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.
| Form Name | Function | Purpose |
|---|---|---|
| Additional Info for Nonexempt Staffing | Employment | Union compliant form for department to provide additional info on newly posted positions. |
| Applicant Screening Record | Employment | Employer summary of applicant interview for federal reporting. |
| Authorization of Payroll Mail Distribution | Payroll | For employees to authorize a department to mail their paycheck/pay advice to another address. |
| Background Check Release Form | Employment | Authorization for department to obtain background info on a final candidate. |
| Beneficiary Designation Form Dearborn National | Benefits | Retiree designation of person/s who will receive benefits in the event of insured's death. |
| Beneficiary Designation Form ERB | Benefits | Employee designation of who will receive benefits in the event of employee's death. |
| Benefit Enrollment/Change Form | Benefits | For new employees and those who have a qualifying event to enroll or change benefits for medical, dental, vision and life insurances. For Annual Open Enrollment, please see the Annual Enrollment site |
| Candidate Release Form | Employment | For hiring department to obtain additional info on candidate's qualifications. |
| Conflict of Interest | Employee Relations | For 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 Checklist | Employment | For managers to evaluate and record the types of documentation that are kept in the department personnel file. |
| Departmental Recruitment Checklist Exempt & Nonexempt | Employment | Assists departments with the posting and hiring processes for staff positions. |
| Departmental Recruitment Checklist Faculty | Employment | Assists departments with the posting and hiring processes for faculty positions. |
| Direct Deposit | Payroll | For employees to electronically establish/change/cancel direct deposit information through myNMSU.edu. Click the Employee tab then locate the Direct Deposit link. |
| Disciplinary Action Checklist | Employee Relations | Departmental checklist to aid supervisors with the disciplinary process. |
| Domestic Partnership Affidavit | Benefits | For employees to declare domestic partnership to provide partner with benefits. |
| Domestic Partnership Termination Form | Benefits | For employees to terminate domestic partnership status to cease benefits for partner. |
| Electronic Personnel Security Request Form | Employment | For department to request/cancel user security authority to process hires in PeopleAdmin. |
| Employee Separation Checklist | Employment | Checklist to assist departments/supervisors in the separation process of an employee. |
| Evaluation Forms: Exempt & Nonexempt Staff | Employee Relations | Click link to go to webpage to determine appropriate evaluation process for your unit. |
| Evaluation/Performance Tools and Forms | Employee Relations | For departments to establish goals for new employees who do not yet have a performance evaluation form. |
| Export Control Certification Questionnaire | Employment | To be completed by hiring authority for department sponsoring a non-immigrant visa applicant. |
| Faculty Deferred Pay Authorization | Payroll | For all regular full-time faculty hired on an academic basis to elect a 12 month pay schedule. Forms are due prior to the beginning of each academic year. |
| Faculty Leave Request Form | Benefits | May 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 Form | Compensation | For departments to request a new faculty position or make changes to an existing vacant position. |
| Flexible Spending Account Forms & Information | Benefits | For employees to authorize direct deposit to their FSA or HRA. |
| FMLA Request Form | Benefits | To request leave covered under the Family and Medical Leave Act. |
| Form I-9 (SMART) This form requires Adobe Acrobat Reader and downloads best with Internet Explorer. | Employment | For departments to complete collectively with new employees to verify their employment eligibility in accordance with US Citizenship & Immigration Svcs. |
| Form I-9 (Paper) This version is unfillable and must be printed for completion. | Employment | For departments to complete collectively with new employees to verify their employment eligibility in accordance with US Citizenship & Immigration Svcs. |
| Form I-9, Remote Form | Employment | To complete the Form I-9 process for hires occurring at remote NMSU locations. |
| Form W-2, Request for reissue | Payroll | For employees to request additional copies of their W-2 |
| Form W-4 | Payroll | For employees to change federal tax withholding allowance. |
| FTE Change Acknowledgement | Employment | Form 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 Relations | For departments to respond to union filed grievances. |
| In-Range Adjustment Request Instruction & Info Sheet | Compensation | For departments to request to establish equitable salary relationships for exempt staff/filled unrestricted positions. |
| Insurance Premium Withdrawal Authorization | Benefits | For retirees to authorize an automatic withdrawal of their insurance premiums. |
| Invitation to Self Identify (Voluntary) | Employment | For new employees to voluntarily self-identify their age, gender, ethnicity, veteran status, and disability for federal data reporting purposes. |
