Forms

Note regarding fillable PDF documents
This page contains some fillable PDF documents. Not all PDF viewers, particularly those embedded within browsers, are able to save data that is inputted into the fillable form fields. For best results, we recommend using Adobe Acrobat Reader when completing fillable forms.
For more administrative forms see: Administration and Finance Forms

The following lists many of the common forms that are submitted to HRS.  Many of the forms may be signed electronically and may be sent via fax or email however some require ink signatures and some forms require originals be submitted.  Electronic signatures may consist of PDF signed or typed signature received through your official NMSU email account.

 

 

Form Accepted Electronically Electronic Signature Accepted Special Processing instructions
New Employee Data Form (Aggie ID Creation)

(Employment)

No n/a Fax to 575-646-2806*
or
Submit the form without the SSN entered and Aggie ID entered on the form.
or
Submit the complete form via email at teamhrs@nmsu.edu (encrypted/password protected)
Background Checks No No Fax to 575-646-2806*
or
Submit the form without the SSN entered and Aggie ID entered on the form.
or
Submit the complete form via email at teamhrs@nmsu.edu (encrypted/password protected)
Personnel Action Form (PAF) Yes Yes Email teamhrs@nmsu.edu
Name Change No n/a Fax to 575-646-2806*
Resume/Transcripts Yes n/a Email teamhrs@nmsu.edu
NMERB Form 42 (Beneficiary Designation) No No, original ink signature required Mail to NMERB

(suggest employee follow up to confirm receipt 866-691-2345)

NMERB Employee Data Form

(Benefits)

Yes Ink signature required Fax to 575-646-2806*
or
Submit the complete form via email to hrhelp@nmsu.edu  (encrypted/password protected)
or
Mail to HRS
Benefit Enrollment/Waiver (Including Critical Illness, Flexible Spending, etc.) Yes No, ink signature required Fax to 575-646-2806*; mail to HRS; or email benefits@nmsu.edu
Beneficiary Designation Form (life insurance) Yes No, ink signature required Fax to 575-646-2806*; mail to HRS; or email benefits@nmsu.edu
Salary Reduction Agreements (403b and 457 plans) Yes No, ink signature required benefits@nmsu.edu or mail to HRS

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

*Please note, 575-646-2806 is indeed a secure fax line.

 

 

HRS Address:

NMSU HRS

PO Box 30001 MSC 3HRS

Las Cruces, NM 88003-8001

NMERB Address:

New Mexico Educational Retirement Board

PO Box 26129

Santa Fe, NM 87502-0129

 

HR Forms and Documents
Form NameFunctionPurpose
Telework ChecklistEmploymentFor supervisors and employees to use to document Telework Agreements.
Additional Info for Nonexempt StaffingEmploymentUnion compliant form for department to provide additional info on newly posted positions.
Applicant Screening RecordEmploymentEmployer summary of applicant interview for federal reporting.
Background Check Release FormEmploymentAuthorization for department to obtain background info on a final candidate.
Beneficiary Designation Form Dearborn NationalBenefitsRetiree designation of person/s who will receive benefits in the event of insured's death.
NMERB Beneficiary Designation FormBenefitsEmployee designation of who will receive benefits in the event of employee's death.
Benefit Enrollment/WaiverBenefitsFor employees, new or with a qualifying event, to enroll or waive medical, dental, vision, life, and disability insurances. For Annual Open Enrollment, please see the Annual Enrollment site
Candidate Release FormEmploymentFor hiring department to obtain additional info on candidate's qualifications.
Conflict of InterestEmployee RelationsFor employees to report actual or perceived conflicts of interest or commitment annually (Sept. when initiated by HRS), upon hire or when conflict arises.
Department Personnel File ChecklistEmploymentFor managers to evaluate and record the types of documentation that are kept in the department personnel file.
Departmental Recruitment Checklist Exempt & NonexemptEmploymentAssists departments with the posting and hiring processes for staff positions.
Departmental Recruitment Checklist FacultyEmploymentAssists departments with the posting and hiring processes for faculty positions.
Disciplinary Action ChecklistEmployee RelationsDepartmental checklist to aid supervisors with the disciplinary process.
Domestic Partnership AffidavitBenefitsFor employees to declare domestic partnership to provide partner with benefits.
Domestic Partnership Termination FormBenefitsFor employees to terminate domestic partnership status to cease benefits for partner.
Electronic Personnel Security Request FormEmploymentFor department to request/cancel user security authority to process hires in PeopleAdmin.
Employee Separation ChecklistEmploymentChecklist to assist departments/supervisors in the separation process of an employee.
Evaluation Forms: Exempt and Nonexempt StaffEmployee RelationsClick link to go to webpage to determine appropriate evaluation process for your unit.
Evaluation/Performance Tools and FormsEmployee RelationsFor departments to establish goals for new employees who do not yet have a performance evaluation form.
Export Control Certification QuestionnaireEmploymentTo be completed by hiring authority for department sponsoring a non-immigrant visa applicant.
Faculty Leave Request FormBenefitsMay be used when tenured/non-tenured regular faculties are requesting a leave of absence. Some colleges have their own form. Please consult with the College Dean’s office prior to completion/submission.
Faculty Position Request FormCompensationFor departments to request a new faculty position or make changes to an existing vacant position.
Flexible Spending Account Forms & InformationBenefitsFor employees to authorize direct deposit to their FSA or HRA.
FMLA Request FormBenefitsTo request leave covered under the Family and Medical Leave Act.
FTE Change AcknowledgementEmploymentForm for departments to have completed by the employee to acknowledge FTE Change. Must be attached to FTE Change PAFs for regular positions.
Grievance Response Form (AFSCME)Employee RelationsFor departments to respond to union filed grievances.
In-Range Adjustment Request

