version. Submitting outdated forms with a request will cause a delay, as the forms will be returned.

Accessing Forms

Forms are available in Microsoft Word (DOC), Microsoft Excel (XLS), or Adobe Acrobat (PDF) formats.
Read instructions for accessing and using these documents.

The Agreement for Accessing University Information must be accepted before RIAS access is given.

At the same time you are applying for access, begin setting up your desktop with the required desktop configurations that are needed to use the RIAS application.

Available Forms

 

System Access

Form Name Description

Format

Attach Last
updated
**NEW** RIAS HCM (Human Capital Management) Access Request Form Instructions: Procedures for Requesting Access to the HCM System and HCM Data Warehouse.                                                                             Form: Used to Request access, delete access, and make changes to existing access using the RIAS HCM system and HCM Data Warehouse.

PDF

 

PDF

No 4/04/14
RIAS Access Request Form for Internet Procurement, General Ledger and Financial Data Warehouse Instructions: Procedures for Requesting Access to Internet Procurement, General Ledger and the Financial Data Warehouse.                                                                             Form: Used to request access, delete access, and make changes to exisitng access using Internet Procurement, General Ledger and the Financial Data Warehouse.

PDF

 

 

DOC

No 4/01/14
Basic Expectations for Approvers and Preparers This form is used as part of the request for access and make changes to existing access using the RIAS system.

PDF

No 1/03/11
REX Departmental Access Request Form This form is used to request access to the REX (RIAS Extension) system

DOC

Yes 3/22/10

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Requisitions – Supplies and Goods

Form Name Description Format Attach Last
updated
Change Order Request (COR) Form This form is used to cancel or make changes on an approved purchase order DOC No 2/11/14
Request for Sole/Single Source Justification This form is used to waive the competitive bid process. See University Purchasing Policy 20.1.11 (PDF) DOC Yes 1/23/12

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Travel

Form Name Description Format Attach Last updated
Employee Travel Advance Request Form This form is used when a university employee is requesting a travel advance. DOC No 1/24/06
Travel and Business Expense Report (TABER) This form is used to obtain reimbursement for university business travel expenses. DOC No 2/11/14
Travel Order Form This form is used for business travel in conjunction with direct billing option available through the preferred travel agencies Online Form No 5/27/10

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Purchasing

Form Name Description Format Attach Last updated
Professional Service Provider Agreement (Formerly Consultant Agreement) This form is used when engaging an independent contractor. Must be completed, signed and attached to Purchase requisition for buyer review and approval. DOC Yes 1/2/14
IT Professional Service Provider Agreement This form is used when engaging an independent contractor for IT services. Must be completed, signed and attached to Purchase requisition for buyer review and approval. DOC Yes 1/2/14
Independent Contractor or Employee Determination (ICED) Form (Formerly Request for Engagement of Professional Service Provider) This form is used when engaging an independent contractor. Must be completed, signed and attached to Purchase requisition for buyer review and approval. DOC Yes 7/15/13
Scope of Work This is a template to assist departments with drafting the requirements of the engagement. DOC Yes 7/13/10
Employment of or Consulting Agreements with Current and Former Public Officials This form must be completed in full when hiring or entering into consulting agreements with current or former federal, state, and local elected and appointed government officials, in accordance with Rutgers Policy 60.1.14. Completed forms must be returned to University Human Resources within 30 days of appointment or engagement. DOC Yes 10/15/07
Facilities Equipment Checklist This form is used to facilitate a request for major equipment. DOC Yes 7/7/09
Gasoline Credit Card Request Form This form is used to request a gasoline credit card. DOC No 3/30/05
Insurance Requirements This form is used to list insurance requirements for vendors or contractors whose operations extend to the premises of the university. DOC Yes 10/27/06
Lost Gasoline Credit Card Replacement Form This form is used to report a lost gasoline credit card and request replacement DOC No 3/29/05
New/Update Supplier Request (Supplier Information Form) This form is used to add a new supplier or change an existing supplier in the RIAS system. Substitute W-9 Form is listed below for download. PDF Yes 10/29/10
W-8Ben Form
(Rev. 2-2006)
(Instructions for W-8Ben Form)
Request a completed W-8BEN form from any foreign person (individual, corporation) when making a payment to them. This form is used to certify foreign status.  It is also used to validate a tax treaty exemption from, or a reduced rate of, withholding on copyright royalties and scholarship/fellowship payments. PDF No 3/23/10
W-9 Form
(Rev. August 2013) Includes Instructions
To conform to IRS regulations for Form 1099 reporting, the university must have a Federal Tax Identification Number or Social Security Number in our files for ALL VENDORS and INDIVIDUALS receiving payments from Rutgers University. PDF No 9/16/13
Substitute W-9 Form (Substitute W-9 Form Additional Information) To conform to IRS regulations for Form 1099 reporting, the university must have a Federal Tax Identification Number or Social Security Number in our files for ALL VENDORS and INDIVIDUALS receiving payments from Rutgers University.

