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 Submitting outdated forms with a request will cause a delay, as the forms will be returned.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 |
**NEW** RIAS HCM (Human Capital Management) Access Request Form |
Procedures for Requesting Access to the HCM System and HCM Data Warehouse. Used to request access, delete access, and make changes to existing access using the RIAS HCM system and HCM Data Warehouse. |
|
No |
01/25/2012 |
RIAS Access Request Form for Internet Procurement, General Ledger and Financial Data Warehouse |
Procedures for Requesting Access to Internet Procurement, General Ledger and the Financial Data Warehouse. Used to request access, delete access, and make changes to existing access using Internet Procurement, General Ledger and the Financial Data Warehouse. |
|
No |
02/13/2013 |
| Basic Expectations for Approvers and Preparers | Used as part of the request for access and make changes to existing access using the RIAS system. |
|
No |
01/03/11 |
REX Departmental Access Request Form |
Used to request access to the REX (RIAS Extension) system |
Yes |
3/22/10 |
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 |
12/2/09 |
|
Request for Sole/Single Source Justification |
Used to waive the competitive bid process. See University Purchasing Policy 20.1.11 (PDF) |
|
Yes |
1/23/12 |
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 |
|
Travel Order Form |
Use for business travel in conjunction with direct billing option available through the preferred travel agencies |
|
No |
5/27/10 |
Form Name |
Description |
Format(s) |
Attach to requisition |
Last updated |
Professional Service Provider Agreement (Formerly 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. |
|
Yes |
7/13/10
|
| IT Professional Service Provider Agreement | Use when an individual is being hired to perform certain IT 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. | Yes |
7/13/10 |
|
Request for Engagement of Professional Service Provider |
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 |
7/13/10
|
| Scope of Work | Template to assist departments with drafting the requirements of the engagement. |
Yes |
7/13/10 |
|
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. |
Yes |
10/29/10 |
|
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. |
No |
3/23/10 |
|
| W-9 Form (Rev. December 2011) 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. | No |
11/26/12 |
|
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 |
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) |
Used to facilitate a request for major equipment, utilities, or alterations from University Facilities. Information is now located on their website: http://facilities.rutgers.edu/ |
|
|
12/14/10 |
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 |
02/21/13 |
|
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 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 |
|
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. |
|
No |
4/11/06 |
Wire Transfer |
Used to facilitate payment by domestic or international wire transfer. |
|
No |
3/30/10 |
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 |
|
| Prepayment Process Form | Prepayment Process Form | No |
4/18/2013 |
Form Name |
Description |
Format(s) |
Attach to requisition |
Last updated |
RU Actuals Journal Template |
A Web ADI (Application Desktop Integrator) template used to create actual journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers |
No |
7/8/10
|
|
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 |
7/8/10 |
|
RU Budget - Temporary Adjusting Journal Template |
A Web ADI (Application Desktop Integrator) template 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 |
7/12/10
|
|
| RU Budgeted FTE | A Web ADI (Application Desktop Integrator) template used to create permanent Budgeted FTE adjusting journal entries for uploading into the General Ledger. This template cannot be used on Macintosh computers. |
No |
11/2/10
|
|
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 |
7/12/10 |
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 |