| Labor Personnel Action Form (LPAF) | Payroll | For departments to make FUTURE changes to a job's labor distribution expense. |
| Labor Redistribution Form (LRF) - DEPT USE ONLY | Finance | For departments to redistribute labor expenses. |
| Labor Redistribution Form (LRF) - ELECTRONIC | Finance | For departments to electronically submit changes to redistribute labor expenses using MyNMSU. Requires approved access and training course. |
| Leave Report Adjustment Form | Payroll | For exempt employees to correct errors on submitted leave. |
| New Employee Data Form | Employment | For 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 Form | Benefits | For 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 Announcement | Employment | Required union form for departments to announce the selected applicant for a vacant position. |
| Onboarding Checklist- Regular Staff | Employment | Onboarding 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 Staff | Employment | A departmental guide to onboarding new temporary employees and orienting them to NMSU. |
| One Time Payment Request | Payroll | For departments to request one-time non-work payments to employees. |
| Personnel Action Form (PAF) | Employment | For departments to make changes to employee records or job information. |
| Personnel File Review Request Form | Employment | For employee to request a time to review his/her official personnel file. |
| Post Job Completion-Late Hire Form | Employment | For 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 Form | Benefits | For retirees to cancel coverage for themselves or dependents. |
| Retiree Tuition Remission Benefit Authorization | Benefits | For retirees to request tuition remission for NMSU courses. |
| Salary Reduction Agreement 403(b) | Benefits | For employees to begin, change, or stop salary deductions for 403(b), a voluntary retirement plan. |
| Salary Reduction Agreement 457(b) | Benefits | For employees to begin, change, or stop salary deductions for 457(b), a voluntary retirement plan. |
| Search Committee Orientation Request Form | Employment | For departments to request an orientation of the Search Committee process. |
| Sensitive Duties Checklist | Employment | For departments to determine if a position requires a background check. |
| Sick Leave Bank Physician Statement | Benefits | Employee authorization for physician to provide Benefit Services with necessary condition or treatment information for Sick Leave Bank. |
| Sick Leave Bank Withdrawal Request | Benefits | For employees to request withdrawal from Sick Leave Bank. |
| Faculty Term Position Request Form | Employment | For departments to request creation of a Term Position. Term positions are non-regular, benefit eligible appointments. |
| Timesheet Nonexempt-Regular | Payroll | For nonexempt employees to correct time submitted or submit time if no electronic timesheet is available. |
| Timesheet Temporary & Student | Payroll | For temporary and student employees to correct time submitted or submit time if no electronic timesheet is available. |
| Update Address or Phone Number | Payroll, Employment | For employees to update their address or phone number on file. |
| Withholding Allowance Certificate | Payroll | For employees to change NM State tax withholding filing status. |
| ||
| Letter of offer: Faculty- Temp (sample) | Employment | Sample letter for department use when offering a temp faculty position. |
| Letter of offer: Faculty- Term (sample) | Employment | Sample letter for department use when offering a term faculty position. |
| Letter of offer: Grad Assistant (sample) | Employment | A sample letter for department use when offering a graduate assistant position. |
| Letter of offer: Postdoc w/ contingency (sample) | Employment | A sample letter for department use when offering a postdoctoral position w/ contingency. |
| Letter of offer: Staff- Reg (sample) | Employment | A sample letter for department use when offering a staff position. |
| Letter of offer: Staff- Reg w/ contingency (sample) | Employment | A sample letter for department use when offering a staff position w/ contingency. |
| Letter of offer: Staff- Seasonal Temp (sample) | Employment | A sample letter for department use when offering a temp seasonal staff position. |
| Letter of offer: Staff- Temp (sample) | Employment | A sample letter for department use when offering a temporary staff position. |
| Letter of offer: Staff- Term (sample) | Employment | A sample letter for department use when offering a term staff position. |
| Letter of Offer: Student (sample) | Employment | |
| Letter: Notification of Transfer Staff-Contingency (sample) | Employment | A sample letter for department use when notifying an employee of a transfer. Includes language for funding contingency. |
| Letter: Position Filled (sample) | Employment | A sample letter for departments to notify other applicants when a position is filled. |
| Letter: Posting Closed (sample) | Employment | A sample letter for departments to notify that a posting is closed. |
| Letters of offer: Faculty- Reg (samples) | Employment | Sample letters for departments when offering a position to a selected candidate. |