Forms
All of the forms you will need to facilitate actions within RIAS are located on this page. Forms on this page 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 Submitting outdated forms with a request will cause a delay, as the forms will be returned.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) or Microsoft Excel (.xls) formats. The following are instructions for accessing and using these documents.
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
Form Name |
Description |
Format(s) |
Attach to requisition |
Last updated |
RIAS Access Request Form |
Procedures for Requesting Access to RIAS Applications Used to request access, delete access, and make changes to existing access using the RIAS system. |
|
No |
10/9/08 |
REX Departmental Access Request Form |
Use to request access the REX (RIAS Extension) system |
Yes |
11/4/08 |
Form Name |
Description |
Format(s) |
Attach to requisition |
Last |
Change Order Request (COR) Form |
Used to cancel or make changes on an approved purchase order |
No |
3/20/08 |
|
Request for Competitive Bid Waiver (Replaces Sole Source Justification) |
Used to waive the competitive bid process. See University Purchasing Policy 20.1.11 (PDF) |
|
Yes |
1/22/07 |
Form Name |
Description |
Format(s) |
Attach to requisition |
Last updated |
Employee Travel Advance Request Form |
Use when a university employee is requesting a travel advance. |
|
No |
1/24/06
|
Travel and Expense Report (TABER) |
Use to obtain reimbursement for university business travel expenses. |
|
No |
1/17/07 |
Form Name |
Description |
Format(s) |
Attach to requisition |
Last updated |
Consultant Agreement |
Use when an individual is being hired to perform certain personal services as an independent contractor. Must be completed, signed and forwarded to the consulting buyer located within the Purchasing Office located on your campus. |
|
No |
10/15/07
|
Consultant Agreement Checklist (RCIPS) |
Use when an individual is being hired to perform consulting or other independent personal services. Must be completed and attached to Purchase Requisition as an attachment "To Buyer". |
|
Yes |
10/15/07
|
Employment of or Consulting Agreements with Current and Former Public Officials |
In accordance with Rutgers Policy Section 60.1.14, 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. Completed forms must be returned to University Human Resources within 30 days of appointment or engagement. |
|
Yes |
10/15/07
|
Facilities Equipment Checklist |
Used to facilitate a request for major equipment. |
Yes |
7/7/09 |
|
Gasoline Credit Card Request Form |
Use to request a gasoline credit card. |
No |
3/30/05 |
|
Insurance Requirements |
Use to list insurance requirements for vendors or contractors whose operations extend to the premises of the university. |
Yes |
10/27/06 |
|
Lost Gasoline Credit Card Replacement Form |
Use to report a lost gasoline credit card and request replacement |
No |
3/29/05 |
|
New/Update Supplier Request (Supplier Information Form) |
Use to add a new supplier or change an existing supplier in the RIAS system. Includes Substitute W-9 Form. |
Yes |
10/15/09 |
|
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. |
No |
10/15/09 |
|
Unauthorized Purchase Justification |
Used when placing an order for more than $5,000 with an outside supplier without Purchasing department involvement. |
No |
3/15/06 |
Form Name |
Description |
Format(s) |
Attach to requisition |
Last updated |
Authorization to Dispose of Surplus Property |
Used to request access or delete administrative access to Surplus Property Management System |
|
No |
10/16/07 |
Facilities Warehouse New Brunswick (Supplies Only) |
|
|
|
|
IPO Supplier Setup Document |
Setting up Internal Suppliers and explaining the functions of an IPO Buyer for assistance. |
Yes |
06/15/06 |
|
| RIAS Access Form for Internal Suppliers | Complete this form for the person(s) who will be the default and backup Internal Purchase Order Buyer | Yes |
06/15/06 |
|
Surplus Disposal Request |
Use when surplus pickup is requested from Material Services. |
Yes |
10/14/08 |
Form Name |
Description |
Format(s) |
Attach to requisition |
Last updated |
|
Complete, a) when an invoice for $5,000 and over 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 |
|
No |
6/04
|
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. |
|
No |
4/11/06 |
Wire Transfer |
Used to facilitate payment by domestic or international wire transfer. |
|
No |
11/17/08 |
Foreign National Information Sheet for Payment Purposes (Rev. 8/26/08) |
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 732-445-4212. |
No |
11/10/09 |
|
Non-Resident Alien Tax (Form Number 8233) |
Exemption from Withholding on Compensation for Independent Personal Services of a Nonresident Alien Individual Form (#8233). |
|
No |
11/10/09
|
Check Cancel/Reissue/Stop Payment Request |
Use to cancel a check or stop payment on a check. |
No |
3/30/05 |
Form Name |
Description |
Format(s) |
Attach to requisition |
Last updated |
RU Actuals Journal Template |
A Web ADI (Application Desktop Integrator) template used to create journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers |
No |
7/20/09
|
|
RU Budget - Permanent Adjusting Journal Template |
A Web ADI (Application Desktop Integrator) template used to create permanent non-salary budget adjusting journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers |
No |
10/9/08 |
|
RU Budget - Temporary Adjusting Journal Template |
A Web ADI (Application Desktop Integrator) template in used to create temporary non-salary budget adjusting journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers |
No |
10/9/08
|
|
RU MAC Budget - Permanent Adjusting Journal Template |
Used by Macintosh computer users to create non-salary permanent budget adjustments. Preparer will submit completed template to the Budget Office for uploading to the General Ledger. Please contact your budget office analyst to obtain the email address. |
No |
7/1/08
|
|
RU MAC Budget - Temporary Adjusting Journal Template |
Used by Macintosh users to create non-salary temporary budget adjustments. Preparer will submit completed template to the Budget Office for uploading to the General Ledger. Please contact your budget office analyst to obtain the email address. |
No |
7/1/08
|
|
RU Manual Encumbrance Journal Template |
A Web ADI (Application Desktop Integrator) template used to create manual encumbrance (commitment) journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers |
No |
7/18/08 |
Form Name |
Description |
Format(s) |
Attach to requisition |
Last updated |
RIAS Printer Setup Request |
Used to request an additional printer to the RIAS system. |
No |
7/8/02 |
|
Cash Transmittal Form |
Used to deposit money into university accounts. |
No |
7/21/09 |