DOC

PDF

No 10/15/09

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Internal Suppliers

Form Name Description Format Attach Last updated
Authorization to Dispose of Surplus Property This form is used to request access or delete administrative access to Surplus Property Management System DOC No 10/16/07
Facilities Warehouse New Brunswick (Supplies Only) In order to facilitate a request for major equipment, utilities, or alterations from University Facilities, please visit their website: http://facilities.rutgers.edu/     12/14/10
IPO Supplier Setup Document This form is used to for Setting up Internal Suppliers and explaining the functions of an IPO Buyer for assistance. DOC Yes 6/15/06
RIAS Access Form for Internal Suppliers Complete this form for the person(s) who will be the default and backup Internal Purchase Order Buyer DOC Yes 2/21/13
Surplus Disposal Request This form is used when surplus pickup is requested from Material Services. DOC Yes 10/14/08

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Invoices & Payments

Form Name Description Format Attach Last updated
Invoice Certification Complete, a) when an invoice over $5,000 requires manual certification or, b) to release an invoice on hold that is between $100 and $1,000 and does not require a change order. DOC No 7/23/10
Multiple Check Request Form Complete this form when requiring payment to five or more payees for a similar purpose. A complete campus address or postal mailing address must be supplied for each payee. DOC No 4/11/06
Wire Transfer This form is used to facilitate payment by domestic or international wire transfer. DOC No 1/16/14
Foreign National Information Sheet for Payment Purposes (Rev. 09/05/2013) This form applies to payments to foreign nationals processed through Accounts Payable.  The form: Indicates documentation needed for payment; Shows restrictions applicable to foreign nationals in B or visa waivers status; and, Aids in determining if a foreign national should be classified a U.S. resident for tax purposes. Complete for each payment to a foreign national and forwarded to the Tax Department for review.  Please also see Listing of Common VISA statuses and Payment Eligibility. If you have any questions, please contact the Tax Department at 848-445-4212. XLS No 9/16/13
Non-Resident Alien Tax (Form Number 8233)
(Form Number 8233 Instruction Sheet Rev. March 2009)
Exemption from Withholding on Compensation for Independent Personal Services of a Nonresident Alien Individual Form (#8233). PDF No 11/10/09
Check Cancel/Reissue/Stop Payment Request This form is used to cancel a check or stop payment on a check. DOC No 3/30/05
Prepayment Process Form Prepayment Process Form DOC No 4/18/13

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Journal Templates

Form Name Description Format Attach Last updated
RU Actuals Journal Template This Web ADI (Application Desktop Integrator) template is used to create actual journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers. XLS No 7/8/10
RU Budget - Permanent Adjusting Journal Template This Web ADI (Application Desktop Integrator) template is used to create permanent non-salary budget adjusting journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers. XLS No 7/8/10
RU Budget - Temporary Adjusting Journal Template This Web ADI (Application Desktop Integrator) template is used to create temporary non-salary budget adjusting journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers XLS No 7/12/10
RU Budgeted FTE This Web ADI (Application Desktop Integrator) template is used to create permanent Budgeted FTE adjusting journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers. XLS No 11/2/10
RU Manual Encumbrance Journal Template This Web ADI (Application Desktop Integrator) template is used to create manual encumbrance (commitment) journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers. XLS No 7/12/10

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Other

Form Name Description Format Attach Last updated
RIAS Printer Setup Request This form is used to request an additional printer to the RIAS system. DOC No 7/8/02
Cash Transmittal Form Use this  form to deposit money into university accounts. DOC No 7/21/09
Notification of Incoming Electronic Funds Transfer (NIEFT) (University Accounting) Use this form to notify University Accounting that your department is expecting incoming funds via Electronic Funds Transfer (EFT) or ACH for credit to your account.  Online Form    

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