Instruction & Info Sheet
CompensationFor departments to request to establish equitable salary relationships for exempt staff/filled unrestricted positions.
Insurance Premium Withdrawal AuthorizationBenefitsFor retirees to authorize an automatic withdrawal of their insurance premiums.
Invitation to Self Identify (Voluntary)EmploymentFor new employees to voluntarily self-identify their age, gender, ethnicity, veteran status, and disability for federal data reporting purposes.
Labor Redistribution Form (LRF) - DEPT USE ONLYFinance For departments to redistribute labor expenses.
Labor Redistribution Form (LRF) - ELECTRONICFinance For departments to electronically submit changes to redistribute labor expenses using MyNMSU. Requires approved access and training course.
New Employee Data FormEmploymentFor departments to request the creation of a new employee record for candidates who don't have an Aggie ID or have an Aggie ID but have never held a job within the NMSU system.
NMERB Employee Data FormBenefitsFor new hires/rehires/status changes/rehired retirees and return to work retirees to designate NMERB status. This form is required by NMERB.
Nonexempt Job Vacancy Selection AnnouncementEmploymentRequired union form for departments to announce the selected applicant for a vacant position.
Onboarding Checklist- Regular StaffEmploymentOnboarding for new regular employees takes place via NMSU's electronic hiring system (PeopleAdmin). To read more about it see http://hr.nmsu.edu/onboarding-guide/
Onboarding Checklist- Temp StaffEmploymentA departmental guide to onboarding new temporary employees and orienting them to NMSU.
Personnel Action Form (PAF)EmploymentFor departments to make changes to employee records or job information.
Personnel File Review Request FormEmploymentFor employee to request a time to review his/her official personnel file.
Post Job Completion-Late Hire FormEmploymentFor departments to conduct a hire after the work period ended. These are for jobs that failed to be processed using the standard procedure.
Retiree Medical or Life Discontinuance FormBenefitsFor retirees to cancel coverage for themselves or dependents.
Retiree Tuition Remission Benefit AuthorizationBenefitsFor retirees to request tuition remission for NMSU courses.
Salary Reduction Agreement 403(b)BenefitsFor employees to begin, change, or stop salary deductions for 403(b), a voluntary retirement plan.
Salary Reduction Agreement 457(b)BenefitsFor employees to begin, change, or stop salary deductions for 457(b), a voluntary retirement plan.
Search Committee Orientation Request FormEmploymentFor departments to request an orientation of the Search Committee process.
Sensitive Duties ChecklistEmploymentFor departments to determine if a position requires a background check.
Sick Leave Bank Physician StatementBenefitsEmployee authorization for physician to provide Benefit Services with necessary condition or treatment information for Sick Leave Bank.
Sick Leave Bank Withdrawal RequestBenefitsFor employees to request withdrawal from Sick Leave Bank.
Faculty Term Position Request FormEmploymentFor departments to request creation of a Term Position. Term positions are non-regular, benefit eligible appointments.
Update Address or Phone NumberPayroll, EmploymentFor employees to update their address or phone number on file.
Verification of Employment RequestEmploymentFor employees to request proof of employment.
Electronic I-9 System Access RequestEmploymentFor departments to request access to the Electronic I-9 System for employees
Temporary Telework Agreement FormEmploymentForm used for both the supervisor and the employee to have a clear, shared understanding of the employee telework arrangement during emergencies

SAMPLE LETTERS/DOCUMENTS

Electronic I-9 Location ListEmploymentList of Electronic I-9 locations to be used on Offer Letter
Sample Email with Electronic I-9 LinkEmploymentEmail template with Electronic I-9 link.
Letters of offer: Faculty- Reg (samples)EmploymentSample letters for departments when offering a position to a selected candidate.
Letter of offer: Faculty- Temp (sample)EmploymentSample letter for department use when offering a temp faculty position.
Letter of offer: Faculty- Term (sample)EmploymentSample letter for department use when offering a term faculty position.
Letter of offer: Grad Assistant (sample)EmploymentA sample letter for department use when offering a graduate assistant position.
Letter of offer: Postdoc w/ contingency (sample)EmploymentA sample letter for department use when offering a postdoctoral position w/ contingency.
Letter of offer: Staff- Reg (sample)EmploymentA sample letter for department use when offering a staff position.
Letter of offer: Staff- Reg w/ contingency (sample)EmploymentA sample letter for department use when offering a staff position w/ contingency.
Letter of offer: Staff- Seasonal Temp (sample)EmploymentA sample letter for department use when offering a temp seasonal staff position.
Letter of offer: Staff- Temp (sample)EmploymentA sample letter for department use when offering a temporary staff position.
Letter of offer: Staff- Term (sample)EmploymentA sample letter for department use when offering a term staff position.
Letter of Offer: Student (sample)Employment
Letter: Notification of Transfer Staff-Contingency (sample)EmploymentA sample letter for department use when notifying an employee of a transfer. Includes language for funding contingency.
Letter: Position Filled (sample)EmploymentA sample letter for departments to notify other applicants when a position is filled.
Letter: Posting Closed (sample)EmploymentA sample letter for departments to notify that a posting is closed.
Interim/Acting Differential (sample)EmploymentSample letter for department use when requesting a differential
Managers Guide to Qualifying ApplicantsEmploymentGuide to qualifying applicants
FLSA Travel GuidelinesEmploymentGuide to determining FLSA travel pay requirements.